King’s Day celebration checklist

Plan your King’s Day celebration in stages so guest numbers, suppliers and equipment are settled before the final week. Start by publishing the date and programme, then track registrations, dietary requirements and volunteer roles. In the days before the event, confirm deliveries, check the forecast, shop, chill drinks and prepare snacks. On the day, inspect the site before setting up tables, seating, decorations and sound. This checklist covers the details that are easy to leave until too late.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Publish the date and program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Create final guest list
Confirm supplier agreements
Arrange the venue and key
Compile the music program
2 people
Record game activities
2 people
Assign volunteers
Print contact list
Check the weather forecast
Check the shopping list
2 people
Do the shopping
3 people
Set up non-perishable supplies
2 people
Chill drinks
2 people
Prepare snacks
4 people
Pack allergens separately
2 people
Check equipment
2 people
Load transport
3 people
Inspect the site
2 people
Set up tables
4 people
Set up chairs and benches
4 people
Hang decorations
4 people
Connect the sound system
2 people
Set out game materials
3 people
Set up the buffet and bar
4 people
Prepare coffee and tea
2 people
Lay out crockery and cutlery
2 people
Set up safety equipment
2 people
Carry out the final site check
2 people

Event

Welcome guests
3 people
Announce the program
Supervise game activities
4 people
Serve snacks
3 people
Hand out drinks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Collect waste
2 people
Provide music
Turn on the lights
Announce the final round
See off guests
3 people

Aftercare

Turn off the sound equipment
2 people
Remove decorations
3 people
Dismantle furniture
4 people
Wash dishes
3 people
Sort and remove waste
3 people
Clean the grounds
4 people
Store materials dry
2 people
Count inventory
Return borrowed items
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Foldable tablesqty 10
Folding chairsqty 80
Beer tablesqty 6
Beer benchesqty 12
Party tentsqty 3
Bar stoolsqty 6

Tableware

Reusable cupsqty 180
Platesqty 150
Cutlery setsqty 150
Coffee mugsqty 80
Serving plattersqty 12
Serving tongsqty 6

Decorations

Dutch flagsqty 8
Orange buntingqty 10
Orange balloonsqty 100
Tableclothsqty 12
Balloon pumpqty 2
Cable tiesqty 100

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 6
Coolersqty 4
Bluetooth speaker

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Water jugsqty 6
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Bottle openersqty 4
Measuring cupsqty 2

Lighting

LED string lightsqty 6
LED work lightsqty 4

Cleaning

Waste binsqty 8
Recycling binsqty 4
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Rubber glovesqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 2

Game materials

Ring toss setsqty 2
Trash bagsqty 12
Sidewalk chalk setsqty 4
Tug-of-war ropesqty 2

Catering

Groceries

Tips

Publish the date and programme before sending invitations, then keep registrations open long enough to create a reliable final guest list. Collect dietary requirements with the registration rather than chasing them during the final week.
Confirm supplier agreements and venue access several days before King’s Day. Check who has the key, when deliveries arrive and whether the planned setup time leaves enough time to test the sound system.
Check the weather forecast 48 hours before the celebration and decide whether party tents, extra seating or a revised layout are needed. Do not wait until setup begins to discover that tables, benches or coverings are missing.
Shop after checking the final guest list and separate allergen-sensitive snacks when preparing food. Chill drinks in coolers in advance, while keeping coffee supplies, water jugs and serving equipment ready for the morning.
Assign volunteers to specific jobs and print a contact list before the event starts. Load extension cords, power strips, microphones and other equipment together, then test the mixer and speakers after the site inspection.

Frequently asked questions

How far in advance should I send King’s Day invitations?: Send invitations at least 3 to 4 weeks before the celebration. Close registrations early enough to create the final guest list, collect dietary requirements and confirm food, drinks and seating quantities.
When should I check the weather for a King’s Day event?: Check the forecast 48 hours before the event and again on the morning itself. Use the first check to adjust tents and the site layout, rather than trying to find missing furniture or coverings during setup.
How many volunteers do I need for a King’s Day celebration?: Assign at least 1 volunteer to each key area: welcome, food and drinks, activities, sound and cleanup. For a larger group, add 1 extra person per area so breaks and unexpected tasks do not stop the programme.
When should drinks be chilled for King’s Day?: Chill drinks the day before whenever possible, especially if they will be stored in coolers rather than a refrigerator. Recheck the drinks several hours before guests arrive and keep water available separately from alcoholic drinks.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.