King’s Day celebration checklist

Use this checklist to organise a King’s Day celebration in the right order, from confirming the date and location to packing the final event documents. Start with permits, suppliers, invitations and volunteer roles before arranging food, drinks and activities. In the final week, check the forecast, confirm registrations and shop for snacks and drinks. On the day, allow time to set up tables, tents, sound equipment, signs and game materials before guests arrive.

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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

Confirm date and location
2 people
Check permits and notifications
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Reserve suppliers
2 people
Set the schedule and times
2 people
Choose game activities
3 people
Compile music and playlist
Assign volunteers
2 people
Arrange first aid contact
2 people
Check the weather forecast
Determine an alternative bad-weather plan
3 people
Check the shopping list
2 people
Check materials stock
2 people
Do the shopping
3 people
Collect materials
3 people
Chill drinks
2 people
Prepare snacks
4 people
Sort game materials
2 people
Set out prizes and giveaways
2 people
Prepare name badges
Make route signs
2 people
Print the run sheet and phone numbers
Pack weatherproof documents
Inspect venue
3 people
Cordon off the area
3 people
Set up tents
6 people
Set up tables and chairs
5 people
Set up buffet
4 people
Set up drink station
3 people
Set up game stations
5 people
Hang decorations
4 people
Set up sound equipment
2 people
Test sound equipment
2 people
Hang lighting
3 people
Check toilets
2 people
Place waste stations
2 people
Set out snacks and fruit
3 people
Lay out crockery and cutlery
2 people
Prepare coffee and tea
2 people
Brief volunteers
3 people
Set up the registration table
2 people

Event

Handle the opening
2 people
Welcome visitors
3 people
Register participants
2 people
Serve orange tompouces
3 people
Supervise game activities
6 people
Provide music
Serve drinks
3 people
Refill drinks
2 people
Refill buffet
3 people
Collect waste
2 people
Announce the winners
2 people
Support the evening program
3 people
Announce the final round
See visitors out
3 people

Aftercare

Remove food and drinks
3 people
Dismantle furniture
5 people
Take down the tents and decorations
5 people
Store equipment safely
2 people
Wash dishes
3 people
Clean the grounds
5 people
Take waste to the collection point
2 people
Return borrowed materials
2 people
Distribute leftover food
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Buffet tablesqty 4
High tablesqty 6
Bar stoolsqty 12
Tablecloth clipsqty 24

Tableware

Reusable platesqty 180
Reusable bowlsqty 80
Reusable cupsqty 250
Coffee cupsqty 80
Tea glassesqty 60
Forksqty 180
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving plattersqty 12
Serving traysqty 8

Equipment

Bluetooth speakersqty 2
Microphone
Microphone stand
Extension cordsqty 6
Power stripsqty 4
Coolersqty 6
Kettlesqty 3
Coffee machinesqty 2
Rechargeable lampsqty 8

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Bread knivesqty 3
Mixing bowlsqty 6
Measuring cupsqty 3
Cutting matsqty 4
Cooling matsqty 8
Thermos flasksqty 6
Ice cube traysqty 6

Decorations

Orange buntingqty 12
Dutch flagsqty 6
Orange balloonsqty 150
Balloon ribbonqty 3
Table décorqty 12
Orange garlandsqty 10

Lighting

String lightsqty 6
Battery lanternsqty 8

Sports equipment

Footballsqty 4
Conesqty 30
Hoopsqty 10
Tug of war rope
Skipping ropesqty 12
Trash bagsqty 12
Can toss setqty 2
Ring toss setsqty 3
Sidewalk chalkqty 12
Bubble solutionqty 20

Cleaning

Waste binsqty 10
Broom setsqty 3
Litter pickersqty 4
Bucketsqty 4
Mopsqty 3
Cleaning spongesqty 12
Trash bag holdersqty 8

Catering

Groceries

Tips

Confirm the location, permits and notifications before sending invitations. Allow at least four weeks for checks that involve the municipality or public space, and keep the confirmation with your event documents.
Set the schedule with exact start and finish times, then assign volunteers to registration, games, first aid contact and pack-down. Print one run sheet with phone numbers for each team lead.
Check registrations and dietary requirements no later than one week before the celebration. Use the final headcount to plan seating, reusable plates and bowls, serving platters, snacks and drinks.
Create a bad-weather decision point at least 24 hours before the event. If rain is likely, move activities under party tents or to the alternative location and protect the run sheet, signs and phone numbers in waterproof folders.
Finish shopping and material collection one to two days ahead. Chill drinks overnight, sort game materials and prizes, test the Bluetooth speakers and microphone, and check extension cords, power strips and rechargeable lamps before setup.

Frequently asked questions

How far in advance should I organise a King’s Day celebration?: Start planning at least six weeks ahead. Confirm the date and location first, then handle permits, suppliers, invitations and volunteer assignments before the final two weeks.
When should I check the weather for King’s Day?: Check the forecast seven days before the event and make the final decision 24 hours ahead. Prepare the alternative bad-weather plan early enough to move tents, games, signs and equipment.
How many drinks should I buy for a King’s Day celebration?: For the first hour, allow roughly two to three drinks per adult, then about one drink per person per hour. Add extra water and account for children, non-drinkers and hot weather when checking the shopping list.
When should I prepare the food and drinks?: Shop for snacks and drinks one to two days before the event. Chill drinks overnight, prepare perishable snacks on the day, and keep dietary requirements beside the serving area so volunteers can check them quickly.

Start this plan in Lizzt

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