King’s Day concert checklist: what to arrange and when

A King’s Day concert needs more than a stage and a lineup. Start with the date, venue and permits, then lock in performers, technical production and catering before you invite the audience. The sound system, lighting and power supply need checking together, especially when outdoor equipment and cable runs are involved. Use the checklist below to keep registrations, dietary requirements, safety, volunteers and weather planning from becoming last-minute jobs.

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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
Contact performers
2 people
Confirm performances
2 people
Create the program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Make reservations
Order catering
2 people
Reserve sound system
Reserve lighting
Check power supply
2 people
Prepare safety plan
2 people
Determine evacuation routes
2 people
Arrange first aid appointments
Assign volunteers
2 people
Send artist information
Gather technical requirements
Publish audience information
Check the weather forecast
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Collect materials
2 people
Open venue
2 people
Inspect the site
2 people
Mark off the stage area
3 people
Set up tents
4 people
Set up tables
3 people
Set out chairs
3 people
Set up the bars
3 people
Set up the sound system
3 people
Connect microphones
2 people
Install lighting
2 people
Cover cables safely
2 people
Hang up decorations
3 people
Dress the stage
2 people
Set up catering
3 people
Check toilets
2 people
Place waste stations
2 people
Signpost the entrance
2 people
Perform the technical sound check
3 people
Have the performers do a sound check
3 people
Give staff briefing
2 people

Event

Welcome the audience
4 people
Announce the program
Guide the performances
3 people
Welcome guests
2 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Provide coffee and tea
2 people
Restock the buffet
2 people
Keep tables clean
2 people
Empty trash bins
2 people
Clean the toilets in between
2 people
Answer audience questions
2 people
Announce the final performance
Guide the audience to the exit
3 people

Aftercare

Turn off the sound equipment
2 people
Store drinks safely
2 people
Clean up catering
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Take down tents
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Pack equipment
3 people
Roll up cables
2 people
Count materials
2 people
Return borrowed items
2 people
Check deposit materials

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 150
Bar stoolsqty 8
Beer tablesqty 4
Clothes racksqty 2

Tableware

Reusable drinking glassesqty 250
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 180
Dessert platesqty 120
Forksqty 180
Knivesqty 180
Spoonsqty 120
Serving utensilsqty 12

Equipment

Speakersqty 4
Mixer
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 3
Instrument cablesqty 12
Audio cablesqty 12
Music standsqty 8
Cable reelsqty 6
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 12

Lighting

LED light panelsqty 8
Light standsqty 4
Decorative light garlandsqty 10
Battery lanternsqty 8

Decorations

Dutch flagsqty 12
Orange pennantsqty 10
Balloonsqty 150
Balloon pumpqty 2
Tableclothsqty 12
Stage drapesqty 3
Tapeqty 8
Cable tiesqty 200
Buntingqty 12

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 3
Kettlesqty 2
Ice containersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving boardsqty 6
Serving spoonsqty 8
Pliersqty 8
Measuring cupsqty 3
Bottle openersqty 6
Corkscrewsqty 3
Napkin holdersqty 8

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Disinfectant sprayqty 4
Hand soap dispensersqty 6
Toilet brushesqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 3
Crowd control barriersqty 12
Conesqty 12
Flashlightsqty 6
Safety vestsqty 12

Communication

Walkie-talkiesqty 8
Name badgesqty 30
Program leafletsqty 200
Directional signsqty 12
Whiteboard

Catering

Groceries

Tips

Confirm the venue, date and permit requirements before contacting the full audience. Permit conditions can affect capacity, sound levels, closing time and where you can place tents, tables and equipment.
Send performers a single information pack at least 2 weeks before the concert. Include arrival time, running order, technical requirements, parking or access details and the contact person on the day.
Build the technical plan around the actual equipment: speakers, mixer, microphones, DI boxes, monitors, stands, cables and power distribution. Test every cable, extension cord and cable reel before setup, then keep cable trays available for public walkways.
Plan drinks and snacks by service time, not just guest count. Chill drinks several hours before doors open, and check that you have enough reusable glasses, plates, cutlery and serving utensils for the busiest 30 minutes.
Assign volunteers to named shifts instead of asking for general help. Cover arrival, artist support, registration, bar or catering, audience information and first aid, and give each shift a handover contact before the event starts.

Frequently asked questions

How far in advance should I start planning a King’s Day concert?: Start at least 8 to 12 weeks before the concert. Permits, performers, sound, lighting and catering often need confirmation before invitations and audience registration can open.
When should I book sound and lighting for a King’s Day concert?: Reserve the sound system and lighting 6 to 8 weeks in advance, or earlier if the date is busy. Send the performers’ technical requirements to the supplier as soon as the lineup is confirmed.
How many drinks should I buy for a King’s Day concert?: For the first hour, plan on 2 to 3 drinks per person, then about 1 drink per person per hour. Add water separately and chill the first service batch several hours before doors open.
When should I check the weather forecast for an outdoor King’s Day concert?: Check it 7 days before the event for planning, then again 48 hours and 6 hours before opening. Use those checks to confirm tents, power protection, clothing, access and any changes to the safety plan.

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