King's Day game checklist

Planning a King's Day game takes more than choosing a few competitions. You need a clear schedule, written rules, a reserved field, working equipment and enough people to run each station. This checklist takes you from invitations and registrations to the final setup, including details that are often left until the last minute. Use it to coordinate volunteers, prepare food and drinks, and make sure the games can start on time even if the weather changes.

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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

Set the game schedule
2 people
Write out the game rules
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Reserve the venue and field
Check materials
2 people
Order prizes and medals
Assign volunteers
2 people
Set out the game route
2 people
Check the shopping list
Do the shopping
2 people
Collect prizes and materials
2 people
Chill drinks
2 people
Prepare game cards
2 people
Test music and announcements
2 people
Check the weather forecast
Inspect the grounds
2 people
Build party tents
4 people
Set up tables and chairs
3 people
Set up game stations
4 people
Hang decorations
3 people
Set up the prize table
2 people
Set out snacks
3 people

Event

Staff the registration desk
2 people
Explain the rules
2 people
Lead the game rounds
6 people
Keep track of points and results
2 people
Serve drinks
2 people
Refill drinks
2 people
Refill snacks
2 people
Assist children with prizes
2 people
Supervise free-play activities
3 people
Collect waste along the way
2 people

Aftercare

Sort game equipment
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Wash dishes
2 people
Clean the grounds
4 people
Take waste to the collection point
2 people
Store materials dry
2 people
Return borrowed items
2 people
Store leftover non-perishable food

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 30
High tablesqty 3
Prize table
Registration desk

Tableware

Reusable cupsqty 80
Reusable platesqty 60
Reusable cutleryqty 60
Small bowlsqty 12
Thermos flasksqty 4

Equipment

Portable speaker
Microphone
Extension cordsqty 3
Power stripsqty 3
Coolersqty 4

Sports equipment

Conesqty 24
Hoopsqty 8
Soft ballsqty 12
Tug of war rope
Relay batonsqty 8
Water cups for the gameqty 20
Can toss set
Trash bagsqty 12
Chalkqty 12
Stopwatchqty 3
Measuring tapesqty 3
Scoreboardsqty 6
Barrier tapeqty 4

Game materials

Game cardsqty 100
Pensqty 30
Clipboardsqty 6
Prizesqty 60
Medalsqty 60

Decorations

Orange pennantsqty 6
Orange balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 8

Lighting

LED string lightsqty 4
Battery lanternsqty 4

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Bucketsqty 3
Spongesqty 6
Tea towelsqty 12

Kitchen

Cutting boardsqty 3
Knivesqty 6
Serving tongsqty 6
Ice packsqty 20

Catering

Groceries

Tips

Set the schedule and write the rules before sending invitations. Include registration deadlines, team sizes, start times and how players move between stations so people know what to expect.
Check every game station at least one day ahead. Count the cones, hoops, soft balls, relay batons, stopwatch, measuring tapes and scoreboards, then replace or borrow anything missing.
Assign volunteers to specific jobs rather than asking for general help. You need coverage for registration, announcements, scoring, water at the games and prize distribution throughout the event.
Prepare drinks and food close to serving time, but chill drinks early enough to be cold. Put dietary information next to the serving area and keep reusable cups, plates and cutlery together.
Check the forecast and the field on the morning of King's Day. Allow extra time to build party tents, secure cables, mark routes with tape or chalk and move tables if the ground is wet.

Frequently asked questions

How early should I send King's Day game invitations?: Send invitations at least 3 to 4 weeks before the event. Set the registration deadline 7 days before King's Day so you can form teams, collect dietary requirements and assign volunteers.
How many volunteers do I need for a King's Day game?: Plan for at least 1 volunteer at registration, 1 person handling announcements and scores, and 1 person per active game station. For four stations, that means a minimum of 7 people, with one extra helper for breaks.
When should I prepare the King's Day game equipment?: Check and group all equipment 2 to 3 days beforehand, then prepare game cards, scoreboards and station layouts the day before. Do a final field and weather check on the morning itself.
How much food and drink should I prepare for King's Day games?: For the first hour, allow 2 to 3 drinks per person, then about 1 drink per person per additional hour. Prepare food according to your confirmed registrations and add around 10% extra for unexpected guests.

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