King's Games checklist: what to arrange and when
A King's Games event combines registration, team sports, relay activities, food and a lot of equipment in one day. This checklist puts the work in a practical order, from confirming the date and location to preparing stations, team lists and a rain plan. Use participant numbers to size your volunteer team, food order and equipment layout. The tasks and supply list below help you track the details that are easy to leave until the final week.
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
Define the program and sports activities
3 people
Inventory participant numbers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Send parent information
2 people
Invite volunteers
2 people
Assign volunteers
2 people
Set the sports stations
3 people
Prepare the competition schedule
2 people
Make reservations
Check permits
Check the weather forecast
Prepare the backup rain program
3 people
Create route and parking information
2 people
Create a map for participants
2 people
Make start numbers and team lists
2 people
Print signage
Order prizes and medals
Check the shopping list
2 people
Do the shopping
3 people
Gather sports equipment
3 people
Check materials
2 people
Prepare snacks
4 people
Chill drinks
2 people
Prepare packages per team
3 people
Send weather update
Event
Inspect the site
3 people
Cordon off the area
3 people
Set up tents and tables
6 people
Set up sports stations
8 people
Connect the sound system
2 people
Set up catering point
4 people
Set up the registration table
2 people
Prepare first aid supplies
2 people
Receive participants
4 people
Hand out race numbers
3 people
Guide teams to the start pens
6 people
Handle the opening
3 people
Lead the warm-up
4 people
Supervise relays
8 people
Guide agility games
8 people
Serve break drinks
5 people
Support sports tournaments
10 people
Record scores
3 people
Refill drinks
3 people
Serve snacks
4 people
Hand out allergen-free snacks
2 people
Restock the buffet
3 people
Provide music
2 people
Present prizes
3 people
Handle farewell and thank-you speech
2 people
Escort participants to the exit
4 people
Collect lost property
2 people
Empty waste stations
4 people
Aftercare
Gather sports equipment
5 people
Take down tables and chairs
6 people
Take down tents
6 people
Turn off the sound system
2 people
Wash dishes
4 people
Clean the catering area
4 people
Clean the grounds
6 people
Dispose of waste
3 people
Return materials
3 people
Return borrowed items
2 people
Hand over the venue
2 people
Store leftover food
2 people
Archive photos and documents
Send thank-you messages
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 3
- Tablesqty 12
- Folding chairsqty 80
- Buffet tablesqty 4
- Registration desk
- Trash cansqty 8
- Crowd control barriersqty 12
- Starting lanesqty 6
- Clothes racksqty 4
- Crates for lost and foundqty 4
Sports equipment
- Footballsqty 12
- Basketballsqty 8
- Handballsqty 8
- Volleyballqty 4
- Relay batonsqty 12
- Conesqty 40
- Hoopsqty 20
- Skipping ropesqty 20
- Balance beamsqty 4
- Obstaclesqty 12
- Parachute clothsqty 2
- Frisbeesqty 12
- Tennis ballsqty 24
- Soft ballsqty 20
- Ribbonsqty 40
- Starting whistlesqty 8
- Stopwatchesqty 6
- Scoreboardsqty 8
- Measuring tapesqty 4
- Exercise matsqty 12
- Team bibsqty 80
- Cratesqty 12
- Tug-of-war ropesqty 2
- Medal ribbonsqty 180
- Trophiesqty 12
- Bib numbersqty 180
- Score sheetsqty 40
- Pensqty 40
- Clipboardsqty 12
Equipment
- Speakersqty 2
- Microphoneqty 2
- Mixer
- Extension cordsqty 6
- Power stripsqty 6
- Coolersqty 6
- Rechargeable lampsqty 6
- Kettlesqty 4
- Coffee machinesqty 3
- Electric hotplatesqty 2
- Power banksqty 6
- Walkie-talkiesqty 8
- Laptopqty 2
- Printer
Tableware
- Reusable cupsqty 220
- Platesqty 180
- Bowlsqty 100
- Cutlery setsqty 180
- Serving spoonsqty 12
- Coffee potsqty 4
Kitchen
- Cutting boardsqty 6
- Knivesqty 8
- Pliersqty 8
- Small bowlsqty 20
- Thermos flasksqty 6
- Water jugsqty 8
- Food warmersqty 6
- Serving plattersqty 20
- Cooler cratesqty 8
- Food containersqty 20
Decorations
- Dutch flagsqty 8
- Orange pennantsqty 10
- Balloonsqty 200
- Balloon ribbonqty 2
- Tableclothsqty 16
- Stage signsqty 8
- Orange table decorationsqty 20
- Welcome sign
- Route signsqty 20
Cleaning
- Trash bagsqty 60
- Bucketsqty 6
- Cleaning clothsqty 24
- Floor squeegeesqty 3
- Broom setsqty 4
- Washing-up tubsqty 4
- Hand broomsqty 6
- Work glovesqty 12
- Paper waste binsqty 12
Lighting
- String lightsqty 6
- Battery lampsqty 8
- Outdoor lightsqty 6
Catering
- Groceries
Tips
- Set a firm registration deadline at least 10 days before the event. Use the final participant count to create team lists, order food and assign people to sports stations.
- Build the schedule around station changeovers, not only playing time. Allow 5 to 10 minutes between activities so teams can move safely and volunteers can update scoreboards.
- Check sports equipment at least 7 days beforehand. Count balls, cones, bibs, batons, stopwatches and measuring tapes, then replace or borrow anything missing before setup day.
- Send parent information 5 to 7 days before King's Games. Include the arrival time, parking and route details, what participants should bring, food arrangements and the weather backup plan.
- Prepare the rain program before checking the forecast on the final days. Decide which activities can move under party tents or indoors and keep signage, registration materials and first-use equipment together in labelled crates.
Frequently asked questions
- How far in advance should I start planning King's Games?
- Start at least 6 to 8 weeks before the event. Confirm the date and location first, then allow time for registrations, volunteer assignments, reservations, permits and equipment checks.
- When should King's Games registrations close?
- Close registrations about 10 days before the event. That gives you enough time to process dietary requirements, make team lists, prepare start numbers and plan food quantities.
- How many volunteers do I need for King's Games?
- Plan for at least one volunteer per active sports station, plus 2 to 3 people for registration, food and general coordination. Add one floating volunteer for every 5 to 6 stations so breaks and unexpected problems do not stop the program.
- When should I check the weather for King's Games?
- Check the forecast 5 to 7 days before the event, then check it again the evening before and on the morning itself. Keep the backup rain program ready before the first forecast check.
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.
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