King's Games checklist and planning guide

A King's Games day needs more than a list of sports. You need a clear programme, balanced teams, enough game hosts and a site that can handle registration, movement and scoring. Start with the date and location, then work through registrations, teams, equipment, food and access. The final checks matter most: weather cover, first aid, signs, coolers and the people who need keys or instructions before the first round starts.

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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
Create the program and game rounds
3 people
Inventory participant numbers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Collect emergency contact details
2 people
Assemble teams
3 people
Assign game hosts
2 people
Inform volunteers
2 people
Make reservations
2 people
Check the weather forecast
Prepare the backup rain program
3 people
Check the shopping list
2 people
Do the shopping
3 people
Gather sports equipment
3 people
Check prizes and medals
2 people
Print team assignments
2 people
Make route and site signs
2 people
Check first aid supplies
2 people
Fill coolers
2 people
Set out fruit and snacks
3 people
Compile the music playlist
Arrange keys and access
Inspect the site
3 people
Set up tents
6 people
Set up tables and chairs
6 people
Mark the start and finish lines
3 people
Set up sports fields
6 people
Prepare game materials by mail
8 people
Set up the catering table
3 people
Chill drinks
3 people
Test music and microphone
2 people
Set up registration desk
2 people
Set up first aid table
2 people
Mark break and dining areas
3 people
Brief game hosts
4 people

Event

Open registration
4 people
Welcome participants
4 people
Handle the opening
3 people
Guide teams to the start post
8 people
Assist the relay
4 people
Lead tug-of-war
4 people
Guide the obstacle course
5 people
Supervise sack race
3 people
Lead ball games
5 people
Supervise water transport
4 people
Provide music
2 people
Refill drinks
3 people
Serve fruit and snacks
4 people
Empty trash bins
2 people
Check water supply
2 people
Collect scores
3 people
Prepare awards ceremony
3 people
Handle prize ceremony
4 people
Serve dinner
6 people
Serve drinks at dinner
3 people
Provide music during dinner
2 people
Supervise free-play activities
5 people
Announce the final round
2 people
See participants off
4 people

Aftercare

Collect game materials
6 people
Take down tables and chairs
6 people
Take down tents
6 people
Wash dishes
4 people
Clean up catering
4 people
Sort and remove waste
3 people
Clean the grounds
5 people
Clean the restrooms
2 people
Switch off equipment
2 people
Return borrowed materials
3 people
Store leftover stock
2 people
Register lost and found items
Inform participants about items
Collect invoices and receipts
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 80
Beer tablesqty 8
Bar stoolsqty 6
Registration desk
Waste binsqty 10
Coat racksqty 2

Sports equipment

Footballsqty 12
Basketballsqty 8
Handballsqty 10
Tennis ballsqty 30
Conesqty 60
Hoopsqty 20
Relay batonsqty 12
Skipping ropesqty 15
Sacks for sack raceqty 15
Tug of war ropeqty 2
Obstacle blocksqty 12
Gym matsqty 10
Buckets of waterqty 12
Sponge ballsqty 30
Frisbeesqty 10
Badminton setsqty 6
Jump ropesqty 4
Stopwatchesqty 8
Whistlesqty 12
Scoreboardsqty 8
Measuring tapesqty 4
Starter pistol
Finish ribbonsqty 2

Equipment

Speakersqty 2
Microphone
Mixer
Extension cordsqty 6
Power stripsqty 4
Coolersqty 6
Kettlesqty 3
Coffee machinesqty 2
Thermos flasksqty 6

Tableware

Reusable cupsqty 250
Platesqty 180
Bowlsqty 100
Knivesqty 180
Forksqty 180
Spoonsqty 120
Serving spoonsqty 12
Small bowlsqty 20
Serving traysqty 12

Decorations

Dutch flagsqty 12
Orange pennantsqty 10
Orange tableclothsqty 12
Balloonsqty 200
Balloon pumpqty 2
Tapeqty 8
Ropeqty 4
Directional signsqty 12
Bib numbersqty 180
Medalsqty 180
Trophiesqty 12

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Bread basketsqty 8
Serving utensilsqty 16
Aluminum traysqty 12
Food containersqty 12
Kitchen scalesqty 2
First aid kitsqty 2
Ice spoonsqty 4
Herb traysqty 8
Teapotsqty 3

Cleaning

Cleaning glovesqty 8
Bucketsqty 6
Mopsqty 4
Broom setsqty 4
Dustpan and brushqty 4
Microfiber clothsqty 20
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 6
Toilet brushesqty 4
Crates for waste separationqty 8

Catering

Groceries

Tips

Set the programme before assigning teams. Allow time for registration, moving between stations and at least 10 minutes to explain the first round, or the schedule will slip immediately.
Close registrations before you make teams and print assignments. Use the final participant count to check game capacity, dietary requirements and the number of volunteers needed at each station.
Give every game host a written station plan and a stopwatch or whistle at least one day ahead. Hosts should know the scoring method, start signal and what happens when a team is late.
Check the weather forecast 48 hours before the event, then make the rain decision early enough to notify participants. Party tents, covered tables and a backup programme are difficult to arrange on the morning itself.
Inspect the site before setup and walk the route as a participant would. Put up signs at turns, keep first aid supplies easy to reach, and confirm keys, access and waste-bin locations before equipment is unloaded.

Frequently asked questions

How far in advance should I plan a King's Games event?: Start at least 4 weeks ahead for invitations, registrations, reservations and volunteer planning. Finish the team list, programme and equipment check 2 to 3 days before the event.
How many games should be included in a King's Games programme?: Plan 6 to 8 short rounds for a half-day event, with about 10 to 15 minutes per round plus transitions. Add a 20-minute break if the programme runs longer than 3 hours.
When should I decide whether King's Games will move indoors?: Check the forecast 48 hours before the event and make the final call by the previous evening. Tell participants immediately so they know where to go and which programme applies.
When should I prepare food and drinks for King's Games?: Confirm dietary requirements when registrations close, shop 1 to 2 days beforehand and fill the coolers on the event morning. Put fruit and snacks out before the first game so people do not have to wait for the main break.

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.