Planning a company picnic is a big, stressful task. Much of our clients’ stress, we have come to learn, has to do with the fear of forgetting or not planning for something.
To help reduce—or remove—that feeling, and thus relieve your picnic planning stress completely, we give you this company picnic planning checklist. Within each checklist item are additional aids and articles that will help you plan everything from the big stuff down to the tiniest of details.
The Big Stuff
Find the venue – Where do you want to host your picnic? At the local park? Or maybe at your company campus?
Pick your date – When is your venue available? Are you willing to host a Friday afternoon picnic, or is the weekend a better option?
Contact a caterer – No one wants to plan, cook and organize all that food by themselves. Don’t be afraid to hire a caterer and bring in a professional!
Choose a theme – Picking a great theme can liven up the party and increase guest attendance. How about a Carnival theme? Or maybe a Beach Bash or County Fair?
Decide on a menu – Picnic menus should math the theme. What fits best with your theme: pig roast or an all-American grill? Caribbean cookout or street tacos?
Choose your beverages – Find something that fits the theme, maybe beer and wine? Or why not add some frozen drinks. Don’t forget bottled water and soda. Its all up to you!
Pick your “fun” foods – Picnics are even more of a good time when you incorporate fun foods – think cotton candy, Sno Cones, Candy bars and ice cream. Anything to cool your guests off.
Hire an entertainer – Consider having DJs, emcees, bands, choirs, clowns or any roving entertainment.
Plan activities – These can include things like face painters, photo booths, dunk tanks, football toss and any other sports activities.
Host competitions – Choose between the classics, like relays, sand volleyball, softball, horseshoes, Bag toss, egg tosses and more.
Consider Balloon Decor & Decorations – Balloon decorations such as Balloon columns and balloon centerpieces can give you the most bang for your buck. They look great, and make a party standout. Balloon Arches are great for entrance ways as well.
Design the blueprint – The event planner must take into consideration your venue or event space, and guest count when coming up with the best location for the food tents, food service line, games, activities, inflatables or other equipment.
Things to Remember
Rent party equipment – Consider renting tables, chairs, tents, portable toilets and other party equipment. All of these can be handled through your full-service caterer.
Create a timeline – When do you want to serve the food? Work backward and forward from that window of time.
Invite guests and market the event – Make sure to be clear about who else is invited – family, spouses, friends, employees, bosses, etc.
Signs and banners – These will help with parking and directing employees and attendees to the right spaces. They will be especially useful for those having events in picnic groves or forest preserves.