How to Arrange a Company Picnic

Want to feel like "Julie" from The Love Boat? Try arranging a company picnic and you may get a taste of the challenging task involved in coordinating activities for a large group of people.

Instructions

Difficulty: Moderate

Things You’ll Need:

• Poster Paints
• Day Planner Calendars
• Prizes
• Ice
• Paper Cups
• Paper Napkins
• Paper Plates
• Picnic Utensils
• Plastic Tablecloths
• Caterers
• Poster Boards
• Trash Bags
• Ice Chests
• Outdoor Games

1. Determine who will attend your company picnic and attempt to put together an approximate head count of those that will be involved. Answer questions like whether this function will be for all company employees or just a single department or section and whether spouses, children and guests will be invited.
2. Find out what kind of budget you have to work under. This will largely determine what your picnic options are going to be and whether you may need to collect an employee contribution to pull it all off.
3. Locate the perfect spot for your picnic. This means finding a location that will have something for everyone, like a nearby park, fairgrounds or amusement park.
4. Address the food issue. If you have the money, professionally catering the event is the way to go. If not, maybe the company can foot the bill for the main course while employees bring side dishes and desserts to share with the group.
5. Plan activities, like games, sports, raffles and contests. Taking a chance that everyone will talk and entertain themselves is way too risky a proposition.
6. Consider hiring some entertainment. A band may appeal to an all-adult crowd, while clowns, face painting and a bounce house may turn on a family audience.
7. Start an information campaign well in advance of the date to make certain everyone knows about the event and plans to attend. Talk it up in meetings, put an article in the company newsletter, post a flyer on the bulletin board, and attach a note to paychecks if possible.
8. Double check arrangements one week before the event, and take a final count of people you are expecting a couple of days before to make sure there are no surprises. This will allow you to make modifications to your reservations, hopefully, without additional cost to your company.

Tips & Warnings

• Start planning a couple of months before you want to hold your picnic. Prime locations will be taken fast, and you want to make sure you get your choice of location, caterer and entertainment.
• Ask employees their opinions on when to have the event, where to have it, and what kind of food and entertainment they would like. The more involved employees feel, the more likely they are to attend.
• Try a theme picnic. Center your event around a holiday like the Fourth of July or plan a trip to a farm with hayrides and a pumpkin patch in early October.

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