How to Plan an Office Picnic

A local state park can be a cheap and pretty venue to hold the picnic.

Office picnics are an effective way to help employees get to know one another and work on team building in the beauty of the outdoors. Planning an office picnic takes a little time and a few considerations, but it can yield a successful day with those you work with. Learning some steps and tips for office picnic planning can help make it an easy process.

Instructions

1. Discuss budget with your company's accounting department to determine how much you can spend planning and putting on the picnic. This will help you later when searching for locations, food options and entertainment.

2. Set a date that is convenient for employees and will most likely yield favorable weather. For example, you don't want to throw a picnic when you know it will be freezing outside or on a day close to a holiday. Set the date at least two months in advance to accommodate planning for both you and the rest of the staff.

3. Scout locations to hold the picnic. If you are working on a small budget, look at local state parks or even an employee's backyard. For a larger budget you have more range and can look at places like indoor or outdoor reception areas, sports facilities like mini put-put venues or private parks. Put down any required deposit at whatever location you decide for the date you've set for the picnic.

4. Write down a list of who will be attending. If your budget is small, stick with employees only, but if you can accommodate a larger group, you can include spouses and even children. Determine who will be attending and whether they have any specific requests pertaining to food; some employees may have food allergies or desire a vegetarian option.

5. Make invites to hand out at the next company meeting or put them in employees' mailboxes. You can also print out flyers to put up around the office to remind employees as the picnic nears.

6. Create a food list based on budget and guests' special needs. To save money you can do a potluck and have employees sign up to bring foods on the list. If you have a bigger budget, visit a few catering companies or restaurants to find one that offers the options you want.

7. Rent seating or purchase it as needed. Use the guest list to determine how many chairs and tables you will need, and add three or four extra chairs to have just in case. If it is a potluck or you are catering the event yourself, don't forget to get extra tables for food.

8. Purchase or rent gaming equipment as needed for any games you plan to play at the picnic. Popular games for team building are general sports like volleyball or softball, and most sporting good stores sell and rent out equipment for special events. If working on a budget, ask employees if they can contribute equipment they have at home.

9. Arrive at the location a couple of hours before the rest of the employees are to arrive. Set up any tables and chairs that are needed, along with any game setup like a volleyball net. Bring another employee or your spouse with you to help.

Tips & Warnings

• It may be helpful to construct a committee for planning the picnic; you can designate each person in charge of one aspect of the picnic such as guest list, food options and games.

• Always run over final plans for the picnic with your boss or executives to ensure it will conform with company guidelines and that no changes need to be made. Always keep receipts and document any monetary transactions made in relation to the picnic.

References

• Party Planner: Corporate Picnic Planner
• Picnic Recipes And Games: Company Picnic Ideas