Planning your organization’s company picnic is a big task, even for a seasoned pro. Keeping a list of to-dos will help you stay on track and make sure you knock it out of the park. So, we’ve prepared a handy checklist you can print and check off as you go!
Things to do ASAP
- Choose your picnic theme (cookout, baseball game, luau, pool party, etc.)
- Finalize the date and time
- Book a venue if you’re hosting it offsite
- Decide if employees are allowed to bring guests
- Decide how you’ll spread the word (email, paper invites, etc.) and send them out
- Finalize your budget
- Begin planning decorations
Four Weeks Before
- Collect all RSVPs and finalize guest list
- Put together a timeline / agenda
- Create the menu or work with a caterer
- Create the drink menu (alcoholic, nonalcoholic, etc.)
- Decide on employee swag and order it
Here are a few of our favorite company picnic gift ideas:
Three Weeks Before
- Put together your shopping list
- Decide how food will be set up / served (Do you need to provide tablecloths, napkins, silverware, or serving pieces? Plan for those!)
- Decide on décor (flowers, balloons, linens, etc. Be sure to align with your theme!)
- Gather the necessary tables and chairs
Two Weeks Before
- Plan your picnic activity and shop for necessary supplies or prizes
- Create a hashtag so you can capture all event photos
- Prepare seating chart (if you plan to have one)
- Confirm with vendors
- Check sound equipment and other equipment to ensure it functions properly
Week Of Company Picnic
- Make sure you have all vendor contact numbers
- Shop for the items on your shopping list and pick up any last-minute décor
- Pick up rental items
- Begin setup (if you have access to the venue)
Day Of Company Picnic
- Finalize setup of décor, food, etc.
- Enjoy!
And there you have it . . . the ticket to a wonderful company picnic. Hope it’s fun!
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