How to Plan a Company Picnic

Spring is finally here and it is the perfect time of the year for company picnics and corporate BBQ’s. Have you started to plan your company picnic? It can seem overwhelming if it is your first time planning one, but rest assured we can give you some helpful pointers!

1.) 4 months in advance: Figure Out a Budget It doesn’t matter if you are working with a budget in the hundreds or the thousands, you will still be able to plan a fun, staff get-together. You just need to figure out what funds are available so you know how much you can allot to each area.

2.) 4-3 months in advance: Pick a Date and Venue Try to pick a date that will work for the majority of your staff. Saturdays and Sundays are always good options, but try to avoid holidays and special days where your staff may already have plans, ex. Canada Day and Fathers Day. A good time for a picnic is in between 10 AM – 4 PM which will leave enough time to eat, mingle and enjoy the entertainment. Keep in mind that there are free and inexpensive venues available (office parking lot, public park or backyard). Since some entertainment cannot be operated in the rain, try to plan a back up location incase it decides to drizzle.

3.) 3 months in advance: Plan a Guest List For most company picnics, the staff and their immediate family is invited. This means that you will need to think about food and entertainment that the kids will also enjoy. For staff BBQ’s usually just the staff is invited, which means you will be able to plan a more adult oriented event.

4.) 3-2 months in advance: Plan the Entertainment We may be a bit biased, but this is the most important part! Planning the entertainment needs to be done as soon as possible, as spring and summer are a busy time for rental companies. Are there young children attending the event? Try a Bouncy Castle, Face Painter, Carnival Games and Horsey Hops. How about teenagers? Plan for a Bungee Run, Velcro Obstacle Course, Airbrush Tattoos and Sumo Wrestling. What about the adults? Try the Mechanical Bull, Bouncy Boxing, Volleyball and Fastball Pitch. The possibilities are endless!

5.) 2-1 month(s) in advance: Get The Word Out Send an official invite in the mail to your staff so they can pencil in the event. Advertise the fun games and entertainment that will be at the picnic around the work place to get everyone excited.

6.) 3-1 days(s) in advance: Buy Food, Drinks and Supplies Hot dogs, hamburgers, chips, veggie & fruit platters, salad, veggie dogs, veggie burgers, potato salad, corn on the cob are all popular food choices for these types of events. A Cotton Candy Machine, Popcorn Machine and Slush Machine are also great snack ideas. If you have the budget, you may want to hire a catering company so there is one less thing to think about.

7.) Day of the event: Enjoy the Picnic Everything is in place and ready to go. Congratulations, you have just planned an excellent company picnic!