Category Archives: company picnic planning

Planning a Company Picnic: A Checklist to a Successful Event

entertainers for company picnicA company picnic can be an afternoon with the family enjoying great food and entertainment. An evening out with your significant other that makes your efforts at work feel appreciated. An afternoon off of work celebrating a year of reaching vital milestones. Your company picnic can be any of the above if you check off the boxes on your company picnic planning checklist.

Goal

An event without a goal is an event without direction. Your company picnic goal dictates many decisions: activities, entertainment, favors, etc. For example, if team building is the event goal, choose entertainment and activities that align with the goal. Before you start choosing the venue or décor, or start planning the menu, choose a goal as a foundation for your company picnic planning.

Guest List

A guest list gives you more than a number; it also gives a general demographic that steers event choices. Frankly, it’s a list with a lot of clout in the process. The number and demographic of guests plays a large role in choosing the venue and entertainment, and setting the menu. For a company picnic planned for employees and their families, choose a family-friendly venue that can fit all the guests and schedule activities for adults and kids.

Budget

Event planning is not a sprint, it’s a marathon. Plan a budget that can get you to the finish line; allocate accordingly for large-budget items, such as the venue and food, and make sure there is enough included for big impact items, such as entertainment and favors.

Venue

If you have a choice of venue, use your goal and demographic to select a venue that draws a crowd. Choose a venue in a location that is convenient for your guests and fits the desired atmosphere of the company picnic. For a company picnic with a country fair theme, search for a venue with enough space for the right entertainers (contact us for quality, reliable themed entertainers for your picnic). If there are any specific event needs (i.e. handicap accessibility, staffing, A/V, kitchen), add those factors to the company picnic venue checklist.

Entertainment

vintage entertainer serving foodOnce you have all the major details confirmed (the who and where), now it’s time to book the main stage entertainment OR the entertainers that make the atmosphere. To find the right, reliable entertainers that fit with your company picnic atmosphere, contact a professional who can recommend and coordinate the right professionals perfect for an enjoyable event.

Food

The right menu can reinforce a company picnic atmosphere. In the case of a country fair theme, food stations with cotton candy, popcorn, and other treats can be a big hit with picnic guests. Add entertainers who can serve the right company picnic menu and you’ve got a dynamic event atmosphere that guests’ll remember well after the end of the company picnic.

5 Company Picnic Planning Mistakes to Avoid

picture of family enjoying company picnicThere are a lot of details to sort through when planning a company picnic; a serious misstep in any area can jeopardize all the corporate event goals you’re trying to achieve. To avoid another mediocre company picnic, avoid these major mistakes when planning your company picnic.

Ignoring “location, location, location” event planning rule

Your company picnic venue is one of the most important decisions you make during planning.  Take the old real estate rule to heart: “location, location, location.”  Consider these factors when choosing the right hall, park, arena, aquarium, or other space for your picnic festivities.  If the “normal” locations aren’t available, be creative—or consult someone with experience who can make original recommendations.

No back-up plan for an outdoor event

Midwestern weather is unpredictable.  NEVER plan an outdoor event—even with a clear forecast—without a plan B just in case of a pop up shower, intense heat, or a surprise storm.  The comfort of your guests and the success of your event is at stake.  Arrange for a back-up tent, alternate location for food, and other options for all contingencies.

Not providing entertainment for ALL your guests

Even if your primary audience is adults, never forget to include your youngest guests in your entertainment plans.  The parents in the crowd are going to thank you too!  Think face painters, magicians, jugglers…we’ve listed a few suggestions for children’s entertainers here.  If you need an entertainer that fits your “out of the box” theme, contact an entertainment agent for a truly unique entertainment line-up that speaks to ALL of your guests.

Not having entertainment…at all

Don’t just leave the fun of your company picnic to chance.  While networking is an important part of any company picnic, keep your picnic moving and your guests entertained through the whole event.  The food, atmosphere, venue all play an important part in company picnic success…but the entertainment is what your guests’ll talk about for years to come.

Not having enough

Not having enough of anything during a company picnic…enough food, enough restrooms, enough room in the venue, enough…well you get the idea.  If you want to increase your chance of company picnic success, have an accurate guests list that you can use to work with your vendors to make sure you have all your bases sufficiently covered.  Contact an entertainment agent for enough entertainment.  A caterer for enough food.  A venue to find out if there is enough space.  An event planner to coordinate all the details of your company picnic.  You, and your guests, will be glad you did.