Category Archives: planning company picnic

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.

6 Factors to Use When Choosing the Perfect Company Picnic Venue

aquarium event venue with tables, chairs, and centerpiecesThe success of your company picnic depends on more than the attractiveness of the invitation. Choosing the right company picnic venue impacts the attendance rate, event experience, and even the takeaway of your guests. Put simply, it’s important to select the perfect company picnic venue when you want positive results. That’s why we’ve compiled a list of factors to consider as you search for the right venue for your company picnic.

Event purpose

This may be the most common mistake made by amateur event planners, but professionals know that the goal of the event is the top factor in choosing the perfect company picnic list. Identifying the goal and guest demographic is one of the first steps in planning a company picnic, and choosing the right company picnic venue.

Location, location, location

Venue location is everything, especially to your guests. For maximum attendance, choose a company picnic venue that is convenient and in an ideal neighborhood for your guests. In an urban setting, select a location that is easily accessible to public transportation. For a more rural feel, choose a park that is in an ideal neighborhood.

Guest list

Event planning is a very guest-centric effort. Every event planner knows to focus on their guests’ comfort, especially when choosing the event venue. This is a Goldilocks task: the right venue is not too big and not too small. The right venue should be large enough to accommodate your expected attendance, but not so large that it feels like the picnic is not well-attended. With regards to budget, ask each venue about any minimums imposed by the venue to ensure that the final bill does not include charges for guests that did not attend.

Atmosphere

Atmosphere is what every event planner strives for, and every company picnic should deliver. The venue plays a large part in establishing atmosphere—another reason why the stakes are high to find the perfect company picnic venue. To find the perfect backdrop, have an idea of a company picnic theme (find picnic theme ideas here) before vetting event venues.

Budget

Before you select a company picnic venue, set a budget for the event. If budget numbers are minimal, maximize your budget dollars into picnic areas that make a big impact on your guests: food and entertainment. Request an invoice with a complete list of charges to ensure that there are no surprise costs when the company picnic is over—just the satisfaction of a well-attended and successful company picnic.

Event Needs

For a company picnic with multiple activities (i.e. kids’ crafts, concert space, etc.), look for a venue with multiple spaces and any options you need (i.e. audio visual, wi-fi, catering space, etc.). If you are not familiar with a city, such as our national clients who host a corporate event in Chicago, contact a local event planner that knows the area and can make recommendations for the perfect event venue (and any other company picnic details).