Part 2 of a 4 part series that will walk you through each step of planning the best company picnic your group has every had! We make it easy…just follow these simple steps!
Step 5: PICK A LOCATION
If you have had your picnic at the same spot for more than two or three years in a row, consider moving. If you do decide to have it in the same location as before, consider moving it to a different spot on the event site. This will give your employees a refreshingly new feel to the annual event.
Try to find a location that can offer privacy. Many companies are now having the picnic on their own grounds, either in a grassy area or on the parking lot. However, if you do decide to have it off site, you should attempt to find a location that can be reserved. Who wants to police other groups and compete over ball fields and other facilities? Make sure that you have enough room for your group. It’s a picnic, so people will want to move around and kids will want to explore and run all over.
If you are having the picnic during a particularly hot month then finding a location with shade trees or large pavilions is ideal. You should also think about room for tents if you don’t have sufficient room in the pavilions in case it happens to rain. Canceling a picnic several hours before it starts is bad for morale, especially if your guests have cancelled piano lessons and other family plans to attend.
Make sure to plan ahead. Most public parks require a permit, which start at about $20. The permit will ensure the spot you have in mind is reserved for you along with picnic tables, fire pits or grills, and the like. MAKE SURE TO CONSIDER PARKING. You will want to have enough space for all of your guests’ cars and that space should be within a short walking distance. If this is not possible, you may want to consider a shuttle to help transport people to and from the event site.
Some companies choose to have their picnic at an amusement park. These events can be fun, but lose the group feel. It is hard to get everyone together with the large space and all of the activities. Having a smaller site with all of your guests in ear range of the DJ or bull horn creates the unity that these events are planned for in the first place.
We suggest that your entire picnic committee goes to see the event site. This will help establish in everyone’s mind a feel for the site and what activities would work with the space. This will also give everyone a chance to help come up with ideas to make the event an exciting one.
Step 6: LAYING THE GROUNDWORK
Get the committee together and decide the times of the event. Most picnics last between 3 and 4 hours. If you have people working who have to come in shifts, then make sure you allow the event to be long enough to accommodate these people.
Next, decide on any themes you may wish to have. Many people do not take the time to do this, but it can be a lot of fun. Some popular themes are Western Mardi Gras, Circus Big Top, Country Fair, Safari, Luau, etc.
You will want to decide on food. Your picnic can be catered, potluck or have your boss cook hotdogs and burgers on the grill. Remember, your budget will dictate what you can and can’t do. If you choose an entertainment company that provides turn-key event planning then they should have you covered on catering, if you chose.