PICNIC PLANNING TIPS
FIND A LOCATION - Choosing your location may be the most crucial step. While many picnics take place under a tent in the company’s parking lot, offsite venues can make people feel more relaxed. First, determine what type of picnic you are looking for. Do you want a private setting or an oversized facility hosting several groups at one time? At Theme Parks or large-scale picnic facilities many groups will share the same space so your employees will not be able to socialize and they will eat the same menu at the same time as the others. Private picnic facilities allow everyone to interact, socialize and build team spirit and will likely have higher quality food with more choices. Instead of just providing a free day off for your staff, don’t miss this opportunity to increase team sprit and build employee morale! Try to select a place that "takes you away". A place close enough to the city but able to give the feeling you’ve momentarily escaped to a peaceful, fun and relaxing family oasis. Look for a location that is near natural resources such as a lake, park, hiking trails or other attractions such as shopping or historical exhibits. This type of setting allows the highest probability for all to be pleased, and privacy is epically important for family related events.

SELECT A DATE - Company picnics are usually held in June through early October. First, find the dates that do not work for YOU, and then check with the "higher ups.” Now you can narrow it down to those dates that work best for everyone. You may also want to consider your company’s workflow. Thursday-Saturdays will book up first, so reserving a date earlier than later is highly recommended. Demand for some venues is at a premium during peak periods.

BUDGET - The most difficult, but sometimes most important part of planning a successful event. What portion of the event is the Company going to pay for? All of it, part of it, or none of it? Will the employees be responsible for a portion? When dealing with caterers, make sure to account for gratuity, user fees and taxes. When bringing in an outside caterer to your property, make sure to account for delivery, set-up, tables, chairs and wait staff/cooks fees. Do not forget about prizes and or trophies for the games.

REPUTATION - Great tasting food made from the highest quality ingredients and plenty of it is a must for every successful picnic! Choosing a park with a great reputation for delicious food that is made fresh onsite is sure to be a hit with the troops. Be sure to choose a menu that has a wide variety of options; people like to have choices. Choose the appropriate food for the appropriate space meaning ~ if seating is a premium due to the size of your group look at more finger foods that can be eaten if not everyone is sitting, If this a family event make sure there are kid friendly options. Select food items that will help embellish the theme of your event, And always make sure there are vegetarian options.

ENTERTAINMENT & ACTIVITIES - Entertainment and activities are a great way to increase team spirit and build employee morale. Your location may offer things like volleyball, hiking, boating, horseshoes, bocce ball, croquet, etc. For the kids, consider inflatables (I.E. bounce houses, joust and obstacle courses), carnival games, face painters and clowns to keep them entertained so mom and dad can relax. Another way to generate more interest in your event is to incorporate a theme such as Western, Polynesian, Beach Bums, Circus/Carnival, and Old-Fashioned County Fair. You can then gear entertainment, the food, and certainly the decor, around that theme. Encourage guests to dress up to add more fun and color to the day. Look for places that offer the broadest selection of activities such as boat cruises, trolley rides or biking trails.

SCHEDULE/AGENDA - Create a schedule of activities to distribute to your employees prior to the event and then post your schedule the day of the event. Include start and end times, meal service, and other special activities. The object is to show that the day is organized, filled with fun & excitement but not too rigid or structured. Try to create the excitement for your picnic even before the event starts such as have a contest for the most creative team name or trophy.

INVITATIONS/ATTENDANCE - Announce the date and location as soon as it is established. Place notices in paychecks, posters in lunchrooms, email employees and mention it at meetings. Evite.com is also a great free service for inviting and tracking your guests. To ensure fewer no shows, you may want to charge $5 to $10 per ticket. The money can either be returned to the employees that do show up or it can be used to purchase door prizes. Cash gifts and give-a-ways are also a good way to increase attendance and create excitement.

SIMPLICITY - The day of the event should be just as enjoyable and relaxing for you as the rest of the employees. Choose a facility with a friendly, experienced and accommodating staff that will take care of all the event details.

OH YES, There’s one more extremely helpful tip ...
CALL Special Events Midwest

&

WE`LL TAKE CARE OF EVERYTHING!