Picnics are often some of the most special company events on the calendar. If you’re tasked with putting together a memorable and fun company picnic this season, you’re in luck.
We’ve put together an easy 5-step guide to throwing a successful company picnic that will leave people excited for the next one.
In this article, we’ll cover ways to help make your company picnic a good time:
Find the right time
Plan engaging activities
Use a centerpiece
Decide on the menu
Determine logistics
Want To Tour a Private Outdoor Picnic Area? Contact Modern Moments.
Our private indoor/outdoor venue in the heart of East Valley comes with a kitchen and bathrooms. We’ll help you plan entertainment, organize vendors, and decorate the outdoor space. Book your company picnic with us today!
01. Find The Right Time
Schedule your company picnic on a Friday or Saturday.
When planning a company picnic, the first thing to consider is finding the ideal time to host it. You’ll want to consider the weather, your employees’ workloads, and how busy people’s personal lives might be around the time of the event. For example, in Arizona, March and April are good months to throw a picnic because there are no major holidays and the weather is mild and typically beautiful.
You’ll also want to decide whether you want the company picnic during work hours, after work hours, or on the weekend. While a company picnic during work hours will drive up attendance, you’ll need to work around people’s workloads. If you choose to throw it during work hours, Friday afternoons are an excellent day and time for a company picnic.
To increase attendance and build up excitement for your event, we recommend sending out placeholder calendar invites at least a month before the picnic and sending out reminders leading up to it.
02. Plan Engaging Activities
What activities do you want at the company picnic?
What do you want the company picnic to look like? Do you want family and friends to be invited? Or would you prefer a staff-only picnic intended for team building? No matter who is on your guest list, you’ll want to plan a variety of games, activities, and entertainment to keep your guests entertained.
Also, it’s a good idea to incorporate a mix of activities that target different interests so every employee or guest feels included throughout the day. For example, you could book a live band for those who prefer listening to music rather than participating in a company volleyball tournament. Or, you could organize a card game tournament along with a tug of war for those looking to participate in something a little more physical.
If you’re having trouble deciding on activities, build around a theme to help generate ideas. Maybe your theme is a beach day picnic. You could incorporate tropical decorations, beach-themed drinks, a sand volleyball court, and a grill-inspired menu.
03. Use a Centerpiece
Decide what centerpiece you want on company-branded t-shirts for the picnic.
Once you decide on your picnic’s activities, choose an activity to be the centerpiece.
By selecting one attraction or activity to be your centerpiece, you’ll have something memorable to use to promote your picnic. You can also use this centerpiece on any branded attire or swag you’ll be giving out.
For example, if you’re booking a well-known local band to play, you could design a t-shirt with a guitar graphic alongside the date of the picnic.
Or, you could use an activity for some good ol’ interdepartmental competition, with the winner being crowned “Picnic Champion” or receiving a free lunch later on in the month. Friendly competition can incentivize employees to go to a company picnic and help people get to know their coworkers.
04. Decide on the Menu
Picnic food can turn into a friendly competition.
Picnics are very much a food-driven event. While you’re planning your picnic, survey your team for any food allergies and preferences to get you started.
For the menu, you could go potluck style, cook food at the event, hire a vendor, or do it all!
Going potluck style? Make sure everybody is aware of who is bringing what, so you don’t end up with all hot dog buns and no hot dogs.
Cooking food during the picnic? Make sure the venue can accommodate a grill, BBQ, or any other supplies you’ll need to get food on the table.
You’ll want to decide whether or not you will have alcohol at the event. If you’re allowing alcohol, it’s a good idea to incorporate a drink ticket system that caps employees at a certain number of alcoholic beverages. You could do a Costco run for alcohol, bring a keg or two, and even hire a bartender to mix drinks. Always check with your venue to ensure they allow alcohol.
05. Determine Logistics
Choosing a picnic venue can be a crucial decision.
Now that you have a plan for what you want the company picnic to look like, it’s time to start booking venues, vendors, and transportation. Depending on your timeline, you may have to shuffle things around. That’s why it’s important to look for and secure a venue and vendors as soon as possible.
Things to keep in mind:
The venue should have enough space for your entire team and access to a kitchen, bathrooms, or grill if you need them.
You’ll want to make sure you’ve booked vendors for food, beverages, t-shirt designs, entertainment, decorations, etc. as needed. See what equipment (e.g., tables, chairs, tents, portable bathrooms, etc.) you will need and whether the venue supplies them or if you’ll need to rent.
For transportation, ensure that your staff knows the exact location of the picnic. If there will be drinking, set up a company rideshare account so your team can consume alcohol safely and responsibly.
Ready to Tour a Venue for Your Company Picnic?
If you’re in the East Valley, Modern Moments is a hidden gem right in your backyard. Our Outer SPACE has all the amenities you need for a company picnic without an outrageous price tag. We have ½ acre of private outdoor space that can hold up to 300 people to enjoy the festivities.
You’ll have access to an attached kitchen with refreshments and bathrooms. We'll supply any tables, a tented area, and chairs without an additional charge. You'll also be able to rent a projector screen, yard games, and a fire pit if desired.
Our event coordinators will help you plan activities and entertainment, organize vendors, and decorate the facility to your exact specifications. Stop by, say hi, and we’ll help you throw an effortless and fun company picnic for your team.