The Ultimate Checklist for Planning a Company Picnic
Planning a company picnic can feel overwhelming — but with the right checklist, it becomes a fun and rewarding experience that everyone will enjoy. Whether you’re hosting a small team event or a large corporate picnic, having a clear plan will ensure a memorable day for all. At Forest Lodge Catering, we specialize in creating unforgettable company picnics on our beautiful 40-acre property, complete with delicious menus and exciting customized activities. Here’s the ultimate checklist to help you plan the perfect company picnic.
1. Set Your Company Picnic Goals
Before diving into details, define the purpose of your company picnic. Is it employee appreciation, team building, or a family-friendly day of fun? Knowing your goals helps you tailor the activities, food, and atmosphere.
2. Create a Budget
Set a clear budget early in the process. Include venue rental, food and beverages, entertainment, decorations, transportation, and contingency funds. Luckily, Forest Lodge is a one stop shop to help relieve the stress of planning all these little details.
3. Pick the Perfect Date
Spring and summer are popular for company picnics, but dates fill up fast. Book early and consider a rain date.
4. Plan Your Guest List
Will it be employees only, or are families invited? Understanding your guest count helps with food planning, seating, and activities.
5. Choose the Right Venue
The venue sets the tone for your company picnic. Look for large, outdoor spaces with amenities like picnic shelters, bathrooms, and activity areas. Forest Lodge Catering’s 40-acre estate offers all this and more, making it an ideal location.
6. Select a Theme
A theme can make your company picnic more memorable and fun. Popular themes include carnival, luau, sports day, or country fair. Themed decor, games, and food add to the excitement.
7. Organize Food and Beverages
Great food is at the heart of every company picnic. Choose crowd-pleasing menus with options for various dietary preferences. Forest Lodge Catering offers customizable picnic menus from BBQ classics to gourmet stations.
8. Plan Activities and Entertainment
Engaging activities are key to a successful company picnic. Consider including:
- Team-building activities (Here are 30 ideas to check out)
- Classic team sports (like volleyball, soccer, softball, & more)
- Inflatables and bounce houses
- Face painting and balloon artists
- Lawn games and sports tournaments
- Live music or DJs
9. Prepare a Detailed Event Timeline
Develop a timeline for the picnic day, including arrival times, food service schedules, entertainment times, and cleanup.
10. Arrange Seating and Shade
Ensure there’s plenty of comfortable seating and shaded areas so guests can relax between activities.
11. Handle Logistics
Coordinate transportation, parking, and signage so guests arrive without confusion. Don’t forget essentials like trash stations, first-aid kits, and portable restrooms if needed.
12. Organize Volunteer or Staff Roles
Assign team members or volunteers specific tasks such as greeting guests, managing activities, or overseeing food stations.
13. Provide Takeaways or Goodie Bags
Send guests home with memorable keepsakes like branded water bottles, snacks, or picnic-themed gifts.
14. Communicate with Guests
Send invitations well in advance and include details like the date, location, parking information, and what to bring. Follow up with reminders as the event approaches.
15. Have a Weather Plan
Always prepare for unexpected weather. Forest Lodge Catering offers pavilions and tented spaces to keep the fun going, rain or shine.
16. Capture the Moments
Hire a photographer or set up a photo booth to document the fun. Photos from your company picnic can be used for future promotions and employee newsletters.
17. Gather Feedback
After the event, ask for feedback. This helps you improve future company picnics and shows employees you value their opinions.
Ready to Plan Your Company Picnic?
Forest Lodge makes company picnics effortless by handling almost all the details listed above in this checklist. With customizable menus, exciting activities, and a beautiful 40-acre venue, we’ll help you host a day your team will never forget. Contact us today to start planning your company picnic!