STEP 1: GET ORGANIZED
You will need a notebook that is divided into sections for Budget and Location, Raffle Items (Party Favors), Food & Beverage & Food, Invitations, Activities, Games & Entertainment, and Food & Beverage. This notebook can be used for even the most miniature picnic. It will help you organize all your information and make it easier.
Gather your picnic committee and decide who will take care of what. It is essential to have members who can communicate well and work well together. A committee chair, who will be responsible for making all the final decisions that are needed, is also essential.
STEP 2: Review Your Calendar
The event should be held over a weekend, as your employees’ families will be attending. You should ensure that the date chosen is not a religious holiday. Also, unless you don’t want to encourage a rebellion, the event shouldn’t be held on a long weekend or while half the staff is on vacation.
STEP 3: Calculate an approximate headcount
Find out who will be attending your company picnic. Then, try to estimate the number of people who will listen. We have found that approximately 80% of the invited people will attend. However, this is not an exact science. Add 2.5 to take into account spouses and children. This should give you an estimate that makes sense.
STEP 4: Establish a Budget
Your company will limit the amount you can spend on your event. Your budget will guide your decisions. Remember to include Food, Drink, Entertainment and Prizes. Corporate Picnics & Events offers an all-inclusive turn-key event service. You can simply call us and give us a budget and a headcount, and we’ll do the rest. We can arrange the location, cater, create flyers for your office, take photos, and do many other tasks. You can focus on other things while we take care of the stress.
STEP 5: Choose a location
Consider moving your company picnic if it has been held at the exact location for more than two or three years. It is not necessary to move it back to the same spot as it was before. This will give the annual event a fresh look that will inspire employees.
You should find somewhere that offers privacy. Many companies have their picnics on their grounds. If you decide to hold it off-site, make sure to reserve a spot. It is not fun to be a policeman and have to compete with other groups for ball fields or other facilities. You need to ensure that you have enough space for your group. People will be happy to move about, and children will love to run and explore.
You should consider a location with shade trees or pavilions if you plan to have a picnic during a hot month. Also, think about whether there is enough space for tents. Plan ahead. Permits are required for most public parks. They cost around $20.00. A receipt will guarantee that the designated spot is reserved, along with any picnic tables, firepits, or grills. Parking is an important consideration. Parking is an important consideration. You need to be able to park all your guests’ cars within a short distance. You may consider renting a shuttle bus to transport guests to the event.
Many companies choose to have their picnic in an amusement park. Even though they can be enjoyable, these events may lose the group spirit and not foster the cohesion that a company picnic should. With all the activities and large spaces, it is challenging to bring everyone together. A smaller venue where everyone is within earshot of the DJ and bull horn can create the unity these events need.
Your entire picnic committee should visit the event site. This will give everyone a sense of the place and help them plan what activities they would like to do there. This will allow everyone to brainstorm ideas for making the event memorable.
STEP 6: Putting the foundation in place
The committee should meet to decide on the time and location of the event. Picnics typically last between 3-4 hours. You should consider having employees who work in shifts at your event.
Next, choose any themes that you would like to use. Although an article isn’t necessary, it can add a unique flavor to your event. Mardis Gras is a popular theme. It is essential to choose the right food for your article. You can have a picnic catered or a potluck. You will need to consider your budget when deciding what you can do and cannot. You should choose an entertainment company that can provide turn-key event management, such as Corporate Picnics & Events. They will also be able to cater if you wish.
STEP 7: Entertainment and Activities
This is a picnic so everyone should have something to entertain them. This is what Corporate Picnics & Events do best. There are many packages available that provide entertainment for everyone, including family and individual interaction.
All the way to high school, inflatables are a big hit with kids. Many adults also love to play on inflatables. Corporate Picnics & Events has the largest selection in Arizona of inflatables. With a wide range of inflatables, everyone will have a great time.
Carnival booths are also great. There are many games to suit all ages. Similar to the fair. The cost of renting a carnival booth is often covered by prizes. This gives your guests the opportunity to take home a souvenir. You can include other outdoor games such as frisbee, golf, and volleyball in your picnic.
Old-fashioned bingo is the best option for those who don’t want to play more physical games. There are two options: a basic set-up or a more elaborate one that includes a professional ball hopper. This game is exciting because prizes are the best part of it. Make sure you pick great prizes.
Live entertainment adds an extra dimension to your event. You could have faced painters, magicians, or stilt-walkers. A DJ or live band is also an option. These can be used to fill in between events planned at the picnic.
The classic family games package is another popular choice. This package includes classic picnic games like egg tossing, water balloon toss, and a three-legged race. This package often includes ribbons and medals.
STEP 8: Start an Information Campaign
You should start promoting the picnic at least one month before the event. You have many options to get the word out about the event. Corporate Picnics & Events will send you a complimentary event promo kit when you book. The promotional kit includes full-color 11×17 customizable posters that have all the information about the picnic, including photos of the games and other activities. A smaller size slick is also available for use in the office.
Make sure you let everyone know what prizes will be given away at the picnic. There are many options for giving away prizes. There are many ways to give the prizes away. You could have a raffle or even a section that allows employees to play casino-style games and then bid on the prizes at the end. Many corporate events offer prizes and gifts to employees as a way of rewarding them. They are also a great way to show appreciation and boost morale. It’s not enough to have cash rewards or nice prizes. You must also announce what the winners will be.
Many companies are concerned about poor attendance when they spend a lot of money on a significant event. Although this concern is understandable, it can also be a cause for concern. We have found that employees are less likely to know what to expect, what activities they will engage in, and what prizes they will receive. An event that focuses more on family and group fun than individual activities is likely to attract employees. The office can host pre-event activities that will encourage interest in the picnic. Employees can win raffle tickets or win additional prizes. They must attend the event in order to win. Make sure that the event is centrally located so everyone can access it easily.
STEP 9: The Big Day
Get some sleep before you get stressed out. Corporate Picnics & Events, a turn-key inclusive event company, takes a lot out of stress by providing all the necessary services to make your picnic a success. They also keep in touch with their customers/salespeople in the weeks leading to the event. The contract should include a map of the event’s layout, activities, and courtesy calls. These added benefits have been proven to reduce stress for the event committee and the employees responsible for planning it.