Tips for planning your company picnic

  1. Commit that there will be a company picnic for your employees this summer or fall.
  2. Set your budget for the picnic event and determine where the funding comes from.
  3. Decide who you will invite; employees only, employees plus significant other, employees plus family, etc.
  4. Reserve your location; LOCATION IS EVERYTHING! The more flex you have on your date, the longer you can wait to reserve your location. If you want a Saturday in the summer, set your date EARLY. We suggest the orchard! If going to a local park, find out how early you need to be there to hold your spot. Also, if you choose a local park, arrange a rental for tents, tables, chairs, table umbrellas, etc. If your group plans to use the shelter at a local park, be sure that you have someone committed to arriving early and that the shelter is clean.
  5. Set a date for your picnic. Send out a Save the Date email or note.
  6. Discuss and decide on the menu for your event. Remember there may be vegetarians in your group. Are you going to set up a committee to do the cooking? At Wiard’s, we do the setup, the cooking, and the clean-up for you so your employees can enjoy the day.
  7. If someone in the group is going to cook, make arrangements for grills, holding pans, utensils, fuel, grill or charcoal lighters, spices, and other items needed.
  8. If you are going to use a committee, choose the committee members. Will the committee be volunteers or designated by position?
  9. Choose a professional coordinator/planner for your event. Take the loads off your desk and put them on mine! Call Wiard’s Orchards picnic professionals at 734-482-7798
  10. Now is the time to write out your basic plan for entertainment: band, DJ, inflates, sports, games, etc.
  11. If you have sports, do you want TEAM sports? If yes, begin to set up the teams. At Wiard’s, we offer softball, volleyball, horseshoes, and basketball for your group, with all equipment except ball gloves included.
  12. Does your group want any contests at the picnic event? Pie eating, dessert raffle, card games, cornhole, ladderball, other yard games, or even hot dog eating contest? We have seen them all create a lot of enthusiasm.
  13. If your group decides on having a contest, order any awards/prizes that your need about 2-3 months out. Think of items that almost anyone will enjoy, and add your company logo to some of them.
  14. If Fundraisers are big in your company, the Dunk Tank might be a hit with your group. Pie in the face, the person who makes the largest donation gets to put a pie in the face of the person of their choice. Prearrange a list of willing volunteers for the winner to select a name from.
  15. Discuss and decide on the beverages for your event at least one month out. Does your company allow adult beverages? Alcohol can be a draw for your employees, but alcohol also adds risks. Does your caterer provide soft drinks? Is there an additional charge for beverages? What beverages are included in the catering price?
  16. One month out, send out invitations and begin your information campaign. Get the word out in every way possible. Put the flyer on bulletin boards in the lunchroom, offices, etc. Send the date out in emails with details showing food and entertainment. Create a full information flyer to go in with the paychecks. Paychecks go home; home is a great place for employees to have a flyer.
  17. One month out sign up a volunteer to take photographs at the event.
  18. If your budget allows, have a photographer come to the event and do family photos. Your employees will appreciate a free family photo!
  19. One week before the picnic, send out reminders.

Questions or ready to book?

Reach out at 734-482-7798 or We are happy to help.
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