If you are getting ready to plan a company picnic, you have a big job ahead of you, especially when the size of the company exceeds 50 people. Many times, companies will hire special event coordinators to do the work for them so that everything is perfect and all vendors show up on time and as scheduled. If you do plan on organizing a picnic for your company on your own, there are some tips that you should keep in the back of your mind to ensure the big day is a success.
1. First things first, you need to make sure that you have an estimated head count early on. This is because many times, wherever you plan to have the picnic will need to get permits and sometimes you are required to provide additional services such as restrooms, etc. when the attendance level is high.
It can be difficult to get a head count because sometimes people will sit on the fence for some time. The best way to handle this is to send out an e-invitation and allow your employees to choose whether they are going, are not going, or might go. Then, you can accurately estimate the going, maybe, and then the stragglers who show up on the day.
2. Next, you will need to work out whether or not you need to have any permits or any required items such as portable toilets, electricity, and more. You should check out a number of parks nearby and choose one that has enough parking, playgrounds, and grills for your picnic.
3. Next, you will need to decide if you are going to have food catered for the event or if you are going to cook the food yourself on site. If you are hiring a caterer, book them well in advance. If you plan to cook yourself or have another co-worker cook, you will need to estimate the food and servings you need. It is safe to estimate one to two pounds of food per person and the servings can be divided up between meats, vegetables, and sides.
4. You should always book vendors, games, and additional activities in advance as well to ensure that they will be able to show up for the event. You should attempt to book them at least two months in advance.
5. Lastly, you should always follow up a week in advance to make sure everything is on track. This way, if something happens, you can quickly change or adjust what you need to.
If you are planning a company picnic and you find that it is just too much for you to handle, consider hiring an event planner such as James Events. Why not let someone else worry about the tough planning work and you enjoy the picnic like everyone else?