Plan and Organize the Company Picnic

It's that time of year again. Summer is upon us and in many offices that means the annual company picnic isn't far behind. If you've been designated as the official office party planner this year, fear not. The following tips will help you plan a fabulous picnic that everyone in your company will be buzzing about long after the last hot dog is gone.

Get Organized

It's a good idea to purchase a binder with tabbed dividers to keep your picnic planning information handy. You can separate the notebook into categories using the dividers. (i.e. caterers and menus, venues, activities, etc.) Keep the binder nearby so you can refer to it whenever you need to.

Choose a Date

There are some key factors to consider when choosing a date for a company picnic. Make sure you choose a time of year where the weather is not too extreme. For example, you want attendees to be able to enjoy the day outdoors having fun, so choosing a time of year when it is 110 degrees outside isn't a great idea.

Plan Ahead

The more time you have to plan, the better chance you have of putting together an event that goes off without a hitch. A good rule of thumb is six months. If you don't have that much time to work with, determine how much time you do have before the proposed event date and start organizing your priorities. It's never too late to pull off a great party but you will have to be more diligent about organizing your time and the event itself in order for it to all work out properly.

Decide on a Budget

Have an idea of how much the company is willing to spend for a company picnic. This will help determine many of the other factors involved like attendees, food and entertainment. Once you have a number, write it down in your notebook and stick to it.

Decide Who Will Be Invited

Refer to your budget when making this decision. Will this be a "staff only" event? Will spouses or significant others be invited? What about children? The amount of money you spend and the type of picnic you plan depends on the answers to these questions.

Location

Once you have a rough idea of how many people will be invited, you need to start thinking about locations. You want a location that is going to fit the size of the group, but also you want to try and make it as centrally located as possible to where everyone lives. By doing this you will increase your chances of having a better turn out. Some venues to consider might be community parks, theme parks or other recreation areas. If there is a theme in mind you will also want to consider that when selecting a location. Wherever you choose, you will want to have an alternative location in mind in the event that something falls through with your first choice. Also, keep in mind that renting a couple of party tents is a good idea in the event of rain or extreme weather conditions.

Food

The star of any picnic is the food. Considering your budget and group, you need to decide whether the event will be a potluck, a catered event or whether your boss is going to throw on his "Kiss the Cook" apron and flip burgers all afternoon. Keep a list of catering companies, contact information and menu ideas in your planning binder for easy reference.

Activities/Entertainment

The idea of a company picnic is for everyone to put work aside and have a good time outside of the office. Although food is one important thing to consider, you also need to consider what the attendees will do once they get there. When planning your activities, you want to make sure you have a variety of options so everyone can enjoy themselves. Consider activities like horseshoes, Frisbee or volleyball for the adults. If your picnic guest list includes children, think about getting a bouncy house, hiring a face painter or someone to make balloon animals.

Music is another consideration. If budget allows, hire a band or a D.J. to keep everyone entertained throughout the afternoon. If funds are tight, you could make a party playlist for your IPOD and hook it up to a stereo with large enough speakers so everyone can enjoy the picnic jams.

Planning a company event like a picnic can be a daunting task, but with a little creativity and organization, you will be the office hero. But beware, with the amazing job you're going to do planning the picnic, you'll probably be asked to plan the Christmas Party next.