Company picnic checklist: what to arrange and when

A company picnic needs more than food and a booking. You have to confirm the venue, track registrations, collect dietary requirements and turn the final headcount into realistic catering quantities. This checklist takes you from the first arrangements to setting up tables, tents, blankets and the buffet. It also covers the details teams often leave too late, such as checking power for coffee machines, chilling drinks and preparing for changing weather.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
Confirm venue booking
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Send reminder to guests
Determine the final number of guests
Calculate catering quantities
2 people
Check the shopping list
2 people
Check picnic supplies
2 people
Check game materials
Check the weather forecast
Do the shopping
3 people
Chill drinks
2 people
Wash the vegetables and fruit
2 people
Prepare salads
3 people
Set out bread and toppings
2 people

Event

Inspect venue
2 people
Receive deliveries
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Lay out picnic blankets
2 people
Set up buffet tables
3 people
Lay out crockery and cutlery
2 people
Set up the drinks station
2 people
Hang decorations
2 people
Set up the game zones
2 people
Test the lighting
2 people
Staff the reception desk
2 people
Welcome guests
2 people
Serve welcome drinks
2 people
Open the lunch buffet
3 people
Refill snacks
2 people
Supervise game activities
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Empty trash bins
2 people
Set up the dessert buffet
2 people
Serve dessert
2 people
See guests off
2 people

Aftercare

Collect tableware
3 people
Pack leftovers
2 people
Take down tables and chairs
4 people
Take down party tents
4 people
Remove decorations
2 people
Collect game materials
2 people
Sort and remove waste
3 people
Clean the venue
3 people
Wash and dry the dishes
3 people
Return materials
2 people
Return rented items
2 people
Clean up leftovers
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 55
Picnic blanketsqty 8
Tableclothsqty 6
High tablesqty 4

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable cupsqty 100
Reusable wine glassesqty 60
Reusable cutleryqty 60
Serving plattersqty 12
Pitcherqty 6

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 6
Serving tongsqty 8
Serving spoonsqty 8
Bread knivesqty 3
Storage binsqty 12
Aluminum foilqty 2

Equipment

Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 3
Power stripsqty 3

Lighting

String lightsqty 4
Battery lanternsqty 6

Decorations

Buntingqty 6
Table décorqty 8
Welcome sign

Sports equipment

Footballsqty 2
Frisbeesqty 4
Kubb set
Mikadoqty 2
Tug of war rope
Picnic gamesqty 4

Cleaning

Waste binsqty 6
Hand broomsqty 2
Can openersqty 2

Catering

Groceries

Tips

Set the date and location before drafting invitations, then send them early enough to collect registrations and dietary requirements. Send a reminder before you close the guest list.
Use the final number of guests to calculate food, drinks, crockery and seating. Do not shop from the original estimate once registrations have changed.
Check the weather forecast a few days before the picnic and confirm that party tents, blankets and lighting are available. A forecast check is too late if you still need to arrange shelter.
Inspect the venue before deliveries arrive. Check where tables, chairs, buffet tables and tents can go, and confirm access to power for coffee machines, kettles, extension cords and power strips.
Prepare salads, wash fruit and vegetables, chill drinks and set out bread and toppings close to serving time. Keep serving platters, tongs, spoons and storage bins ready so food is not left in transport boxes.

Frequently asked questions

How far in advance should I send company picnic invitations?: Send invitations at least 3 to 4 weeks before the picnic. Keep registrations open long enough to collect dietary requirements, then send a reminder about 7 days before the event.
When should I confirm the final company picnic guest count?: Confirm the final number of guests 5 to 7 days before the picnic. Use that figure for catering quantities, seating, reusable plates, bowls, cups and cutlery.
How much food and drink should I plan per person for a company picnic?: For the first hour, allow roughly 2 to 3 drinks per person, then adjust for the event length and weather. Calculate food from the final guest count and add a small reserve rather than relying on the initial invitation estimate.
When should I check the weather for a company picnic?: Check the forecast 3 to 5 days before the picnic and again on the morning itself. That gives you time to confirm party tents, move the setup plan indoors if needed, and prepare battery lanterns or string lights for poor visibility.

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