Games Picnic checklist: what to arrange and when

A Games Picnic needs more than a basket of food and a few board games. You need a location with usable grass or other level surfaces, enough seating, weather cover, food service equipment and a clear mix of indoor-style and outdoor games. Start by fixing the date and programme, then manage registrations and dietary requirements before buying supplies. In the final week, confirm attendance, check the forecast and prepare the games, food and picnic setup in a sequence that keeps the event manageable.

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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

Reserve picnic location
Set the date and program
2 people
Send invitations
Process registrations
Collect dietary requirements
Inventory the games
2 people
Replenish or borrow games
2 people
Check the weather forecast
Create final participant list
Send attendance information
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Gather games and materials
2 people
Prepare snacks
3 people
Prepare sandwiches and salads
3 people
Fill picnic baskets
2 people
Check the venue and surface
2 people
Set up tables and chairs
4 people
Lay out picnic blankets
2 people
Build party tents
4 people
Set up game stations
3 people
Set up buffet tables
3 people
Test music and lighting
2 people

Event

Handle reception and registration
2 people
Explain the rules and program
2 people
Serve snacks and drinks
3 people
Lead the game rounds
4 people
Refill drinks
2 people
Replenish the buffet and tables
2 people
Empty trash bins
2 people
Supervise evening games
3 people
Collect lost-and-found items at the end
2 people

Aftercare

Clear away food and drinks
3 people
Pack up games and materials
3 people
Take down tables and chairs
4 people
Take down party tents
4 people
Wash dishes
3 people
Clean the venue
4 people
Dispose of waste
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 48
Picnic blanketsqty 12
Buffet tablesqty 2

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable cupsqty 100
Reusable cutleryqty 100
Coffee cupsqty 40
Serving plattersqty 12
Serving tongsqty 6
Soup ladlesqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 2
Coolersqty 4
Thermos flasksqty 4
Water jugsqty 6
Serving traysqty 4

Sports equipment

Board gamesqty 12
Card gamesqty 8
Kubb setqty 2
Petanque ballsqty 3
Frisbeesqty 4
Footballsqty 2
Tug of war rope
Scoreboardsqty 4
Markersqty 12
Notepadsqty 6

Decorations

Buntingqty 8
Tableclothsqty 8
Lanternsqty 12

Lighting

LED light stringsqty 4

Equipment

Bluetooth speaker
Power banksqty 3

Cleaning

Waste binsqty 4
Hand broomsqty 2
Litter pickerqty 2
First aid kit

Catering

Groceries

Tips

Reserve the picnic location before sending invitations, and check whether it allows party tents, buffet tables and active games such as kubb or tug of war. Confirm the surface is level enough for blankets, tables and game stations.
Close registrations before you create the final participant list. Use that list to calculate food, seating, reusable tableware and game groups, and send attendance information several days before the picnic.
Check the games inventory at least one week ahead. Count the board games, card games, outdoor sets, scoreboards and markers, then borrow or replace anything needed before the final shopping trip.
Check the weather forecast 48 hours before the event, not just on the morning itself. Chill drinks, prepare coolers and thermos flasks, and decide when to build the party tents if rain or strong sun is likely.
Set up in zones: reception and registration first, then blankets and seating, buffet tables, and finally the game stations. Test music and lighting before guests arrive so you are not troubleshooting cables during registration.

Frequently asked questions

How far in advance should I plan a Games Picnic?: Reserve the location and set the date at least 4 to 6 weeks ahead. Send invitations early enough to close registrations and collect dietary requirements before shopping.
When should I check the weather for a Games Picnic?: Check the forecast 48 hours before the picnic and again on the morning of the event. Use the result to confirm party tents, blankets, coolers and the outdoor game layout.
How many games do I need for a Games Picnic?: Plan at least 1 game station for every 6 to 8 guests, with a mix of short card or board games and larger outdoor games. Check the inventory one week ahead so borrowed or missing items can still be arranged.
When should I prepare the food and chill the drinks?: Shop after registrations close and prepare sandwiches, salads and snacks on the day of the picnic or the evening before, depending on the ingredients. Chill drinks for at least 4 hours before serving and keep them in coolers until guests arrive.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.