How to organise a company picnic

A company picnic is easiest to organise when you work backwards from the event day. Confirm the date and venue first, then manage registrations, dietary requirements and the final headcount before buying food or equipment. The last week is for checking weather, supplies and deliveries; the event morning is for creating clear zones for food, seating, shade and activities. This approach prevents common problems such as too little seating, warm drinks or missing serving equipment.

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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

1
Confirm date and location
2
Confirm venue booking
3
Draft invitations
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Send reminder to guests
8
Determine the final number of guests
9
Calculate catering quantities
2 people
10
Check the shopping list
2 people
11
Check picnic supplies
2 people
12
Check game materials
13
Check the weather forecast
14
Do the shopping
3 people
15
Chill drinks
2 people
16
Wash the vegetables and fruit
2 people
17
Prepare salads
3 people
18
Set out bread and toppings
2 people

Event

19
Inspect venue
2 people
20
Receive deliveries
2 people
21
Set up tables and chairs
4 people
22
Build party tents
4 people
23
Lay out picnic blankets
2 people
24
Set up buffet tables
3 people
25
Lay out crockery and cutlery
2 people
26
Set up the drinks station
2 people
27
Hang decorations
2 people
28
Set up the game zones
2 people
29
Test the lighting
2 people
30
Staff the reception desk
2 people
31
Welcome guests
2 people
32
Serve welcome drinks
2 people
33
Open the lunch buffet
3 people
34
Refill snacks
2 people
35
Supervise game activities
3 people
36
Refill drinks
2 people
37
Serve coffee and tea
2 people
38
Empty trash bins
2 people
39
Set up the dessert buffet
2 people
40
Serve dessert
2 people
41
See guests off
2 people

Aftercare

42
Collect tableware
3 people
43
Pack leftovers
2 people
44
Take down tables and chairs
4 people
45
Take down party tents
4 people
46
Remove decorations
2 people
47
Collect game materials
2 people
48
Sort and remove waste
3 people
49
Clean the venue
3 people
50
Wash and dry the dishes
3 people
51
Return materials
2 people
52
Return rented items
2 people
53
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 a firm RSVP deadline at least 10 days before the picnic. Use the final guest count to calculate catering quantities, seating and table space instead of estimating from the number of invitations.
Check the venue’s practical details at least one week ahead: power access for coffee machines and kettles, delivery access, toilets, waste arrangements and whether party tents can be secured safely.
Plan the setup in zones. Put buffet tables near serving platters, tongs, spoons, bread knives and storage bins; keep coolers close to the drinks area and place blankets and chairs away from food queues.
Check the weather forecast twice: seven days before the event and again 24 hours beforehand. Decide in advance where party tents, tables and blankets will go if the ground is wet or the temperature changes.
Do not leave reusable tableware and game materials until the morning of the picnic. Count plates, bowls, cups, glasses and cutlery, then wash vegetables and fruit and prepare salads only after the final guest number is known.

Frequently asked questions

How far in advance should I organise a company picnic?: Start at least six weeks before the event. Confirm the date and location first, send invitations early enough to collect registrations, and set the RSVP deadline about 10 days before the picnic.
When should I confirm the number of guests for a company picnic?: Confirm the final headcount 7 to 10 days before the event, after the RSVP deadline and reminder. Use it for catering quantities, dietary requirements, seating and tableware.
How much food and drink do I need for a company picnic?: Calculate quantities only after registrations close, because the right amount depends on the final headcount and event length. For drinks, plan roughly two to three servings per person for the first hour, then adjust for the rest of the picnic.
What should I do the day before a company picnic?: Check the weather, receive or confirm deliveries, chill drinks, inspect the supplies and prepare food that keeps well. Leave tables, chairs, tents and buffet areas ready to set up as soon as the venue opens.

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.