How to organise a members' picnic

A members' picnic runs smoothly when you work backwards from the welcome time. Book the picnic location first, then invite members and track registrations, dietary requirements and final numbers in one list. In the final week, confirm the forecast, shopping and transport; on the day, set up shelter, seating, buffet tables, drinks and waste stations before guests arrive. Plan the food service around the equipment you need, including coolers, serving trays, thermos flasks and tableware.

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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
Reserve picnic location
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Check the weather forecast
6
Create final participant list
7
Check the shopping list
2 people
8
Do the shopping
3 people
9
Chill drinks
2 people
10
Wash fruits and vegetables
2 people
11
Prepare salads
3 people
12
Set out bread and toppings
2 people
13
Prepare snacks
3 people
14
Prepare coffee and tea
2 people
15
Bring materials to the venue
4 people
16
Check the picnic area
2 people
17
Set up tables and chairs
4 people
18
Set up party tents
4 people
19
Set up buffet tables
3 people
20
Lay out crockery and cutlery
2 people
21
Hang decorations
2 people
22
Test music and lighting
2 people
23
Place waste stations
2 people

Event

24
Open the buffet
3 people
25
Welcome guests
3 people
26
Register attendance
2 people
27
Serve diet meals
2 people
28
Serve coffee and tea
2 people
29
Refill snacks
2 people
30
Refill drinks
2 people
31
Maintain the buffet
2 people
32
Collect waste
2 people
33
Turn on lighting
34
Serve the last round
2 people
35
See off guests
2 people

Aftercare

36
Clear away food and drinks
3 people
37
Wash dishes
3 people
38
Clear tables and chairs
4 people
39
Take down party tents and decorations
4 people
40
Clean the grounds
3 people
41
Return materials
3 people
42
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 45
Picnic blanketsqty 8
Buffet tablesqty 3
Tableclothsqty 8

Tableware

Platesqty 50
Bowlsqty 50
Glassesqty 60
Coffee cupsqty 40
Knivesqty 50
Forksqty 50
Spoonsqty 50
Serving spoonsqty 12

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Serving trays with lidsqty 6
Thermos flasksqty 4
Coolersqty 5
Ice cube traysqty 4

Equipment

Bluetooth speakersqty 2
Extension cordsqty 3
Power stripsqty 3

Lighting

String lightsqty 4
LED lampsqty 6

Decorations

Buntingqty 6
Lanternsqty 8

Sports equipment

Frisbeesqty 4
Petanque ballsqty 2
Outdoor gamesqty 4

Cleaning

Waste binsqty 4
Dishpanqty 2
Drying racksqty 2
Broom and dustpanqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the RSVP deadline at least 7 days before the picnic. Use the final participant list to check quantities, dietary requirements and the number of tables, chairs and picnic blankets needed.
Check the weather forecast twice: once 48 hours before the event and again on the morning itself. Party tents, blankets, LED lamps and lanterns should be packed before the forecast becomes uncertain.
Finish shopping no later than the day before. Wash fruit and vegetables, prepare salads and chill drinks in coolers; keep ice available for the final transfer and serving period.
Allow at least 60 minutes for venue setup. Put tables and chairs in place first, then buffet tables, tablecloths, crockery, cutlery, serving platters and clearly marked waste stations.
Prepare coffee and tea separately from cold drinks, using thermos flasks and coffee cups. Test the Bluetooth speaker, extension cords and power strips before guests arrive, rather than while welcoming members.

Frequently asked questions

How far in advance should I organise a members' picnic?: Reserve the picnic location and send invitations at least 3 to 4 weeks ahead. Set the registration deadline 7 days before the event so you have time to confirm dietary requirements, shopping and equipment.
How much food and drink do I need for a members' picnic?: Use the final participant count as your base and add around 10% for unexpected guests or larger appetites. For drinks, plan on 2 to 3 servings per person during the first hour, then adjust for the expected event length and weather.
When should I set up the picnic area?: Start setup 60 to 90 minutes before the welcome time. Shelter, tables, chairs, buffet tables and waste stations should be ready first, with food and chilled drinks placed out as close to opening the buffet as possible.
What do people usually forget for a members' picnic?: Small service items and contingency equipment are often missed: serving spoons, bowls, trays with lids, ice, extension cords and waste bags. Check these against the final participant list and venue conditions at least 24 hours before departure.

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.