How to organise an inclusive picnic

Start by making access and participation part of the plan, not an adjustment at the end. Choose a venue with a step-free route, suitable toilets and enough room for tables, blankets and a low-stimulus zone. Collect dietary requirements and transport needs when people register, then publish the programme and timings. In the final week, confirm the weather plan, deliveries and indoor backup before preparing and labelling the food.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

1
Reserve venue
2
Check accessible route
2 people
3
Send invitations
2 people
4
Process registrations
2 people
5
Collect dietary requirements
2 people
6
Inventory transport needs
2 people
7
Publish the program and times
8
Check the weather forecast
9
Confirm alternative indoor space
10
Confirm deliveries and reservations
11
Check the shopping list
2 people
12
Do the shopping
3 people
13
Sort non-perishable items
2 people
14
Wash fruits and vegetables
3 people
15
Prepare sandwiches and wraps
4 people
16
Prepare salads and dips
3 people
17
Pack diet meals separately
2 people
18
Fill coolers
3 people
19
Set out coffee and tea
2 people
20
Set up tables and chairs
5 people
21
Build party tents
6 people
22
Set up a low-stimulus zone
3 people
23
Clear accessible walkways
3 people
24
Place buffet tables and labels
3 people
25
Set out games and materials
2 people
26
Hang up decorations
3 people
27
Test the lighting
2 people
28
Set up the entrance and information board
2 people

Event

29
Welcome guests
4 people
30
Explain Accessibility Program
2 people
31
Open the lunch buffet
3 people
32
Serve snacks and drinks
4 people
33
Refill drinks
2 people
34
Checking buffet and dietary labels
2 people
35
Facilitating games
4 people
36
Keep the quiet room available
2 people
37
Empty trash bins
2 people
38
Turn on lighting
2 people
39
See off the last guests
3 people

Aftercare

40
Store food and drinks safely
3 people
41
Collect and sort waste
4 people
42
Wash the dishes and kitchenware
4 people
43
Wipe down tables and chairs
3 people
44
Take down party tents
6 people
45
Clean the venue
5 people
46
Remove decorations
3 people
47
Check and sort materials
3 people
48
Return borrowed items
2 people

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 55
Picnic blanketsqty 12
Low tablesqty 4
Party tentsqty 3
Shade clothsqty 4

Tableware

Reusable platesqty 70
Reusable bowlsqty 60
Reusable cupsqty 100
Reusable cutleryqty 100
Serving plattersqty 15
Serving spoonsqty 12
Coffee cupsqty 50

Equipment

Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 4
Power stripsqty 4
Portable speakersqty 2
Microphone

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Measuring cupsqty 3
Food containers with lidsqty 20
Serving tongsqty 8

Decorations

Tableclothsqty 8
Buntingqty 6
Balloonsqty 40
Information boardsqty 5
Name badgesqty 70

Lighting

String lightsqty 6
LED lanternsqty 10
Spare batteriesqty 24

Sports equipment

Soft ballsqty 8
Frisbeesqty 6
Giant Connect Four
Wooden gamesqty 4

Cleaning

Reusable cleaning clothsqty 20
Waste binsqty 8
Hand sanitizerqty 4
Handwash sinksqty 2
Broom and dustpanqty 2
Mopsqty 2

Catering

Groceries

Tips

Choose the venue before sending invitations and check the full route from arrival point to seating, buffet and toilets. Allow enough clear width for wheelchairs and avoid using cables or furniture across walkways.
Ask for dietary requirements and transport needs during registration, then set a deadline for replies. Pack diet meals in separate labelled containers so they can be identified without opening every dish.
Plan food backwards from serving time: wash produce, prepare salads and dips, make sandwiches and wraps, fill coolers, and keep perishable food chilled until guests arrive. Use separate serving utensils for labelled dishes.
Set up tables, chairs, low tables, blankets and shade before placing food out. Keep one accessible route clear, label the buffet, and put coffee, tea and drinks where people can reach them without crossing the food queue.
Create a quiet, low-stimulus zone away from speakers and busy games, and explain it on the information board. Check the forecast before the event and confirm the indoor alternative rather than waiting for rain to start.

Frequently asked questions

How far in advance should I plan an inclusive picnic?: Reserve the venue and check accessibility at least 6 to 8 weeks ahead. Send invitations early enough to collect dietary and transport information, then confirm the final numbers about 7 days before the picnic.
How do I make a picnic accessible?: Check a step-free route from arrival to seating, buffet and toilets, and keep those paths clear throughout the event. Provide a mix of folding chairs, picnic blankets and low tables, with at least one accessible place at the main eating area.
How much food should I prepare for an inclusive picnic?: Base quantities on confirmed registrations and prepare separate portions for each reported dietary requirement. Finish sandwiches, wraps, salads and dips on the day, then keep perishable food in coolers until serving rather than leaving it out during setup.
What should I do if it rains during the picnic?: Confirm an indoor space before sending the final programme and tell guests when the decision will be made, for example 4 hours before the start. Check the forecast the day before and again on the morning of the event so food, furniture and deliveries can be redirected in time.

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.