How to organize a games picnic

A games picnic works best when you separate planning, food preparation and on-site setup. Start by booking a suitable outdoor location and setting a date with enough time for invitations and registrations. Before the day, confirm dietary requirements, check every game and prepare the food and equipment in batches. On site, inspect the ground, create clear game stations and keep reception separate from the buffet so arrivals do not disrupt the program.

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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
Set the date and program
2 people
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Inventory the games
2 people
7
Replenish or borrow games
2 people
8
Check the weather forecast
9
Create final participant list
10
Send attendance information
11
Check the shopping list
2 people
12
Do the shopping
2 people
13
Chill drinks
2 people
14
Gather games and materials
2 people
15
Prepare snacks
3 people
16
Prepare sandwiches and salads
3 people
17
Fill picnic baskets
2 people
18
Check the venue and surface
2 people
19
Set up tables and chairs
4 people
20
Lay out picnic blankets
2 people
21
Build party tents
4 people
22
Set up game stations
3 people
23
Set up buffet tables
3 people
24
Test music and lighting
2 people

Event

25
Handle reception and registration
2 people
26
Explain the rules and program
2 people
27
Serve snacks and drinks
3 people
28
Lead the game rounds
4 people
29
Refill drinks
2 people
30
Replenish the buffet and tables
2 people
31
Empty trash bins
2 people
32
Supervise evening games
3 people
33
Collect lost-and-found items at the end
2 people

Aftercare

34
Clear away food and drinks
3 people
35
Pack up games and materials
3 people
36
Take down tables and chairs
4 people
37
Take down party tents
4 people
38
Wash dishes
3 people
39
Clean the venue
4 people
40
Dispose of waste
2 people
41
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

Book the picnic location before sending invitations, and check whether the surface is suitable for blankets, tables, chairs and active games such as Kubb or tug of war.
Close registrations several days before the picnic. Use the final participant list to confirm dietary requirements, estimate food portions and decide how many game stations you need.
Check the weather forecast twice: once about 48 hours before the event and again on the morning itself. Keep party tents, coolers and a simple wet-weather layout ready instead of making the decision at the last minute.
Prepare sandwiches, salads and snacks in advance, then fill picnic baskets close to departure. Chill drinks early and use coolers so food and drinks stay safe during the afternoon.
Set up reception, buffet tables and game stations as separate areas. Put scoreboards, markers and notepads at the active games, while reusable plates, bowls, cups and cutlery stay together at the buffet.

Frequently asked questions

How far in advance should I plan a games picnic?: Book the location and set the date at least 4 to 6 weeks ahead, especially if you need tents, tables or chairs. Send invitations soon after and allow about 2 weeks for registrations.
When should I finalize the guest list for a games picnic?: Close registrations 5 to 7 days before the event. Send the final attendance information afterward, including the meeting point, start time, program and any practical weather instructions.
How much food and drink do I need for a games picnic?: Plan one main sandwich or salad portion per person, plus 2 to 3 snack portions for the afternoon. For drinks, allow about 2 to 3 servings per person for the first hour and keep extra water available throughout the event.
When should I check the weather for an outdoor games picnic?: Check it 48 hours before the picnic to adjust shopping and equipment, then check again on the morning of the event. Make the final setup decision before guests arrive, not after the first rain shower.

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.