Inclusive picnic checklist: what to arrange and when
An inclusive picnic needs more planning than blankets and sandwiches. Start with an accessible venue and route, then collect registrations, dietary requirements and transport needs before publishing the programme. In the final week, confirm deliveries, check the forecast and prepare food with dietary meals packed separately. On the day, allow time for clear walkways, labelled buffet tables, shade, seating and a low-stimulus zone.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Reserve venue
Check accessible route
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Inventory transport needs
2 people
Publish the program and times
Check the weather forecast
Confirm alternative indoor space
Confirm deliveries and reservations
Check the shopping list
2 people
Do the shopping
3 people
Sort non-perishable items
2 people
Wash fruits and vegetables
3 people
Prepare sandwiches and wraps
4 people
Prepare salads and dips
3 people
Pack diet meals separately
2 people
Fill coolers
3 people
Set out coffee and tea
2 people
Set up tables and chairs
5 people
Build party tents
6 people
Set up a low-stimulus zone
3 people
Clear accessible walkways
3 people
Place buffet tables and labels
3 people
Set out games and materials
2 people
Hang up decorations
3 people
Test the lighting
2 people
Set up the entrance and information board
2 people
Event
Welcome guests
4 people
Explain Accessibility Program
2 people
Open the lunch buffet
3 people
Serve snacks and drinks
4 people
Refill drinks
2 people
Checking buffet and dietary labels
2 people
Facilitating games
4 people
Keep the quiet room available
2 people
Empty trash bins
2 people
Turn on lighting
2 people
See off the last guests
3 people
Aftercare
Store food and drinks safely
3 people
Collect and sort waste
4 people
Wash the dishes and kitchenware
4 people
Wipe down tables and chairs
3 people
Take down party tents
6 people
Clean the venue
5 people
Remove decorations
3 people
Check and sort materials
3 people
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
- Check the route as well as the venue. Look for firm, step-free access from arrival points to toilets, seating and the buffet, and clear any narrow walkways before guests arrive.
- Collect dietary requirements when registrations open, then pack those meals separately and label them clearly. Recheck the list before shopping and again when the food is packed.
- Publish the programme with start times, food times and quieter periods at least several days ahead. This gives guests time to plan transport and know when the low-stimulus zone will be available.
- Use the forecast to make a two-part setup plan. Put up party tents or shade cloths before serving food, and confirm the alternative indoor space before the event day rather than waiting for rain.
- Keep chilled food in coolers until serving and prepare items in stages. Wash fruit and vegetables, prepare salads and dips, and make sandwiches and wraps close enough to the event that they can be stored safely.
Frequently asked questions
- How far in advance should I plan an inclusive picnic?
- Begin venue and accessibility planning at least 4 to 6 weeks ahead. Open registrations early enough to collect dietary, transport and access requirements before final arrangements are made.
- What should an inclusive picnic checklist include?
- Include an accessible venue and route, invitations and registrations, dietary information, transport needs, a published programme, weather plans, food preparation, seating, shade, clear walkways and a low-stimulus zone. Also check equipment such as coolers, power supplies and communication materials.
- How much food should I prepare for an inclusive picnic?
- Plan portions for every registered guest rather than estimating from the venue capacity. Finalise the headcount and dietary list 3 to 5 days before shopping, then pack special-diet meals separately so they are easy to identify.
- When should I check the weather for an outdoor picnic?
- Check the forecast 7 days before the picnic to identify risks, then check again 24 hours before setup. Confirm the indoor alternative and adjust tents, shade, seating and food transport before 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.
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