Picnic Tips

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Planning Your Picnic

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The 6 keys to a successful company picnic:

Budget

Find out what kind of budget you have to work with. This will largely determine what your picnic options. Decide whether or not you may need to collect a small fee from your employees. Because all of your other planning needs will revolve around how many people are expected, it is important to estimate the number of people who will attend. Keep track of all responses as you receive them to reach a more accurate number as you go along.

Location

It's important to choose the right location for your picnic. This should be done as soon as possible as the availability of locations will determine the date of your event. Make sure the area is not too small for the number of people you expect. You want them to have plenty of room to play games or relax.

Be sure to check the facilities available in the picnic area you choose; (bathrooms, picnic tables, shade, covered areas) and activity areas provided (playgrounds, horseshoe pits, baseball fields, volleyball, etc.).

Food & Beverages

Cater – Cater – Cater

Definitely have the event catered. Your employees are there to relax and enjoy the day.

Raffles Prizes - Party Favors

What better than a raffle, where some lucky employee will walk away with a new television, DVD player or stereo. This will definitely encourage people to attend.

Games and other activities spread employees out over the entire picnic area. To get everyone back together again, a raffle at a pre-announced set time will accomplished this, creating excitement and energy.

Party favors can be distributed in several different manners. Arranging different contests for events and games, can give you the opportunity to award a party favor. Maybe in the same manner as the raffle, getting everyone together to award several party favors at one time for different events.

Activities

Plan activities, like games, sports, and contests. If your budget allows, perhaps hire a band, DJ, or karaoke. Be sure there are plenty of activities for the children. Clowns, face painting and an inflatable bounce house are always good choices.

Invitations

Start announcing the event at least 60 days prior to the date of the picnic. This will make certain everyone knows about the event. Bring it up in meetings, put an article in the company newsletter, post flyers where appropriate in the building, attach invitations to paychecks.

Your flyers or invitations should include:

The word "picnic”
Time and date
Location: complete address & map if necessary
State if the invitation applies to employee only, or employee & spouse, or entire family of the employee.
Cost (if any)
List anything they may need to bring with them
Menu
Announce the raffle
Cost of raffle tickets (if any)
list major prizes
List a few of the activities that will be available for both adults and children.
RSVP by date

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