As an event planner for a picnic event company, I am very often asked for a timeline of the correct order that aspects of the picnic planning process should be completed. Internally, I always have a process that I go by, but for someone who has never planned a picnic before, one may not know the importance of many of the steps. It is key that tasks are completed with ample time left for the many other tasks so that first choice on location, date, and catering and event planning companies are yours. It is also important to know your event planner’s timeline in order to stay on the same page. For your knowledge and benefit, I have listed all the steps to planning the perfect picnic, without having to rush, worry you are forgetting aspects and to guarantee that your guests are willing and able to attend.

1. Determine your budget Make sure that all aspects of your event are budgeted (i.e., food, beverages, décor, location fees, staff, equipment, entertainment, rentals, marketing, raffles, swag and gratuity). The key to the budget is to be reasonable. Determine what it is that your event should accomplish and seek the ways of doing this. Very often, companies are not realistic with their budgets and they are often too low or even much too high. Remember to keep in mind how many guests you are inviting when determining your budget.

2. Determine your perfect picnic date Make sure to choose a date where the weather won’t be too hot or too cold, is not a holiday or even on a holiday weekend and most important, a date that does not interfere with your CEO or President’s schedule.

3. Choose your location The more time you allow for this, the better chance you will have to score your first choice location. I would recommend finding a location 6 months to a year prior to your chosen picnic date. Also, make sure when you are determining your location that you seek a picnic location that has all the amenities that you are interested in.

4. Secure permits Lock down and reserve the location that you choose to have your event at. Without a permit or reservation, you risk the chance of losing the date and location to another interested party. This happens more than you would think.

5. Hire an Event and Picnic Planning Company You can be able to actually enjoy the event you are planning this year just by hiring a picnic planning company to do all the work. Many have in-house catering companies and private event locations, and some even fully-staff their events. This is their bread and butter, so let a picnic planning company do the work for you. Before you book with a planning company, make sure that you have received quotes to ensure that they are able to stay within your budget.

6. Send out a "Save the Date" Make sure to send out some sort of save the date to your guests, so that they can mark their calendars and also to get the buzz around the office started. The more that your guests are excited about the event, the more likely that they will attend.

7. Pick a Theme Decide whether or not you want to theme your event so that your menu, décor and entertainment all strengthen that theme. Your picnic theme doesn’t have to be outrageous either. Don’t forget that traditional picnic is also a great theme!

8. Choose your menu, beverages and concession items Determine what items you would like to include in your menu and make sure that those items fit within your budget. Keep in mind that some of your guests may have specific dietary needs (i.e, vegetarian, vegan, allergies, etc.) and have items that they can enjoy as well. Decide whether you want to host beer and wine, or just soft drinks, as well. This could definitely have an affect on your budget. When it comes to concessions, decide if it would be beneficial to add them to your event. Many times, my clients want concessions because it adds to their themes (i.e., churros- Fiesta Fun, popcorn- Carnival, etc.).

9. Choose your entertainment and equipment Take into account the age ranges of your guests and the type of entertainment they would be interested in participating in. If your guests are young adults with young children, you may want to have inflatables for adults as well as toddlers. Many times, the teenagers are often forgotten when planning picnics. Book vendors, entertainment and equipment that all ages will be interested in. Having areas for specific age ranges can always be very useful and safe. Decide whether you want stage shows, artists, clowns, etc. Make sure that you know what activities and entertainment your picnic location may offer, as well, so that you are taking advantage of the space you are in.

10. Secure your vendors Decide which vendors you will book for your event. Determine that their pricing will fit within your budget by receiving bids and proposals from each. Often, catering companies will offer food-tastings or open houses, giving you an opportunity to see what they are capable of producing. Make sure that the insurance for these vendors is taken care, as well. You may have to add them as additionally insured, your company may require the vendor to provide proof of liability or even the event venue may require some sort of insurance from both of you. Whatever it is, make sure that your company and the vendor are capable of producing the requirements. The way to securely book your vendor is through a deposit and signed contract. It is always valuable to read over the vendors’ contracts and policies, and make note of their rain and/or cancellation policies.

11. Put together a timeline of activities This is often something that your event company will put together for you, so take the time to look over it to make sure that your event is going to happen the way you envision it happening. If you do not choose to book an event company to produce your picnic, this would be the correct time to put together the order of how you want activities to occur on the day of your event. Make sure to include the times for any stage shows, picnic races, buffet, beverages, desserts, concessions, entertainment, inflatables, raffles, band performances, etc. Keep set-up and tear-down times internal, so that you can encourage guests to attend your picnic with your timeline of activities.

12. Guest List Determine who you will be inviting to your picnic. Keep in mind that you have a budget and inviting extended families and friends may put you over your budget. Also, decide if you will be charging your guests to attend or if it will be free of charge. Remember the capacity that your event venue holds, as well and whether security will be required based on group size.

13. Market your picnic and send out your event invitations and fliers It is best to send your event fliers out 2-3 months prior to your event date. Include the activities, entertainment, menu items, event rules and reminders, and all activity times on your fliers and invitations. Because picnics are outdoors, guests tend to think that they can bring their dogs to events, but more often than not animals are not allowed at public or private parks. Make sure to check with your event venue on what they allow guests to bring to an event and indicate this on your event fliers. Include driving directions and a map of your event venue with the event fliers, but make sure that the driving directions are correct. Your event flier should also have any rsvp contact information and an rsvp date. You will have to give a final guest count to your catering and event company before the event.

14. Assign roles Remember that you can not do it all for your event. Distribute jobs and tasks to fellow picnic committee members and employees, whether they be prior to the event, during or even after the event.

15. Confirm Guest Count Confirm the count 1 month prior to your event. Most catering and event companies will need to know this count 2 weeks prior to your event, but give yourself ample time to prepare for that guest count.

16. Pay all Final Balances Balances need to be paid prior to your event date. Many vendors, catering and event companies will require that all balances are due 2 weeks prior to your event date.

17. On the day of your event Keep copies of all contracts, permits and insurance with you on the day of the event. Make sure that you have first aid at your event as well. Let your event company handle the rest. Just because you are in charge doesn’t mean you can’t enjoy the event with your friends and family.

Jamie Rose Erickson is a graduate of the University of San Diego where she earned a Bachelor's Degree in Interdisciplinary Humanities with an emphasis in Art History. She currently plans and executes unique company picnics and corporate events for Team Play Events in Southern California.

This work is licensed under a Creative Commons Attribution-No Derivative Works 3.0 United States License.