Commentary: How To...Plan a corporate picnic

Acorporate picnic is a chance for employees - whether they sit in a cubicle or the corner office - to socialize together in a relaxed setting. It's a perk that can create lasting memories and company spirit, and it doesn't have to put you in the red.

Company picnics can range from the simple to the elaborate, and, if well-planned, all can be enjoyable. Because of the myriad details to be arranged, and the amount of work needed on the day of the event, it's wise to hire a professional event planner or a caterer for which corporate picnics are a specialty. The pros can choose the location, secure permits, arrange for food, entertainment and prizes, and, on the day of the event, set up, serve the food and clean up.

Your first step is to determine a budget. Knowing how much you can spend will help you choose your picnic's who, when, where and what.

WHO: One of the earliest decisions you must make is whether to invite your employees' families and significant others.

Your budget may, in part, dictate this decision. You should also think about your employees as a group. Are many of them single and unattached? If so, they may not appreciate the pressure to bring a date.

WHEN: The season for outdoor corporate events is typically June through September. To boost attendance, don't plan your picnic during peak vacation times or busy periods at work.

Before booking a date, run a few choices by the company leaders to make sure the dates work for them. Plan the picnic several months in advance, before calendars become filled and venues book up.

Think carefully about whether a weekend or weekday would work best for your company. If the picnic's held on a Saturday afternoon, it will detract from employees' family time and, as such, you should extend the invite to their families. However, if it's held during the week, spouses and children may not be able to attend.

WHERE: Parks are popular spots for picnics because they are inexpensive and offer a variety of facilities, like softball fields, volleyball courts, mini-golf courses, driving ranges and even beaches. If you have a specific park in mind, call it before you book a caterer, as some parks require that you choose a caterer from their approved list.

Companies with ample grounds might pitch a tent and hold a picnic on their property. The outdoor sections of catering facilities are another option.

Visit the venue personally before you book it. Try to go at around the same time of day as your event's scheduled time, so you can determine if it's sunny or shady. Inspect the restrooms to make sure they are relatively clean.

If the event is inconveniently located to many of your employees, consider providing transportation from your offices to the facility.

WHAT: Your goal is to create a fun atmosphere and to make employees feel appreciated. One way to accomplish this is to serve good food. Caterers typically offer several menu choices and can advise you on which items are crowd-pleasers. Be sure to have some choices for vegetarians and people with dietary restrictions.

You will also need to decide if you will serve alcoholic beverages. While alcohol is permitted at many locations, many companies choose to avoid the potential liability and limit beverages to the soft variety.

Some picnics feature professional entertainment, such as musicians or a disc jockey.

Some companies plan games that encourage groups of employees to interact and compete against each other, complete with prizes like gift cards. If employees' families are invited, and there will be a lot of young children, consider kids' attractions like face painters or a bounce house.

Finally, don't forget that rain may be an uninvited guest at your picnic. Ask the facilities and professional service providers about their cancellation policies and whether you can set a rain date.

Copyright 2008 Dolan Media Newswires
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