How To Plan the Perfect Company Picnic

Who, When & Where

1.)  Decide who’s invited.

• Determine if this is going to be an employee-only or family-friendly event.
• Meeting families gives your team insight into each other’s lives. An employee-only event encourages more conversations between coworkers.

2.)  Pick a day and time.

• From our informal research, most people appreciate a team building activity scheduled during work hours. We recommend a late lunch. For example, plan the picnic from 11 am – 3 pm, then give people the rest of the afternoon off.
• If you’re including families, weekends work best. We’ve found Sunday mornings draw a good crowd — we recommend 10 am – 2 pm.
• Regardless of the time, the ideal picnic length is 3–4 hours. We don’t recommend anything longer.

3.)  Pick an easily accessible outdoor venue.

• In San Diego, we have multiple options including public parks, beaches, and grassy areas connected to restaurants and event venues.
• We recommend visiting the location at the same day and time as your planned picnic to gauge crowds and general vibe.
• Please note public spaces might require a reservation or permit. Call your local Parks and Recreation department for more information. They can also advise if another event is planned for the same day.
• For events with fewer than 25 people, you may not need a reservation. In that case, arrive early to claim your spot.
• We recommend selecting a venue close to your office since your team is already used to making that commute.
• If you’re flying in a remote team, choose a venue at or near their hotel.
• Make sure your venue has easily accessible parking, waste disposal, and bathrooms available.

Food, Entertainment & Setup

4.)  Order F&B (food and beverages).

• Generally speaking, food and drinks will be the most expensive item — and there are lots of options.
• Hire someone — we recommend a mobile taco stand, food truck, or caterer. If using a public space, confirm your vendor knows the venue’s rules and regulations.
• DIY — you can order food from Costco, Whole Foods, or other grocery vendors and restaurants that can accommodate large groups.
• Take-out restaurants and delis can be a great source for casual catering options.
• Make sure you have coolers on hand to keep beverages cold.
• Look up the rules about adult beverages. Many public spaces don’t allow alcohol.

5.)  Select entertainment.

• Music is a must! At minimum, have a Bluetooth speaker and playlist ready. If budget allows, consider hiring a DJ or live band.
• If you’re including families, consider hiring a balloon animal artist, face painter, or magician.
• We do NOT recommend inflatables like bounce houses or giant slides — they’re great for kids’ parties, but they tend to be noisy and take up a lot of space.
• Provide leisure games like cornhole, bocce ball, and ladder ball — or more active options like spike ball and volleyball.
• Other friendly competition options include giant games like Giant Jenga and Giant Connect 4.
• To maximize interactions, hire a team building company to host the games and get everyone involved.

6.)  Determine the setup.

• DIY option — if you’re a local company, you might ask people to bring their own canopies, tables, chairs, or blankets.
• Many venues have picnic tables or gazebos. A blanket on the grass also works great.
• For bigger groups or out-of-town events, consider hiring a company to set up canopies, tables, and chairs. It’s worth the cost and elevates the presentation of your picnic.
• Whether you go DIY or hire out, invest a little in decor — linen tablecloths (not plastic) and nicer serving ware make a big difference. Consider compostable options.
• Incorporate company logos and colors in your theme to make your team and brand stand out outdoors.