How To Plan a Picnic: An Outline

Posted by Laura

April 30, 2008

Photo by daveyll Event planning needn’t be hard. With a simple outline of things you need to consider, any event is within your reach. In this article, I will share my outline for event planning, and apply it to a Memorial Day picnic.

Decide on the Purpose

Call it a purpose, a theme or whatever, each gathering will have a focus. A graduation party focuses on a graduation; a New Year’s eve party will focus on the new year. Every focus will lead you to pick appropriate options.

Decide Your Event’s Date and Time

Pick a date and time. Some factors in this will be the season of the year, what your main theme is, and if the time is appropriate.

Example: The Memorial Day picnic will be on Memorial Day, in the evening, about 5 pm.

Determine Cost Sharing

For most small gatherings, this won’t be an issue. However, you may want to consider a joint gathering. This would be appropriate where several families join together to throw a graduation party.

Example: Our picnic will be a low key event, and we will ask people to bring a dish to pass.

Decide on the Budget

Decide how much money you have to spend. Without knowing this, the rest is impossible.

Example: we are comfortable spending $150-$200 for the picnic.

Decide Who To Invite

Make a list of who you will invite. The first go-around will be a rough estimate, but keep it reasonable. If you have a 10 foot x 12 foot enclosed deck, you will not be able to fit 50 people in the space.

Example: We have decided to invite our neighbors: nine families, approximately 20 adults and 16 children.

Decide on Invitations

Will you invite people in person? Over the phone? By formal or informal invitation? Get your information ready.

Example: I will make up a simple flyer to leave at the neighbor’s houses.

Decide on Location

This may not be a formal step, but if you are holding an outdoor event, have a rain plan.

Example: the flyer will state that the picnic will go on, rain or shine

Decide on Food and Beverages

Make a simple plan. What type of food, how much. Same with beverages. Make a list of everything you will need.

Example: our picnic will be burgers and hotdogs, along with buns and fixings. We will put out chips and dip, salsa, fruit salad, and ice cream for dessert.

Decide on Activities

Some gatherings require activities. If children are to be present, give them something to do!

Example: we will have lawn games, including croquet and badminton set up.

Decide On Equipment

Make a list of equipment you will need to borrow, rent or buy. Tables, chairs, cutlery, dishes, etc. need to be part of this list. Determine how much you will need to spend.

Example: I will need to borrow a neighbor’s folding tables and chairs.

Calculate Costs per Guest

Add up all your expenses and see if you are in budget. If not, figure out how much the cost per guest is and start trimming your guest list back.

Once you have done these steps, your party will be planned. All you will have to do is execute the plan!

Photo by daveyll

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