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Planning the Perfect Picnic - Corporate Style |
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The company picnic, long a staple of the American workplace, needn’t be a grind. If you’re tired of the same old hot dogs and macaroni salad, read on for our experts’ surefire ideas for a fun-filled event.
It’s April. We’re well into the new year and closing in fast on the summer months. Right about now, employees are probably planning their summer vacations and perhaps the next weekend getaways. On the business end, April is the prime time for you to start scheduling departmental retreats, incentive trips and offsite company meetings. But what about the company picnic?
Whether your business is family-oriented or prefers to conduct employee-only events, a company picnic is an excellent way to relax and enjoy the summer sunshine. To help you plan the perfect picnic, we’ve asked a few event planners from around the country to give us their advice on how to do business, reward employees and just have some fun at a simple, afternoon picnic.
Laying the Groundwork
Planning an event just for the heck of it probably isn’t in your best interest. Sure, you might like beer and bratwurst, but is there a benefit to the entire company if your picnic is based on nothing else but beer and brats? “Understand the reason for the picnic, and plan activities and entertainment that will meet those objectives,” says Michelle Scott, a meeting and event planner for Phoenix, NY-based Gatherings by Design LLC.
After 15 years of providing event-planning service for companies large and small, Scott knows the importance of having a purposeful event. “Perhaps it’s to promote teamwork or improve morale,” she says. “Maybe you have offices merging or an influx of new employees. A business could help connect and build rapport.”
Whitney Wilkerson, principal and creative director for Durham, NC-based Stop Studios, has extensive event-planning experience. “A picnic should always have a fun and upbeat feel – keep it light and keep it fun regardless of the budget and the guests,” she says.
Once the event’s purpose has been established, it will help you plan appropriate activities.
The next decision, Wilkerson says, is to determine who’s invited. “Will there be children and spouses present?” she asks. But, the guest list in itself can be complex, creating concerns that need to be addressed. “If you have an ethnically diverse company, you will want to think about activities that make people from all cultures feel comfortable, as well as finding activities for family members who may still be learning English,” she says. “Make sure there are options for everyone.”
Planning events for every company and budget is no easy feat, says Carol Lewis, president/CEO of Troy, MI-based C. Lewis Shows Meetings & Events Inc. That’s especially true when children are invited. “If you would like to hold interest for at least two to three hours, the picnic should include things like hayrides or other rides, contests, games and a few surprises,” she says. Give kids gifts for coming and prizes for winning games. “That will make the employees look like heroes in the eyes of their children,” she says.
Themes & Locations
Planning your picnic does not end with the guest list. Next on the agenda, the consultants say, is creating a theme. “Having a theme keeps the picnic fun and exciting,” Scott says. “The theme can and should be incorporated into every aspect of the picnic or else it tends to fall flat.”
Popular themes for picnics include Tex-Mex Barbecues and New England Clam Bakes. Naturally the foods selected would reflect the theme. A New England Clam Bake would include anything from shrimp and lobster to steamed clams and crab legs. Invitations with related graphics could include the day’s menu.
While food choices will get attendees to the picnic, so will location, location, location. For picnics, Lewis says there’s nothing more important. “Location is one of the most important features, especially if families are also welcome.” And, she adds, the location must be equally accessible for all employees, in case the event is being held on a weekend. Therefore, consider how far your guest will have to travel to the event. Perhaps the land surrounding your firm’s building is nice enough to hold an event. If not, consider parks and other venues close to your company, as employees are familiar and comfortable with that drive. But don’t discount venues like amusement parks and the like, even if they are a bit further than most folks might want to drive. Employees might actually like the idea of riding roller coasters all day and not mind the drive. Consider polling your employees with venue options that are affordable for the company.
Wilkerson says that while location is important, so is accessibility. “As many picnics are held on grassy lawns, make sure there is easy access for those using wheelchairs or those with other needs,” she says. “Proper and plenty of restroom facilities are also essential as well as adequate parking. And, always make sure there is plenty of shade for guests and that food is kept clean and at a safe serving temperature.”
Party Favors
Our panel of consultants agrees that promotional gifts are integral parts of an event’s success. Scott says it begins with the invitations. Since they can create expectations for the event, they must be dynamite, so people will want to attend. “Sending invitees a revised version of last year’s e-mail probably won’t spark their interest,” she says. “Depending on your theme, your attendees and your budget, there are plenty of promotional items that you can incorporate into the program and even use as invitations.”
A well-designed invitation will surely set the foundation. If you are having a Hawaiian luau theme, deliver the invitation in a zipped-up coconut shell. Your specialty advertising distributor can help you locate them. Imprinted bandanas can signal a Survivor theme and can also double as the team “buffs” for events and activities. There are also a variety of themed, clear-vinyl envelopes. Some include sand and seashells while others contain confetti and champagne glasses.
If companies have a beach picnic, you can send invitations written on a beach ball that recipients would have to inflate to read the information. Invitations to a pool-side picnic could be embossed flip-flops.
“Puzzles also make fun invitations,” Scott says. “The receiver has to put the pieces together to get the information.” But, whatever the invitation is, it must relate to the theme, set the tone for the picnic and grab attention.
Wilkerson reminds companies that promotional gifts, as well as the music, décor, menu and all planned activities, must tie in to the theme. To excite and invite guests, she suggests distributing items like blankets embroidered with the company logo. The blankets are especially effective if the picnic’s setting is a park and there is limited space for people to sit. “Package them in a creative way and make them the invite to the event itself, with a note to “bring the blanket along.” In addition, she adds that companies could present a blanket when guests arrive, to be used during, and then taken home. “The same concept could be used with a beach towel if the event was held near a lake, pool or ocean,” she says.
Invitations and welcome gifts aside, you shouldn’t forget prizes for games and contests. Make it worth everyone’s while to participate in the egg toss and three-legged race. “People love to win things,” Scott says. Although she’s not convinced that these items must be tied in to the theme. “Rather,” she says, “have something that will really appeal to your attendees.” That can be anything from an imprinted T-shirt or cap to a gift card to download music from the Internet.
Advertising the giveaways before the event can help draw a crowd. After they’ve been distributed, it’s likely the winners will continue to talk about them long after the picnic, says Scott. Women may love a trip to a day spa, families might like camping gear. Young couples might like a weekend getaway, others might like sports equipment. “I’ve seen everything from silly toys to big-ticket items such as portable DVD players and TVs,” she says.
Keepsakes sent after the event is over will surely be appreciated. That’s definitely true if the company is hosting an internal event. “Have a photographer take photos of families at the picnic and present them with the framed image for them to take home, or send it with a note of appreciation after the event,” Wilkerson says. If you have a larger budget, she suggests something like an iPod with a nice leather case embossed with your company’s logo. “It can be preloaded with music that was played at the picnic or with a message from the host,” she says.
Don’t forget parting gifts. Scott is a big fan of using them because they make participation in the next event that much easier. “Many times I give employees something that they can use at the office or have at their desk,” she says. “That way, they see it and it reminds them of the great event every time they use it.”
Budgets & Options
Obviously budget is a major factor for anyone planning a picnic. Have a bad year and you won’t even be able to cook up hot dogs on a hibachi in the parking lot. Have a good year and it’s steak and champagne for everyone. While those two examples might be a tad extreme, our consultants say that companies need not stress, just evaluate your options.
For those with big budgets, Wilkerson says, scatter low tables across the lawn, add linens, serve lavender-infused lemonade or iced ginger green tea. Live music appropriate for dining and dancing are great additions, as well.
Scott says if companies have a larger budget to work with, taking the picnic to resorts with various amenities, like tennis, horseback riding, golf or a spa adds enough of a “wow” factor to keep participants talking about it for a long time.
“With a smaller company,” Wilkerson says, “it is cost-effective to go with a classic picnic – incorporate gingham and sunflowers into your décor.” These are small, yet classy ways to spice up the venue. And to keep a connected feel, have the CEO cook over the barbecue or the CFO man a cotton candy machine.
Plan B
Sometimes, Mother Nature is an unwanted guest. Because of that you should be prepared in the event of inclement weather. “It’s equally as important to select a site with a pavilion, covered or indoor area that protects attendees from both the unexpected rain and sun,” Scott says. Therefore, it’s important to be prepared with a “Plan B” in case of rain.
Wilkerson points out that having no backup plan can wreak havoc on a company image and can have serious financial consequences. In fact, she suggests that having a rain date and building cancellation fees into budgets can pay off in case the inevitable happens.
Reprinted with permission of Successful Promotions, copyright 2007
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