How to Organise a Class or Company Picnic? Games, Food and a Weather Plan

For a class or company picnic to go smoothly, it is enough to settle four things in advance: the site, transport, the game plan and food, plus a bad weather plan. Once these four are sorted, the day runs on its own and the organiser can enjoy the picnic too. Below we describe the approach we use for end-of-year class picnics, parent-and-student days and company picnics.

Which occasions is it suitable for?

A picnic is a flexible activity that can be adapted to participants of any age and number. As the catalogue also notes, it is most often chosen for:

• End-of-year events: Before or after report cards, to close the year together.
• Parent-and-student days: Days when parents, students and teachers get to know each other in the same setting.
• Class bonding: For new classes to get to know each other at the start of term.
• Company picnic: A spring or summer celebration with employees and their families.

Step 1: Choosing the site

The picnic site is chosen according to the group's size, the date and the departure point, and is stated in the quote. The main things we look for when choosing a site:

• Open space and shade where the whole group fits comfortably
• Flat, safe ground for games
• Close to toilets and basic facilities
• An entrance the coach can pull up to
• An indoor or semi-covered area to shelter in if the weather turns

Step 2: Transport and the day's timings

The Picnic Organisation is a day-trip programme lasting about nine hours. Transport to the picnic site is planned as part of the programme. The schedule in the catalogue is as follows:

• 08:00 Departure
• 09:00 Picnic site; games and activities with clowns (extra)
• 12:30 Lunch (extra)
• 16:00 Departure
• 17:00 Arrival

The times are finalised at the quote stage once the site's location is decided.

Step 3: Game plan

What makes a picnic unforgettable is that everyone has something to do all day. The catalogue lists the following group games that can be run with clowns:

• Sack race
• Yoghurt-eating contest
• Carrying cups with balloons
• Tug of war
• Penalty shoot-out

Entertainment and games are listed in the catalogue as an extra service. Games are chosen to suit the age group: shorter, simpler games for kindergarten, and competitive team games for high school or corporate groups.

Tips for planning the games

1. Mix up the teams. For class picnics, put children from different desks on the same team; for company picnics, people from different departments.
2. Give everyone a role. Those who do not want to play can be referee, scorekeeper or photographer.
3. Prepare small prizes. A medal, certificate or token gift adds excitement to the contests.
4. Leave free time in between. Children get tired when games are lined up back to back.

Step 4: Food

Lunch is listed in the catalogue as an extra service; we decide the menu together at the quote stage, based on the group's age and preferences. If you prefer to bring your own food, keep the following in mind:

• Tell parents or employees in writing in advance what to bring.
• Find out about participants with food allergies in advance and list them.
• In hot weather, avoid food that can spoil, or plan for cold storage.
• Have plenty of water and rubbish bags.

Step 5: Rain and bad weather plan

For outdoor programmes, the weather forecast is monitored. In bad weather, a change of date or an indoor option is planned together with the group. Adding the note "The date may change depending on the weather" to the announcement sent to parents or employees from the start reduces last-minute uncertainty. Set a deadline for the decision, for example the afternoon of the day before the picnic.

Extra notes for school picnics

• Permissions: Make sure parental permission forms, health information and the emergency contact list are complete. For details, see our school trip checklist.
• Guidelines: Check the current guidelines of your school and of the provincial/district directorate of national education.
• Sun: Do not forget hats, sunscreen and a shaded area.

Extra notes for company picnics

• Families: If you are also inviting employees' families, plan a separate play corner for the children.
• Running order: A short opening speech, games, food and free time is a balanced order for most companies.
• Alternative activity: For teams wanting a more competitive day, a paintball event is a good complement.

For programmes tailored to organisations, see our corporate page as well.

After the picnic

A short closing at the end of the day ends the picnic on a good memory. A group photo, handing out the contest prizes and thanking the participants is enough for most groups. For school picnics, students also enjoy making a board of the day's photos in class the following week. For company picnics, getting brief feedback from participants helps you plan the next event better.

Frequently asked questions

Where is the picnic area?

The venue is chosen according to the size of the group, the date and the departure point, and is stated in the quote.

Is the picnic cancelled if it rains?

The weather is monitored for outdoor programmes. In bad weather, a change of date or an indoor option is planned together with the group.

What games are played at the picnic?

Group games such as a sack race, yoghurt eating, carrying cups with balloons, tug of war and a penalty shoot-out can be run with clowns. Games are chosen to suit the age group.

Are food and entertainment included in the package?

The catalogue lists lunch and the games and activities with clowns as extra services. Transport to the picnic site is planned as part of the programme.