Part of Lesson Plan: Planning a company picnic

Activity Overview / Details

As you can see there is a lot more that goes into being an event planner than just organizing the event itself.

Today we are going to discuss all of the steps both involved in this project and duties of an event planner. You have already gone through the job shadow of an event planner so you know some of the job responsibilities that are required.  Please take notes on all steps so that you fully understand what is expected of you for this particular project. 

1. You are to design a company and determine it's size, you may use an existing company name or make one up on your own.  Remember that the larger the company the larger the party and visa versa.

2. You are to choose a location and a date for your company picnic as well as a theme and write a memo that you will send out to the whole company. Things that you want to keep in mind is where your employees live compared to where the company is (you don't want anyone driving too far).  Also think who will be invited typically company picnics are held during the summer and most invite the whole family, others will have it during a regular work day with employees only this information should be included on the memo as well as the time, date, and theme.  Take your time to make an attractive memo.

3. Create a data base with employees first and last names, job title, email address and home address (you may use a phone book to help you make up these names and addresses). You must have at least 10-12 names.

4. Design and make name tags for your employees.

5. Next thing to do is plan the menu for the event, what foods will you be serving, will is be just snacks and drinks or a full lunch.  You must go into a local grocery store or go online and price how much these particular foods will cost. You also need to know what amounts you will need.  You also have the option of having your party catered but you must also have a list of foods that will be served and a realistic price quote per person. Drinks may be an extra cost as well.

6. Think about everything that you will need to host the party, depending on where it is you may need to rent tables and chairs, plates, napkins and utensils, games and prizes, things for kids to do if they are invited. Entertainment is something else that you may be interested in providing.  Even if you host this event at a local park it will most likely cost you money, you must make a reservation so that you are guaranteed the space that you need.

7. Last you will need to make a spread sheet of everything for your party, what is the total cost per person for everything listed above?  You will need to come up with a formula that includes the total cost of everything and divide by how many people are attending to find out how much it will cost per person.

You will turn in a portfolio at the end of this project that includes your company memo, database of employees, name tags and cost spread sheet that explains how much money you spent and on what.