Lesson Plan Industry Sector
Hospitality, Tourism & Recreation

Lesson Plan Originally Created By: Erin Conaway

Planning a company picnic

Part of Unit: Assemblies and Event Management

Lesson Plan Overview / Details

Students will assume the role of event planner for a company and design a memo to company employee's inviting them to the annual company picnic. In addition they will take care of all arrangements for planning the picnic.

Lesson Time

5 Minutes
1 Hour
1 Class Period
Guided Practice
2 Class Periods
Independent Practice
4 Class Periods

Objectives and Goals

  • The student will be able to organize and plan a company event
  • The student will be able to make a spreadsheet with all employees information
  • The student will be able to budget and spend companies money wisely
  • The student will be able to explain the career of an event planner

Activities in this Lesson

  • Define terms Hooks / Set

    Watch youtube video about being an event planner. Student will write all the words that they think may be key vocabulary words.


    Words should be:

    corporate event planning

    wedding planner


    independent contractors


    holiday party


    event planner

    They may come up with others as well

    When the video is done, have students write.......

    In your own words define what an event planner does.

  • Teacher will go over vocabulary with the class, which words they should have found and what they mean.

    corporate event planning

    wedding planner


    independent contractors

    holiday party


    event planner (defined below)

    Teacher- defines Event planning is the process of planning a festival, ceremony, competition, party, or convention. Event planning includes budgeting, establishing dates and alternate dates, selecting and reserving the event site, acquiring permits, and coordinating transportation and parking. Event planning also includes some or all of the following, depending on the event: developing a theme or motif for the event: arranging for speakers and alternate speakers, coordinating location support (such as electricity and other utilities), arranging decor, tables, chairs, tents, event support and security, catering, police, fire, portable toilets, parking, signage, emergency plans, health care professionals, and cleanup.  afdfs Todakgkfgk    





  • Explain the project Demo / Modeling

    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.

  • Computer time Guided Practice

    I take my classes to the computer lab for the first two periods so that they can come up with a company name and start on the employee database.  I also have them look at possible places to host their picinic as well as time to look at different themes and start their company memo.  When their memo is done I save a copy on my flash drive for later use.

    I will also take them later in the project to finalize anything they need to type or lookup.

  • Organizing the company picnic Independent Practice

    Students will start their projects at this point the first 2-3 class periods in the computer lab for the students to start researching companies and coming up with ideas.  They can also research places to host their picnics.  The rest of the work will be done over the course of the next weeks in the classroom and for homework.  Everything they come up with should be put in their portfolios.  This portfolio should include, company memo, data base with company employees, name tag design, grocery store prices or catering quotes, specifications of the picnic location and a spreadsheet of the total cost of the picnic.



    Resources and Materials

    • Example of spreadsheet.xls [ Download ] null
    • annual company picnic.doc [ Download ] null


Assessment Types:
Portfolios, Observations,

Each student will turn in all of their work in portfolio form showing examples of all of their work.  The teacher will show a slide show of all of the company picnic memos made by the students.