Company Picnic Planning: How to Create an Event Everyone Enjoys

Company picnics can be a highlight of the year—or a logistical headache—depending on how well they’re planned. With the right timing, entertainment, and safety considerations, a company picnic can be fun, inclusive, and memorable for employees and their families.

Here are the key things to keep in mind when planning a successful company picnic.

Choose the Right Time of Year (and Time of Day)

Weather plays a huge role in attendance and enjoyment.

July & August: Heat is a major factor. The hottest part of the day is usually around 4:00 PM.
Ideal schedule: 5:00 PM start, 8:00 PM end.
June & September: Cooler temperatures allow for earlier starts.
4:00 PM is typically fine.

Planning around the heat keeps guests comfortable and helps maintain energy throughout the event.

Know Your Audience

A great company picnic entertains all age groups:

Young children
Teenagers
Adults

Parents don’t want to spend the entire event babysitting, so activities should engage kids of all ages while allowing adults to relax and socialize.

Entertainment Ideas: Inflatable Toys Done Right

Inflatable attractions are popular—but they must be handled professionally.

Best practices for inflatable toys

One trained staff member per inflatable to manage lines and safety
All inflatables must be properly staked or weighted
Place toys in shaded areas when possible to prevent burns
Plan 1 inflatable per 20 kids to avoid long lines
East Idaho winds:
- 15–20 mph is usually safe with proper anchoring
- Over 20 mph = move indoors or cancel
Liability waivers should be signed by parents or the event host
Inflatable companies should be fully insured
Rules for each toy should be clearly posted

Equipment quality matters.

Professional-grade inflatables—typically made in the USA—are safer and more durable. Inflatables purchased from big-box stores or overseas manufacturers are not designed for commercial use and can lead to equipment failure or injuries.

Understanding Pricing (You Get What You Pay For)

Lower prices often mean:

No delivery or no on-site staff
No insurance
Lower-quality, imported equipment
Limited experience

For company events, safety and reliability should always come before saving a few dollars.

Planning for Large or Community-Style Events

For bigger events:

Include at least one large attraction (like a slide) to draw attention
Interactive attractions such as obstacle courses, jousting, or mechanical rides increase participation
These attractions also double as excellent marketing tools by drawing crowds and creating excitement