Work's a picnic! When the hot days of summer are upon us, many companies reward cooped up employees with a day of fresh air and outdoor fun. Company picnics can revitalize employees and improve morale. They encourage team spirit and inner office trust as well as involve whole families in employees' work lives.A company picnic can even be relaxing--until you find out you have to plan one. There are so many details. Where do you start? Right here. All it takes is a little organization. Find out what your budget is. You also need to know what the person who assigned you this task has in mind, whether it's a

simple potluck, an inflatable carnival, or an elegant, catered garden party. Find out who will be invited (employees only or spouses, kids,extended family, friends, pets), and ask your boss how long it should last and whether you should allow alcohol. Note: Be warned that liability can become a problem if you are serving alcohol to employees before they have to drive home. While this 2torial focuses on picnics for larger companies, these general guidelines can be used on a much smaller scale as well. Get organized The first step, and the key to a successful picnic, is to get organized. Whether your company has six employees or 6,000, a notebook can keep you on track. Divide it into sections labeled Budget, Raffle Items and Party Favors, Location, Food and Beverages, Invitations, Activities and Entertainment, and Other. It's now your picnic planning guidebook. Insert information you collect (such as brochures, estimates, and receipts) into the appropriate sections and log any money spent (see Step 2). Sealable plastic slips (also called sheet protectors) come in handy for storing brochures and smaller items (like receipts) in one location. If you have help or if each department in the company is going to focus on one duty, divide the jobs by the tabs you created, giving one or two to each group of helpers.

• Give each group a detailed explanation of their responsibilities in writing. Spell out their duties, goals, and budget, but allow some freedom for their own creativity and ideas.
• Assign a leader to each group.
• Check in with leaders often to find out about their groups' progress and any problems they're having, or simply to remind everyone what's to be done next.

As coordinator, you'll be overseeing each group. Therefore, you can see where one group may be able to help another. Note: You can substitute a large box for the binder and keep it by organized taping manila files or sheet protectors to its inside walls. Inside you can collect party favors and the like. Set up your budget Although it can seem intimidating at first, a budget is the backbone of a successful picnic. Believe it or not, it can also be fun and rewarding to work with. The best way to tackle the budget is to get organized, which usually involves formatting a tracking page. Spreadsheet programs for budgeting come in handy, but you'll want to carry a printed version with you in your notebook to help you make price comparisons and to show you at a glance where you can spend more money and where you'll need to stick to your original budget.

• At the top of the first page in the budget section of your notebook, write down the amount of money your company is willing to spend.
• Under that, write down the number of employees and guests expected to attend. It's important to estimate this number even though it may change later, because all of your other planning needs will revolve around how many people are expected. Base your estimate on the previous year's event or take the number of employees and anticipate 80 percent will come. Then multiply that number by 2.5 to allow for children and spouses.
• Draw a vertical line down the center of the page. On the top of the page to the left of this line, write the word "Estimate." Positioned similarly on the right, write the word, "Actual." Under each of these words, write the total your company is willing to spend plus any money you're going to charge employees to attend.

Note: Although charging money seems to contradict the very reason for a picnic, for large companies charging a small fee helps to ensure and offset the overall costs. If employees are charged $10 for each person they bring, they're less likely to bring all their friends along on the company bill. Amusement parks sometimes charge $40 per person or higher, so even if they must pay $10 for each family member, employees are still motivated to take advantage of this discount and attend, especially when they must pay in advance.

• Down the far left of the page, list anything you might spend money on, such as the location, food, beverages, rental equipment, entertainment, and so forth.
• As you collect estimates, insert the amounts (no matter how small) next to the appropriate word in the "Estimates" column. If your estimates put you over budget, go back and negotiate prices or cut items you can borrow or do without.
• As you purchase items, insert the amounts in the "Actual" column, subtracting the amounts from the total at the top of the list as you go. When actual prices are less than the estimated cost, you'll have that much more money to spend on other stuff. Now you can easily stay within your budget.

Consider a raffle Few things can bring people out to a company picnic easier than a raffle where some lucky employee will walk away with a new stereo system, television, or guitar. Competitive games and other activities spread employees out over the entire picnic area, but a raffle at a predetermined time brings everyone back to one central location, encouraging camaraderie and excitement and re-energizing a tired crowd. If you're soliciting donations from outside companies for raffle prizes, you are, technically, at their whim and should accept any product they offer. However, this doesn't mean you can't be fairly specific in describing the type of products you'd like. Keep your company atmosphere, employees' preferences, and local geography in mind. While younger employees may be excited to win sports equipment, briefcases may be more appreciated by older, more conservative employees. Collecting raffle items takes time, so you'll want to start this step early in your planning. When soliciting for donations, approach companies you work with first--including sister companies--before reaching out to your larger community (try local record companies, newspapers, radio stations, wineries, toy stores, florists, music stores, garden shops, bath shops, manicurists, spas, golf courses, bicycle shops, sports shops, and banks). Send a letter to the companies you're requesting raffle items from about 90 days prior to the picnic, and a second a month later. This will allow plenty of time for businesses to locate items, attain any necessary approvals, and send the items to you. In these letters, thank the businesses for any past support, let them know this years' event is coming up and that you're looking for universal or promo items that can be used by anyone (baseball tickets, concert tickets, limo rides, massages, restaurant certificates, t-shirts, artwork, savings bonds, autographed items). Choose a location It's important to choose the right location for your picnic. If the area is too small for the number of people who show up, everyone will be cramped, making it difficult to play games or relax. If you choose a location that's more than 60 miles from your office, many employees may decide not to go, especially if most of them use public transportation. Choose a location that's large enough to easily accommodate all your employees plus all the estimated spouses and children. That way, you'll stay within the safety guidelines of that location, even if the turnout is higher than expected. In addition to the size of the space, you'll want to consider the facilities available (bathrooms, barbecue areas, shade) and activities provided (playgrounds, horseshoe pits, baseball diamonds). Alcohol can be another consideration: Is it sold on the premises? Do you want it to be? Note: Some parks require special licenses or insurance depending on the size of your group. You can contact your Chamber of Commerce to see if this is the case in your area. Plan the menu Now's the time to decide between a catered or potluck meal, or hot dogs purchased from a bulk food store. Deli sandwiches or cheese and meat platters are two more options. Be sure to provide options for vegetarians and people on restricted diets. Let people know on the invitations what type of food will be served. Outside vendors such as caterers or food services can ease the burden of feeding a large number of people. In some U.S. states, it's illegal to serve food to groups of more than 600 without a catering license, so be sure to know the law in your area. Communication is the key to working with outside vendors. Confirm everything that's agreed upon, and get everything in writing. In your notebook, write your menu and corresponding shopping list. Don't forget suplementary items such as coals, paper products, and extra garbage bags. Note: When estimating how much food you'll need, it's better to err on the generous side rather than run out of food. If you opt for a potluck, divide employees into groups, giving one type of course (salads, entrees, desserts) to each. Send the invitations Once you've decided on the food, location, date, and some of the activities, you can invite the staff. Handing out invitations with a paycheck ensures that each employee receives one. Deliver invitations 45 to 60 days prior to the picnic. This allows time for employees to save up for any offset costs and make arrangements to attend. The invitations should include:

• The word "picnic" and theme (if applicable)
• Time and date
• Location
• Who's invited (family, friends)
• Cost (if any) and whom to make checks out to (don't forget to include parking costs and to give a payment deadline)
• Cost for any guests not in employee's immediate family
• What to bring (potluck dish, blankets, games, baked goods for contests, swimsuits)
• Deadlines for response (if different than payment deadline)
• What will be served (ask vegetarians or anyone on a special diet to contact you directly)
• Announce the raffle and what some of the major prizes will be (and whether it's for everyone or employees only)
• A separate reply card with spaces for employee name, identification number (if applicable), and names of all guests

Periodic updates can sometimes encourage reluctant employees to attend. Post flyers around the office or send occasional emails to let people know of activities or raffle prizes that have been added. If you like, you can create a simple website where employees can RSVP, sign up for organized games, indicate special food needs, and list any game equipment they'll bring. As reply cards come in, keep a tally of how many are coming and send park entrance tickets or confirmations, raffle tickets, parking information, and any last minute information to each person who responds. Entertain the troops Most of the planning is complete and now you can really start to have some fun scheduling the day. Start by making a list of your chosen activities and assign an approximate time for each to start. At larger events, you may have several games occurring simultaneously. Nevertheless, a list can give you an idea of how much fun you can fit into one day. It's a good idea to provide this schedule to employees along with a map of the picnic area. These can go in the invitation and on the website, but also hand a printed copy to employees as they arrive at the picnic. Amusement parks can provide show schedules and maps. Typical picnics focus on sports or games, but appropriate music can really enhance a good time, too. Either plan to bring a portable CD player and batteries or consider inviting employees or local talent to play during the picnic. If several employees are in different bands, they could organize a battle of the bands. You could also invite local school choirs, bands, or marching bands to perform. For non-musical entertainment, local dance or karate schools will sometimes bring their students out for demonstrations or exhibitions free of charge. Keep all entertainment phone numbers and contact names in the appropriate section of your notebook. Confirm with each performer or group one week prior to the picnic. Does anyone on your staff have special talents like flower arranging, cake decorating, or mask making? Ask them to give demonstrations and offer to pay for extra supplies so others can try their hand at it. On the day of the picnic, don't forget to bring heavy paper and clipboards for team sign up sheets. And don't forget to publicly thank all who helped bring it about. You'll also still need your notebook. It will help you stay focused and organized, and if anything changes at the last minute, having it nearby will be key. Using these guidelines, you can host an impressive day of outdoor fun in a safe environment--just what the boss ordered.