COMPANY PICNIC PROFESSIONALS
How We Quote
It all starts with a phone call – one call does it all!
We believe great events start with truly understanding our clients. By getting to know your organization, we ensure every detail aligns with your objectives and delivers a custom-tailored experience designed around your goals. Planning a company picnic on your own can be overwhelming and stressful. That’s where Picnic Master Incorporated comes in. With 30 years of experience producing unforgettable outdoor corporate picnics, we bring the expertise, creativity, and knowledge needed to make your event seamless, enjoyable, and successful. Now is the time to relax, lean on our team, and take advantage of everything we’ve learned from three decades of creating exceptional events.
What Is the Process for Requesting a Company Picnic Proposal?
We begin with a brief phone conversation or by joining your planning committee via a Teams call. This initial discussion allows us to get to know your organization, understand your vision, and gather the key details needed to develop a precise, customized proposal aligned with your event objectives.
1) Estimated Attendance
We will discuss an estimated attendance for your event. You may know this number from previous events, or we are happy to share suggested formulas we have found to be useful based upon our many years of experience performing family day company picnics. We find most companies are prone to overestimate their guest count and this can waste budget money that could go towards great bingo or raffle prizes.
2) Attendance-Driven Planning
Once your estimated attendance is established, we can recommend the appropriate tent sizing for lunch seating, buffet service, and other key event areas.
Your guest count also guides us in proposing the ideal mix and quantity of entertainment and activities. This ensures guests of all ages remain engaged while minimizing wait times and avoiding long lines.
3) Event Site Selection & Planning
We are happy to provide guidance in selecting the ideal location for your event — whether at your facility, a public park, or an indoor venue such as an arena. In fact, most of our company picnics are successfully hosted right at our clients’ facilities.
Corporate picnics are often paired with an open house, giving families a chance to see firsthand what their loved ones do at work. These events also provide a wonderful opportunity to showcase pride in a new facility, recent renovations, or a plant expansion.
Once the event site and your objectives are established, our team applies its experience and expertise to develop a detailed site plan diagram. This layout illustrates all aspects of your event, ensuring optimal equipment placement, smooth traffic flow, and a comfortable guest experience.
4) How Site Selection Can Affect Event Costs
Your choice of event location can significantly influence overall costs. Grass surfaces are generally the most preferred and costeffective option for setting up a company picnic.
Tent installation on asphalt is typically more expensive than on grass. When staking is not permitted, tents must be secured using weights, which increases both labor and equipment costs. If setup on asphalt is necessary, a widely used and more economical solution is staking directly into the asphalt rather than relying on tent weights. The small stake holes are properly filled upon removal and do not damage the parking lot.
Additionally, hosting your event at a local park with a pavilion or at an indoor venue may reduce or even eliminate the need for large tent installations, potentially resulting in meaningful cost savings.
5) How Picnic Master Operates Differently
Picnic Master operates under a business model that differs from traditional rental companies — we specialize exclusively in producing fully turnkey company picnics.
We emphasize this distinction because, unlike rental providers, our inventory is not offered for standalone rental or use at other types of events. As a result, we do not maintain itemized equipment price lists.
That said, we are always happy to provide separated cost breakdowns when helpful, such as for catering packages, tenting, or adjustments involving entertainment additions or substitutions within your proposal.
Because we own our inventory and do not operate at the high volumes typical of rental companies, our equipment maintains a level of quality and appearance that avoids the wear and tear often seen in the rental market.
Our events are comprehensive and all-inclusive, typically covering:
Event logistics and coordination
Professional staffing
Décor and theming
Unique, engaging entertainment
Tents, tables with coverings, and chairs
Generators and power management
Trash removal and cleanup
Insurance coverage
6) Proposal Development & Review
After gathering the necessary information, we typically deliver your customized proposal within one to two business days. Your proposal will outline every detail needed to produce a spectacular, one-of-a-kind event.
Once you’ve had time to review it, our team is readily available to answer questions, discuss options, and make any adjustments to ensure the plan perfectly aligns with your vision and objectives.
7) Agreement & Payment Terms
Once your proposal is finalized, we will issue an Event Agreement along with an invoice for a 30% deposit. The deposit secures our services for your selected event date.
A final payment invoice will be sent during the week following your event. Payment is due within 60 days after the event date.
For new clients, please provide any required vendor onboarding forms to ensure timely processing. Picnic Master is fully insured and can supply proof of coverage for liability, auto, and workers’ compensation as requested.
8) Our Policies Takes a More Client-Friendly Approach
We encourage you to compare our policies with others. We understand that weather is unpredictable and that Sunday reschedules aren’t always practical for employees, families, or venues.
Our rain policy offers greater flexibility, including options to reschedule to a future date, especially for late-season events - without penalties. In short, while many providers limit your options, Picnic Master prioritizes flexibility, fairness, and peace of mind.
It All Starts with a Phone Call
One Call Does It All!
