The Ultimate Guide to Purchasing Supplies for an Employee Appreciation Picnic

Kind Reader, if you’re planning an employee appreciation picnic, the first thing you need to think about is purchasing supplies. Whether you’re a seasoned event planner or you’re tackling this task for the first time, it’s important to have a solid plan of action to ensure everything runs smoothly. From utensils and plates to drinks and decorations, there are a variety of items you’ll need to purchase to make this special day a success. Let’s take a closer look at what’s involved in purchasing supplies for an employee appreciation picnic.

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Essential Supplies for an Employee Appreciation Picnic

you-need-to-purchase-supplies-for-an-employee-appreciation-picnic,employee appreciation picnic supplies,thqemployeepicnicsupplies

Planning a successful and memorable employee appreciation picnic requires careful consideration of several factors, including the food and drinks to serve, the outdoor activities to organize, and the decorations to set up. However, before you can proceed with the fun and games, you need to purchase supplies for an employee appreciation picnic that will make the event comfortable, safe, and convenient for everyone involved.

Table and Chairs

One of the most basic but crucial supplies you need to purchase for an employee appreciation picnic is a set of sturdy tables and chairs. Depending on the number of employees attending, you may need to rent or buy several sets to accommodate everyone. Make sure to choose furniture that is weather-resistant, easy to clean, and comfortable to sit on. You can also add tablecloths and chair covers that match the color scheme or theme of the event to make it more festive.

Shade and Shelter

Another important consideration when purchasing supplies for an employee appreciation picnic is the shade and shelter from the weather. You can set up large commercial tents or pop-up canopies that provide ample shade and protection from wind and rain. Make sure to secure the tents or canopies to the ground with stakes or weights to prevent them from toppling over or flying away. You can also add sidewalls, windows, and doors for privacy, ventilation, and circulation.

Beverages and Ice

Of course, no employee appreciation picnic is complete without refreshing beverages and plenty of ice to keep them cool. You can serve a variety of drinks, such as soda, water, lemonade, or iced tea, in large dispensers or coolers. Make sure to label each container clearly and provide cups, straws, and napkins for easy and hygienic serving. You can also add flavorings, fruits, or garnishes to enhance the taste and appeal of the drinks.

Utensils and Serveware

In addition to beverages, you need to purchase supplies for serving food and snacks at the employee appreciation picnic. You can choose from disposable or reusable utensils, plates, bowls, and trays that suit your budget and preferences. Make sure to have enough for each employee to avoid running out or causing delays. You can also label the serveware with the names of the dishes or snacks to avoid confusion or allergies.

No LSI Keywords
1 employee appreciation picnic supplies
2 outdoor activities
3 decorations
4 comfortable
5 safe
6 convenient
7 food and drinks

What Supplies do You Need for an Employee Appreciation Picnic?

you-need-to-purchase-supplies-for-an-employee-appreciation-picnic,Employee Appreciation Picnic Supplies,thqemployeeappreciationpicnicsupplies

Organizing an employee appreciation picnic is all about making your employees feel valued, while also giving them an opportunity to relax and socialize with their colleagues. For a successful picnic, you need to make sure that you have all the necessary supplies. Here are the supplies that you need for an employee appreciation picnic:

Tables and Chairs

For the seating arrangements, make sure you have enough tables and chairs for everyone attending. You can rent tables and chairs from event rental companies or consider using picnic benches if the venue provides them.


Since your employee appreciation picnic will most likely take place outdoors, you need to make sure that you have plenty of coolers to keep food and drinks cold. It’s important to have separate coolers for food and drinks to avoid cross-contamination.

Tablecloths and Napkins

To create a festive and inviting atmosphere, consider using festive tablecloths and napkins for your picnic tables. This will help make the event feel special and show your employees that you put effort into planning the picnic.

Sunscreen and Bug Spray

Outdoor picnics also mean dealing with the sun and bugs. Make sure that you have plenty of sunscreen and bug spray available to help protect your employees from the sun’s harmful rays and prevent bug bites.

Plates and Utensils

You want to make sure that your employees have everything they need to enjoy their meals. Make sure that you have enough plates, cups, and utensils for everyone, and consider using compostable or biodegradable options to reduce waste.

Games and Activities

Provide games and activities to encourage your employees to engage with one another and have fun. Activities could include sports tournaments, board games, or other outdoor games like cornhole or giant Jenga.

Gift Bags

A thoughtful gesture of appreciation for employees attending could be to give them gift bags. These could include company-branded merchandise or small items like water bottles, mugs, or keychains. This will make your employees feel appreciated and valued.

No Item Quantity Supplier Price per unit (USD)
1 Burgers 50 Meat Emporium 2.50
2 Hot dogs 50 Bunz R Us 1.50
3 Buns 100 Bunz R Us 0.50
4 Condiments (ketchup, mustard, relish) 100 Costco 0.10
5 Chips 100 Snack Castle 0.75
6 Fruit salad 5 lbs Fresh N Fruity 1.50 per lb
7 Cookies 50 Baked Delights 0.75
8 Soda (Coke, Sprite, Diet Coke) 100 cans Costco 0.25
9 Water bottles 50 Costco 0.10
10 Paper plates 200 Party City 0.05
11 Napkins 200 Party City 0.03
12 Plastic utensils 200 Party City 0.05
13 Trash bags 4 Home Depot 5.00

Food Supplies

you-need-to-purchase-supplies-for-an-employee-appreciation-picnic,Food Supplies,thqfoodsupplies

Providing tasty and quality food is essential for an employee appreciation picnic. It’s a great way to show your employees that you value their work and contribution to the company. Depending on your budget and number of attendees, you can choose from a wide variety of food supplies. Below are some of the essential food supplies you will need:

1. Drinks

It’s important to keep your employees hydrated during the picnic. Opt for drinks that are appealing and refreshing such as fresh fruit juices, infused waters, and soda. You can also add a touch of adult flavor by offering beer or wine for much-needed relaxation.

2. Snacks

Snacks are the perfect addition to any picnic, and they’re easy to eat while folks mingle. They also help to create a festive atmosphere and hold your guests over between meals. Chips, popcorn, cookies, and pre-packaged snacks can be a great addition to your picnic. You may also opt for healthy snack options like granola bars and fresh fruits to promote healthy eating.

3. Main Course Meals

No one likes to miss out on a hearty meal. Burgers, hotdogs, and grilled chicken are popular options for a picnic. However, vegetarian options are also available for guests who prefer a plant-based diet. You may opt for vegetable skewers, quinoa burgers, or bean salads as alternatives.

4. Desserts

Don’t forget to add a little sweetness to your picnic! Desserts are a great way to cap off a meal, and they’re something most people look forward to. Ice cream, cake, and cookies are some popular dessert choices for such events.

5. Condiments and utensils

Don’t forget condiments to add a little flavor to your dishes. Include condiments like sauces, cheese, and dressings. You should also provide utensils and napkins, plates, cups, and bowls as well as any required accessories like a grill, toaster, or cooler.

No Recommended Foods
1 Burgers, hotdogs, and grilled chicken
2 Vegetable skewers, quinoa burgers, or bean salads
3 Ice cream, cake, and cookies
4 Chips, popcorn, cookies, and pre-packaged snacks
5 Fresh fruit juices, infused waters, and soda

Games and Activities

you-need-to-purchase-supplies-for-an-employee-appreciation-picnic,Games and Activities,thqgamesandactivities

Providing fun and engaging games and activities for your employee appreciation picnic will ensure that your employees have an unforgettable time. Make sure to have options that cater to all ages and abilities to keep everyone involved and having fun. Here are some great ideas for games and activities:

1. Giant Tic Tac Toe

This is a perfect game for both kids and adults. All you need is a large foam board and some washable paint. Use circles and crosses to create your game board, and voila! A giant version of the classic game will keep your employees entertained for hours.

2. Cornhole Toss

Cornhole Toss is a classic game and is perfect for outdoor events. All you need are some cornhole boards, bean bags, and a scoring system. It’s a great game for people of all ages and increases participation.

3. Guitar Hero or Karaoke

This is a great option if you want something less physical. Karaoke allows your guests to showcase their talent and have fun, while Guitar Hero lets them rock out like superstars. Set up your TV and gaming console for maximum entertainment.

4. Wet sponge dodgeball

This game is sure to be a hit for your employees. Fill buckets with water and place them at either end of the playing field. Divide your guests into two teams and then throw wet sponges at each other.

5. Photo-booths and Scavenger Hunts

Photo booths and scavenger hunts are perfect combos for employee appreciation events. Set up a photo-booth and choose a theme for the scavenger hunt to engage attendees.

No Recommended Activities
1 Giant Tic Tac Toe
2 Cornhole Toss
3 Guitar Hero or Karaoke
4 Wet sponge dodgeball
5 Photo-booths and Scavenger Hunts

Food Supplies for Employee Appreciation Picnic

you-need-to-purchase-supplies-for-an-employee-appreciation-picnic,Food Supplies for Employee Appreciation Picnic,thqFoodSuppliesforEmployeeAppreciationPicnic

Catering is a crucial aspect of an employee appreciation picnic. Your choice of foods and drinks should cater to the majority of your employees’ dietary preferences. Opt for easy-to-portable finger foods like sandwiches, salads, chips, fruit, cold cuts, and dips. One way to avoid running out of food or drinks is to assign an employee volunteer to bring enough of the specified food or drink for the day. Alternatively, you can hire a catering service to handle everything from the menu to the drinks to table settings. Nonetheless, keep in mind that your menu should cater to everyone, including vegetarian employees.

Food Selections

Here are some healthy food selections that you can serve at your employee appreciation picnic:

No Food selection
1 Meat and Cheese Platters with Crackers
2 Spinach and Artichoke Dip with Vegetables
3 Charcuterie Boards
4 Grilled Chicken and Vegetable Kabobs
5 Mini Caprese Salad Skewers
6 Fruit Salad
7 Meatless Options (i.e. veggie burgers, tofu kabobs)


Besides food, you also have to consider the drinks to serve at your picnic. Drinking coffee may help keep your employees awake and attentive during the picnic, but you also have to cater to the thirst needs for those who do not drink coffee. Drinks such as lemonade, tea, soda, and other cold drinks are excellent options during hot weather as well as water, sparkling or still, to keep everyone hydrated.

Utensils and Supplies

you-need-to-purchase-supplies-for-an-employee-appreciation-picnic,Utensils and Supplies,thqUtensilsandSupplies

When purchasing Utensils and Supplies for your Employee Appreciation Picnic, consider the, what materials can be used, and what is durable for the day. Disposable plates and cups usually are the best options since they offer an eco-friendly alternative to standard plastic ware. Purchasing them in bulk is a wise decision because that keeps the costs down and can prevent running out of supplies, especially if you’re hosting the party away from a kitchen. Remember that they should be sufficient for everybody and there should also be extra.

Paper plates, cups, and napkins

Paper plates, cups, and napkins are the most common utensils required for the employee appreciation picnic, but they must be durable. Make sure to choose the ones that are environment friendly and biodegradable, making a conscious effort to limit the damage to the environment. You can also get utensils that have been pre-packaged, this ensures that enough utensils and napkins for everyone.

Tablecloths and Garbage Bags

You’ll need multiple tablecloths for the picnic tables and the trash cans. Wipe down the tables when meals are over to keep them clean and plan to switch out the trash bags frequently, so litter and food waste do not overshoot.


you-need-to-purchase-supplies-for-an-employee-appreciation-picnic,Decorations for an Employee Appreciation Picnic,thqDecorations-for-an-Employee-Appreciation-Picnic

Decorations can make a big difference in creating a festive atmosphere for your employee appreciation picnic. You’ll want to choose decorations that match the theme of your event and are appropriate for the type of guests you’re inviting. Balloons, streamers, and banners are simple but effective decorations that can be used for any type of picnic. For a more specific theme, consider decorations like Hawaiian leis and grass skirts or baseball team banners and pennants.

Color Schemes

When planning your decorations, it’s important to choose a color scheme that matches your company’s branding or the theme of your event. It’s a good idea to stick to 2-3 colors, so that the decorations aren’t too overwhelming. For example, if your company’s colors are blue and green, you could use blue and green tablecloths, balloons, and plates. If you’re having a Hawaiian-themed event, bright colors like red, yellow, and blue might be more appropriate.

DIY Decorations

If you’re on a tight budget, making your own decorations can be a cost-effective way to add some personality to your event. Some simple DIY decoration ideas include creating photo backdrops, making paper flowers, and painting signs or banners. You can find plenty of inspiration on websites like Pinterest and YouTube.

Cookout Supplies

you-need-to-purchase-supplies-for-an-employee-appreciation-picnic,Cookout Supplies for an Employee Appreciation Picnic,thqCookout-Supplies-for-an-Employee-Appreciation-Picnic

When it comes to cookout supplies, you’ll need to have the right equipment to cook and serve your food. This includes grills, utensils, serving dishes, and plates and cups. It’s important to make sure you have enough supplies for all of your attendees, so consider using a catering company or asking attendees to bring their own dishes.


The most important cookout supply is, of course, the food! When choosing what to serve at your employee appreciation picnic, consider foods that are easy to prepare and serve. Some popular cookout foods include burgers, hot dogs, grilled chicken, potato salad, and fruit salad. If you’re inviting guests with dietary restrictions, be sure to have vegetarian and gluten-free options available.


In addition to food, you’ll need to have plenty of drinks available for your guests. Water and soda are standard options, but you could also consider making a signature cocktail or serving beer and wine. Make sure to have enough drinks on hand to last throughout the entire event.

Food and Drinks

you-need-to-purchase-supplies-for-an-employee-appreciation-picnic,Food and Drinks,thqFoodandDrinks

Food and drinks are the heart of any picnic, and your employee appreciation event should be no exception. The menu should be a combination of easy-to-eat finger foods, refreshing drinks, and sweet desserts.

Menu Planning

A thoughtful menu planning will ensure that everyone is happy and full. Start by deciding what type of menu you want – will it be a barbecue, buffet, or potluck? You can also consider the dietary restrictions of your employees and provide appropriate options.

Food and Drink Supplies

Make a list of all the supplies you will need to serve the food and drinks. This includes paper plates, cups, utensils, napkins, tablecloths, serving dishes, coolers, ice, and more. Rent or purchase these supplies based on the size of your event and the number of attendees.

Games and Activities

you-need-to-purchase-supplies-for-an-employee-appreciation-picnic,Games and Activities,thqgamesandactivities

No employee appreciation picnic is complete without some fun games and activities to keep everyone engaged and entertained. Games and activities can help employees to bond with their colleagues and create a positive team environment.

Ideas for Games and Activities

There are endless options for games and activities that you can choose for your employee appreciation picnic. Some popular ideas include cornhole, tug of war, frisbee, volleyball, and relay races. You can also consider hiring a professional entertainer or renting a photo booth.

Supplies for Games and Activities

Make a list of all the supplies you will need to organize the games and activities. This includes gaming equipment, prizes, decorations, and more. Rent or purchase these supplies based on the type and number of activities you plan to have.

Outdoor Décor

you-need-to-purchase-supplies-for-an-employee-appreciation-picnic,Outdoor Décor,thqOutdoorDA©cor

Make your employee appreciation picnic exciting with an impressive outdoor décor and create memories that will last a lifetime. Decorating an outdoor venue can be more challenging compared to an indoor venue, but it can be an opportunity to have a lot of fun. Here are some ideas to get you started for your outdoor employee appreciation picnic.

Theme-Based Decoration

You can create an eye-catching theme that matches the goals of the event. You can set up a beach scene or a camping trip in the park or garden. An all-white décor or a rustic detailed décor can add value to the ambience of the venue.

Decoration Essentials

The decoration essentials for an outdoor event includes tablecloths, table runners, centerpieces, balloons, banners, and signs to help guests find their way easily. It is important to ensure that the decorations match with your theme. For example, if you’re going for a beach theme, use shades of blues and sea green balloons.

No Outdoor Décor ideas
1 Set up a beach scene or a camping trip in the park or garden
2 Choose a specific theme that matches the goals of the event
3 Use tablecloths, table runners, centerpieces, balloons, banners, and signs as your decoration essentials

Employee Appreciation Picnic Supply Purchase FAQ

Answers to commonly asked questions about purchasing supplies for an employee appreciation picnic.

1. What supplies do I need to purchase?

You’ll need to purchase items such as food, drinks, plates, utensils, cups, napkins, and decorations.

2. How many supplies should I purchase?

The amount of supplies you’ll need will depend on the number of employees attending the picnic. Make sure to estimate the total headcount in advance.

3. Should I ask employees for dietary restrictions?

Yes, you should ask if any employees have dietary restrictions such as food allergies or vegetarian/vegan preferences so you can plan accordingly.

4. Can I buy supplies at a discount store?

Yes, discount stores or bulk-buying clubs can be a great option to save on costs while still providing necessary supplies.

5. Should I purchase disposable or reusable plates and utensils?

It’s generally easier to use disposable plates and utensils, but if you’re aiming for an eco-friendly event, you can opt for reusable ones.

6. How far in advance should I purchase supplies?

You should purchase supplies in advance, preferably a week or two before the picnic, to avoid any last-minute rush or stock shortages.

7. What type of food should I purchase?

This depends on your budget, but generally, items like grilled burgers, hot dogs, salads, fruits, and desserts are popular choices for picnics.

8. Should I buy drinks in bulk?

Yes, buying drinks in bulk is a cost-effective solution rather than buying individual drinks.

9. Should I prepare for rain or bad weather?

Yes, it’s best to have a contingency plan in case of bad weather. You can rent a tent or have an indoor alternative location in case of rain.

10. Can employees bring their own food and drinks?

If you’re organizing a potluck-style picnic, you can encourage employees to bring their own food and drinks. Otherwise, you should provide food and drinks to ensure fair distribution.

11. Should I provide entertainment or games?

Providing games or entertainment like music or a trivia contest can be a fun addition to the picnic, but it’s not a necessity.

12. Do I need to hire staff or caterers for the event?

Unless you’re organizing a large-scale event, you can handle the supply purchase and food preparation yourself. No need to hire additional staff or caterers.

13. Can I ask for help from volunteers?

Yes, if you have enthusiastic and voluntary employees, you can ask them to assist with setting up tables, chairs, and decorations.

14. Should I provide seating arrangements for employees?

Yes, you should provide seating arrangements such as tables and chairs. This ensures comfort and convenience for the employees, plus helps promote socializing with each other.

15. Should I have a dress code for the event?

No, it’s not necessary to have a dress code for a casual picnic event.

16. Should I get feedback after the event?

Yes, getting feedback from employees can help improve future events and provide better insights into their preferences.

17. Should I have a first aid kit on site?

Yes, having a first aid kit on-site is recommended in case of any accidents or injuries.

18. Is it necessary to have a budget plan beforehand?

Yes, it’s important to have a budget plan beforehand in order to avoid overspending and stick to a limit.

19. Should I create a checklist?

Yes, creating a checklist can be helpful in ensuring you have all the necessary supplies and don’t forget any important items.

20. How should I transport the supplies?

You can use a vehicle or rent a van to transport the supplies to the picnic location. Make sure to have enough space in the vehicle and secure the items properly during transit.

21. Can I involve employees in the picnic planning process instead of doing everything myself?

Yes, involving employees in planning and organizing the picnic can create a sense of engagement and teamwork.

22. Should I consider location and accessibility?

Yes, when choosing a location for the picnic, you should consider accessibility for employees, parking availability, and proximity to public transportation.

23. Can I have the picnic outside of regular work hours?

Yes, you can plan the picnic outside regular work hours, such as during weekends or after work hours.

24. Should I create a timeline for the event?

Yes, creating a timeline can help you stay on track and avoid unnecessary delays.

25. Can I ask employees to bring their families or friends to the picnic?

Yes, you can invite employees’ families or friends to the picnic, but make sure to plan for additional supplies and space requirements.

To plan and execute a successful employee appreciation picnic, you may need to purchase supplies such as a modern outdoor picnic table and a monogrammed picnic blanket.

Let’s Get the Party Started!

Well, Kind Reader, now that we have discussed all the supplies you need for your employee appreciation picnic, it’s time to start planning and shopping! Remember to keep it simple and enjoyable for all, mix and match supplies to create a fun atmosphere. We hope this article has helped you in organizing a memorable event and boosting staff morale. Thank you for reading and don’t hesitate to visit us again for more helpful tips and information. Happy partying!

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