How to Plan the Perfect Summer Picnic With Zero Experience
Ready to host your first summer picnic? Before you send out your invites, let’s cover the 7 essential tips every host should know in the beginning stages of planning. From constructing the food menu to narrowing down the guest list, I’m spilling all the tea. Let’s jump in!
I grew up planning picnics with my mom in a range of different climates. From sweltering hot meals in the Nashville sun to breezy birthday celebrations in the Boston suburbs, we’ve done it all. And I can confirm that warm summer picnics take the cake every time.
Summer picnics might seem casual, but they actually take some time to plan. Unlike indoor meals, picnics require some creativity. You don’t have access to a kitchen or a dining room, and you’re always at the mercy of Mother Nature. And trust me, she’s spares no picnic.
The good news is we created a comprehensive planning list based on years of trial and error so you can host your picnic like a pro. From picnic packing lists to food and drink recommendations, we’re sharing all of our best secrets.
Here are the 7 steps to planning the ultimate summer picnic!
1. Finalize Your Guest List
Before you pick out your location, plan your menu, or determine your theme, you need to know which guests will be attending your summer picnic. There are certain considerations like age, dietary restrictions, and accessibility, that need to be accounted for in the early stages of picnic planning.
For example, creating a lunch menu for a group of children will look different than a menu for adults. Or if there are people with food allergies in attendance, it’s better to know that ahead of time than the day of.
Depending on the size of the guest list, give yourself a few weeks to send out invitations and hear back from guests before moving on to step two. This way, guests feel included, you feel prepared, and the picnic runs smoothly.
2. Pick a Convenient Location
It’s time to set the stage. Since summer picnics are usually hosted outdoors, it’s important to find a space that offers sun and shade. Some guests (like myself) love sitting in the sun and soaking up the warmth, but others (my mom) crave the complete opposite. Finding a picnic location that offers both will ensure your guests are comfortable, and it will make your life way easier.
If your picnic spot doesn’t offer shade, you can bring foldable tents or outdoor umbrellas if the location allows. This tent option is great because it’s affordable, foldable, and fits in most cars. It comes in 3 sizes (8×8, 10×10, 12×12) and 21 colors.
Planning Tip
Be sure to check the rules and regulations of your picnic spot in the early stages of planning so your event remains in compliance. Things to look out for are the hours of operation, permit requirements, food restrictions and pet restrictions.
Some other location factors to consider:
- Is there a playground or field for younger guests?
- Is the location too crowded or too secluded?
- How easy is the picnic spot to access? Is there enough parking options and walkways for guests to safely access the picnic area?
- Are there public restrooms?
- Do you need grills? If so, are they available on site?
Once you research and narrow down your picnic location, it’s time to set a date and time.
3. Put it on the Calendar
When it rains, it pours. Summer weather can be difficult to predict, so I’d recommend picking a “hopefully the weather cooperates” date and a backup date in case it doesn’t *sigh*. Keep your eye on the weather forecast as the big day approaches. If precipitation is on the menu, give your guests a warning a few days before.
As far as the picnic time, you can’t go wrong with a late afternoon time slot. You can take advantage of the sun without suffering from peak midday heat. Just make sure you give yourself enough time to enjoy the picnic before the sun sets.
4. Create a Food & Drink Menu
Now that we have the event logistics out of the way, let’s move on to the best part – the food! When planning a picnic menu, you have to be strategic. Remember, you don’t have access to a refridgerator, prep station, or kitchen utensils. So, the menu should consist of my 3 P’s: prepared, portable, and practical.
Prepare your food ahead of time for easy set up. Make sure your meals fit in travel containers for efficient transport. And finally, make sure everything is practical for the occasion.
The same applies to the drinks. If you’re making a fruit punch or cocktail, I’d recommend batching it ahead of time and transporting it in travel carafes. This is my favorite leak-proof option from Amazon. You can get a set of 3 for only $29.95, and trust me, they work so well!
Here are some food and drink ideas that follow my 3 P’s and are super easy to prep:
Food & Drink Ideas
When thinking about what to include, I recommend prioritizing prep time, budget, and dietary restrictions. Be realistic about how much time you want to devote to prep, and plan backwards from there.
4. Build the Ultimate Picnic Toolkit
The best way to prepare for a successful picnic is to stock up on the essentials. Here is everything I use to host picnics, big and small…plus a few things I’m adding to my list this season.
Picnic Toolkit
Picnic Essentials
5. Plan Activities
I always recommend bringing outdoor games or activities to keep the energy high during a summer picnic. From a soccer ball or frisbee to a deck of cards, you can totally customize the activities based on the age and interests of your guests. You can even ask your guests to bring their favorite outdoor activity and learn something new!
6. Set the Vibe
Curate the ultimate summer picnic vibe with a personalized playlist for your event and a few easy-to-set-up decorations. I’ve used this outdoor, portable, waterproof Bose speaker for years and it never fails me. It connects instantly to my phone and makes it so easy to play my picnic playlist in any location.
As for decorations, think flameless candles, a fun tablecloth or even banners. Just a few thoughtful details can completely transform the vibe from boring to picnic paradise.
RELATED POST: 17+ Outdoor Summer Decorating Ideas for Every Size Backyard
7. Expect the Unexpected
Summer picnics rarely go as planned– and that’s what makes them fun! Unpredictable weather, last-minute cancellations, hot summer sun, and swarms of bugs can put a damper on your carefully-planned event. But remember this, you can only control what you can control. Let the rest slide, have fun, and enjoy the fruits of your labor!
Happy picnic-ing!
This post is all about how to host a summer picnic.
