How to Plan a Corporate Picnic in the Twin Cities

Corporate picnics have a reputation for being either genuinely fun or quietly dreaded depending on how well they're planned. The difference usually comes down to a few key decisions made early: where you hold it, how many people can actually sit down comfortably, whether there's shade, and whether the food runs out before the line does.

If you're the person tasked with planning your company's summer picnic in the Twin Cities, this guide walks you through everything you need to pull it off without the stress.

Location is Everything

Start With the Right Venue

The Twin Cities south metro has no shortage of great outdoor spaces for a corporate picnic. A few things to look for when evaluating venues:

Open green space — You'll want enough room for seating, food stations, lawn games, and some buffer between it all. Crowded picnics feel chaotic fast.

Shade or shelter — A Minnesota July afternoon can hit 90 degrees with full sun. Either choose a venue with mature trees or plan to bring a tent. This is non-negotiable for events over 50 people.

Parking — Corporate events often pull people from multiple locations. Easy, ample parking matters more than it does for a wedding.

Restroom access — Public parks sometimes have limited facilities. Know what's available before you commit.

Popular south metro options include Lebanon Hills Regional Park in Eagan, Alimagnet Park in Burnsville, and Murphy-Hanrehan Park Reserve in Savage — all of which have pavilion areas and open space suitable for groups of 50 to several hundred.

Figure Out Your Headcount First

Everything else flows from this. Your headcount determines your tent size, table and chair count, food quantities, and overall logistics. Get a realistic number early — and then add 10% for last-minute additions.

A general rule for outdoor seated events:

  • Seated meal at rectangular tables: 6–8 people per 8-foot table
  • Casual picnic-style seating: 8–10 people per picnic table or similar
  • Mix of seated and standing/lawn areas: Budget about 15 square feet per person under the tent

For a group of 100 employees, you're typically looking at 12–14 eight-foot tables, 100 chairs, and a tent in the 30x60 or 40x60 range depending on your layout and whether you're including a food station or activity area inside.

Decide on Your Tent Setup

If your venue doesn't have a covered pavilion — or if the pavilion isn't big enough — a tent rental is your best investment. Tents serve two functions at a corporate picnic: they provide shade for seated guests during the meal, and they give you a rain backup so the event isn't weather-dependent.

Frame tents are typically the best choice for corporate picnics because they work on hard surfaces like parking lots and concrete pads, and they leave the full interior floor plan open without center poles getting in the way of your layout.

Pole tents are a great option if you're on open grass and want a more classic, festive look at a lower price point.

For most corporate picnics in the 75–200 person range, a 30x60 or 40x80 frame tent covers seating comfortably with room for a food station and some breathing room. If you're adding lawn games or a DJ setup, size up.

Don't forget sidewalls — having a set on standby costs very little and can save the event if an afternoon storm rolls through. Check out our Tent Guides and our Tent Collection.

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Tables, Chairs, and the Basics

Once you know your headcount and tent size, your rental list comes together quickly. Here's a starting framework for a 100-person corporate picnic:

  • 14–16 rectangular 8-foot tables for seating
  • 2–4 additional tables for food service, a drinks station, or a gift/raffle table
  • 100 folding chairs (add 10% buffer)
  • Linens — even simple solid-color tablecloths elevate the look significantly and protect tables from food and drinks
  • Serving equipment — chafing dishes, serving utensils, and napkins if your caterer doesn't provide them

If you're serving beverages — which you should be on a hot summer day — a couple of chill tables (large beverage tubs filled with ice) are one of the best additions you can make to a corporate picnic. They keep canned drinks, water bottles, and seltzers ice cold and accessible without requiring a full bar setup. Guests can grab what they need without waiting in line, and they look great set up near the entrance or along the perimeter of the tent.

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Food and Catering

For corporate picnics, the most popular formats are buffet-style catering and food trucks. Both work well outdoors and allow guests to eat on a flexible schedule rather than a fixed seating time.

A few things to confirm with your caterer regardless of format:

  • Can they accommodate dietary restrictions (vegetarian, gluten-free, allergies)?
  • Do they provide serving equipment and staff, or do you need to rent separately?
  • What's their plan if headcount changes within two weeks of the event?

If you're going the food truck route, confirm whether the truck needs power hookups and whether your venue allows vendor vehicles on the grounds.

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