1. Establish a Vision: Ask the "who" and "what" questions. Special events are all about expectations. Who is being entertained and what is the purpose of the event? What impression or memory do I want my guests to leave with?

2. Form a Strategy for reaching your Vision: This is the "how" question. Form a list of priorities for your event and rank in order of importance. Develop any number of committees, find volunteers, and begin the planning and coordinating process. You can also hire an event coordinating company that provides this service for you.

3. Establish the event Date, Site and Timeframe: These are the "when" and "where" questions. The date, site and time frame are vital to achieving you vision and event goals. The biggest challenge will be finding the appropriate site that is available on the date and time desired.

4. Establish an Event Budget: Plan your budget around the four major event areas: Site, Activities, Entertainment and Catering. If you are using professional event planners, budget this in as a fifth area. Add at least 10% to your overall budget to cover unexpected or incidental costs.

5. Determine steps 1-4 as early as possible: Planning and coordinating the event as early as possible will not only help in getting what's needed for your event from the subcontractors, but will also help keep your costs down.

6. Determine the Event Menu: Depending on event themes, time of year, and event demographics, the food selection and presentation will make or break the success of your event. Make sure you take into account the various ages and potential menu preferences of your guests.

7. Determine Entertainment, Activities and Event Structures: How are you going to keep everyone, of all ages, entertained throughout the event? Have you thought of something unexpected that will thrill and entertain? Is the entertainment different from "last year"? don't forget about spectators! Not everyone will want to get involved but some people will have just as much fun watching others. Make sure that everyone has a place to sit down, eat, and stay covered from sun or rain (depending on the season.) Make sure that ample restrooms are available, that your event is handicapped friendly and that adequate parking is available. Lastly be sure that your subcontractors have their needs met, i.e. water, power, payment and accessibility requirements.

8. Put an Event Site Layout Together: Plan and place all event activities in a way that is participant friendly, i.e. make sure kids have a safe place to enjoy the event. Make sure there are several lines for food.

9. Promote the event: Create and post or send information to possible attendees. Use processes that will facilitate confirmation of the number of attendees so that you can plan appropriately.

10. Hire a professional Event Planner: If its all too much for you to handle, hire an event planner. This way you will be able to enjoy the picnic, take credit for putting together a great event, all without having to undergo the stress of planning it!