How to write an email to the Activities Committee team regarding annual summer picnic

To: Committee members 

Subject: Picnic Planning 

Dear Committee members,

I am pleased to announce that the annual summer picnic will be on 20th April 2020. While the necessary finances have been set aside to make the function successful, strategic planning must take time because of the complexity added to the issue by including staff’s families. 

I want to bring to the attention of the committee the aspects needed to make the function a success. Because the management has picked the date, the committee has to first decide on a desirable theme to ensure all other picnic aspects are planned according to the chosen theme. Most importantly, a suitable venue will ensure a successful event that is based on the theme. 

There are central elements of the picnic that I would like all committee members to start thinking about. While this is meant to be a standard picnic, committee members’ ideas that would make the event more interesting and lively are welcomed. In terms of food and beverages, we need to submit the beverages and fun foods suggested by staff and their families as a committee. We also need to pick a menu that matches the picnic theme. 

Fun picnic elements must be deliberated on to ensure they suit individuals of different ages. As a committee, we have to understand the age difference between some staff and their family members, hence the need to plan something that will resonate with a majority if not all invited individuals. We should look around the entertainment options, including hiring entertainment, hosting competitions, or planning other activities such as football toss and dunk tanks. 

Besides food, beverages, and entertainment, we should also start thinking about important elements such as renting equipment and creating a timeline for all the possible events. The above are suggestions to kick off the planning process and make it directional. All recommendations to make the even successful will be highly appreciated. While I suggest Asana as the best planning tool to use as a committee to plan the event, all are welcome to give their views on the best way to communicate and put all the event elements together. As we prepare for our first meeting on 18th January 2020, I hope all of us will think of the best ideas to make the picnic a memorable one. 

Regards, 

Name, 

Committee Leader.