Step 1: Find a Space
Ideally somewhere tranquil where people can gather, with minimal through-traffic. Weather is a consideration, and we’ve been lucky with the weather at Girraween Park for the last nine years! Trees for shade are great, depending on the time of year, and help with elements such as the Memory Tree. Quiet parks or bushland are ideal. Let your local council know, or better yet, get them involved.
Step 2: Assemble Your Team
Once you have your space, assemble a team with a range of skills, ideally people with some experience of community engagement, marketing, and production/logistics. But really, anyone can do this. Small working group can help manage workload. Here’s an idea of possible working groups:
· Marketing and community engagement
· Small working groups on each of the ‘elements’ in the picnic.
· Someone to supervise the event on the day
· Hosts on the day to welcome people.
· An emcee
· A local choir
Step 3: Promote the Event
Decide who you are doing this for, and who would benefit. Your local funeral director would have a great database of people in the area who are bereaved. Nursing homes, local community centres, social services are all good places to contact about the event. Marketing ideally should start about two to three months before the event. For details on how to promote the event, go here. [hyperlink]
Step 4: Creating the Elements
Once marketing is underway, start thinking about who you can work with to create a welcoming and engaging space. Small working groups who take ownership of certain elements will make pack up and pack down faster. Is there a craft store that would donate objects for your meandering mandalas? Would your local yoga teacher set up the quiet space with cushions and mats? Are there local artists who will help with some of the art installations? The more collective ownership of the event elements, the better.
Ideally, have one person in charge of each ‘element’. The elements should be contained, have an overall ‘look and feel’ that is distinct, and have a way that people can interact.
The Memory Trees can already have some photos and flowers woven into the string but with space so people can keep adding their loved ones to the tree throughout the picnic.
The Meandering Mandalas can have a range of tactile small objects such as beads, stones, seeds, driftwood etc in bowls, with a few set up so people know what to do.
The Pass-It-On Tree can have piles of decorative paper and jars of pens for people to write notes, and clips to place them on the string, with some already written and hung.
Coordinating these elements requires some consideration. Ideally a project manager or site coordinator is good to ensure all the elements come together. A site inspection with everyone involved at least two weeks prior to the event is recommended.
Step 6: On the Day
Set up can take between two to four hours. If this is your first Picnic Among Friends, more time is better. Think about how people enter the space and consider putting subtle signals along the path before they arrive. Check out our video (below) of set up for the 2018 Picnic Among Friends to gain a sense of what’s involved.
The picnic itself is generally three hours, with the ‘ceremony’ happening in the middle of the picnic. The Ceremony is to welcome everyone, say a few words about the purpose of the picnic, and maybe have your local choirs sing (one or two songs at most).
Step 7: Follow up, and next steps…
You may want to gather the names and details of people that attended. You can do this by using event hosting software or social media which gathers this information. It can help with follow up and helping you to let people know if you want to do the picnic annually. Building up your database of people who attend and may want to come again is really important and means marketing for the next picnic will be even easier!