Company Picnic and Corporate BBQ Rental Checklist for Toronto

Quick answer: For a company picnic or corporate BBQ in Toronto, most teams rent a tent for shade and rain, seating for at least half the guests, tables for food and drinks, chafing dishes, and a small stage or power for speeches and music. A family day for 80 people usually runs about $1,100 to $1,200 in rentals. Book 4 to 6 weeks ahead for summer dates, and get a park permit first if the event is in a City park.

A company picnic looks simple on paper: food, a few games, some speeches. In practice it is a small outdoor event with real logistics, and the person organizing it is usually doing it on top of their regular job. This checklist covers what to rent, what it costs and what to sort out when, so the day runs itself.

What to Rent for a Company Picnic or Corporate BBQ

All prices are in Canadian dollars. See the full price list for everything else.

Sample Budget: Family Day for 80 People

Here is a typical setup for 80 staff and family members at a park or company lot:

• 20 x 30 ft tent for dining: $350
• 10 x 20 ft tent for the food line, set up more than 3 metres away: $150
• 50 folding chairs: $100
• 10 six-foot tables: $100
• 4 chafing dishes: $60
• Popcorn machine and cotton candy machine: $200
• 4 x 8 ft stage section: $150
• Generator: $50
• Rental total: about $1,160, plus setup

Why two tents instead of one 20 x 40 ft? A single tent over 646 sq ft needs a building permit in Toronto. Two smaller tents kept more than 3 metres apart each stay under the limit. Our tent permit guide explains how that works.

Company Picnic Planning Checklist

6 to 8 weeks before

• Set the date, a rain date and a rough headcount.
• Pick the venue. If it is a City of Toronto park, apply for the permit now, since groups over 25 need one and tents in parks need City approval. Our Scarborough park party guide walks through the process.
• Check insurance. Larger special events in City parks need a $2 million liability certificate naming the City.
• Book the caterer.

4 to 6 weeks before

• Book your rentals. Summer weekends fill up first, especially the larger tents.
• Plan seating for at least half your guests, more if there will be a sit-down lunch or older family members.
• Decide on power. If there is no outlet close by, add a generator.

1 to 2 weeks before

• Confirm your final headcount and adjust the rental order.
• Send the address, setup spot and access details to your rental company, including gates, parking lot rules or loading areas.
• Plan the layout: dining tent, food line, drinks, games area and stage.

On the day

• Have one person on site for the delivery crew to call.
• Keep the food line in the shade and away from the stage speakers.
• Put out water early, since summer heat in Toronto catches people out.
• Stack chairs and clear tables before pickup.

Tips From Events We Have Supplied

• Shade matters more than seating. On a hot day, people will stand happily under a tent but will not sit in the sun.
• Give the food line its own tent. It stops the line from crowding the people who are trying to eat.
• Kids remember the popcorn. For a family day, a popcorn or cotton candy machine at $100 does more than most games.
• Keep speeches short and early. Use the stage while everyone is still there, before families start leaving.

Planning a larger street or outdoor event? See our pages for outdoor event rentals and street festival rentals.

Frequently Asked Questions

Get a Quote for Your Company Event

Send us your date, location and headcount through our quote form, or call or WhatsApp (647) 886-6427. We deliver across Toronto and the GTA. See all our party rental services and the areas we cover.