Bay Area luxury picnic planners share stories and tips on how to throw the ultimate pop-up picnic
Luxury pop-up picnic businesses proliferated during the pandemic, and they're even more popular now. Here's why -- plus 10 tips on how to DIY an incredible picnic of your own.
Charcuterie boards and dog-friendly “charpoocherie” platters. Tablescapes with floral centerpieces. Matching place settings, cushions and rugs. And ethereal canopies. And balloon art installations.
Head to a public park this weekend, and you might see that the humble picnic has undergone a makeover. Nowhere is this more apparent than in the Bay Area, where a new wave of Instagram-savvy entrepreneurs are pushing the limits on just how posh an outdoor meal can be.
The luxury pop-up picnic industry boomed during the pandemic, when people around the world sought ways to gather safely with friends and family for special occasions. Three years in, these businesses are stronger than ever, hosting alfresco showers and romantic celebrations and — team meetings? Turns out growing numbers of corporate clients are searching for new ways to motivate their workers to meet up in person — and a fancy picnic might be just the ticket.
So what is a pop-up picnic? Clients book a date and choose from a menu of themes, locations and add-ons — a charcuterie box, perhaps, lawn games, flowers or special decor. The party planners handle permits and permissions, then deliver and set up everything from the floor cushions to the table settings and boho fringed umbrella — then return to take it down and clean up two hours later. (Rates run the full gamut, but a picnic for two typically runs $150 to $280. That charcuterie board, dessert bar or mimosa is extra.)
We recently spoke with the pros at three Bay Area picnic pop-ups, who shared their experiences — and offered tips on how to throw your own perfect picnic on a budget.
Jocelyn Chin and Coco Chan, Picnic ‘n Chill
Where: San Francisco, Peninsula, San José
Three years ago, this duo went viral when Chin posted a TikTok video about a day in the life of a professional picnic planner. But Chin and Chan’s first collaboration was simply an effort to cheer up a friend whose overseas wedding had been COVID-canceled. So they threw a picnic in the park to celebrate her.
“People were really looking for new ways to celebrate special moments in their lives,” Chin says. “Everything was closed. There wasn’t much to do besides go to the park or beach or be outdoors.”
They started to post about what they were doing on social media, and after a couple of videos became popular on TikTok, they found their services in high demand.
Three years later, they have expanded their repertoire of events to include weddings, kids birthdays, proposals and even a picnic ‘n’ cruise program, decking out rental boats on the Foster City lagoon with picnic gear and balloon garlands.
They’ve had to learn, adapt and remain resilient as the business has grown and changed, they say. And weather remains one of their biggest challenges. As San Mateo residents, they’ll often encourage their San Francisco-based clients to try out locations farther south, where the weather can be a bit more reliably warm than at, say, Ocean Beach or Golden Gate Park.
Alison Tanzer, Picnic Potential
Where: Sonoma and Marin counties
Alison Tanzer actually began her Picnic Potential pop-up company just before the pandemic began with a mission to help people plan get-togethers and date nights. What looked like bad timing when lockdown began turned serendipitous soon after, she says, as people turned to her to help them host outdoor gatherings.
“As regulations loosened, we were able to give people their events back,” Tanzer says.
When parks first reopened, but families weren’t permitted within six feet of each other, she set up a child’s birthday party as a series of five or six outdoor picnics, each spaced seven or eight feet apart. The families could host a kids’ sing-along and celebrate an important milestone together but apart.
Of course, wildfire smoke, rain and fog can derail the best-laid plans – and picnic settings. Tanzer manages the weather challenge by offering backup locations or rescheduling picnics. But even on a bluebird day, there are certain constants: This line of work requires having a large amount of storage available, she says, and “owning more cushions than you ever thought possible.”
As the world reopens, Tanzer has seen a rise in the number of corporate clients booking Marin and Sonoma picnics, looking to plan fun activities to help their workers connect in person. “We’re seeing more companies,” she says, “want to do innovative things with their employees.”
Creativity, innovation and a sense of surprise are part of the appeal to every type of picnicker, whether it’s friends headed to a winery or brides “wanting to do something different with their bachelorette groups.” Adding an element of surprise — a hot chocolate bar the client wasn’t expecting, for instance, or caramel apples in the cooler months — means the client gets to enjoy the event just as much as the other guests.
Jennifer and Natalie Valentine, The Popup Picnic
Where: Tri-Valley, Central Valley and additional locations by request.
Meanwhile, sisters Jennifer and Natalie Valentine, who do pop-ups across the Bay Area from Dublin to Los Gatos, were inspired by their family background to start their picnic business.
“We’re kind of the go-to people in our family to throw parties,” Natalie says.
Their grandmother taught them to set the table for luncheons and family events when they were kids, and as they grew up, they became their family’s designated party planners, they explained in a recent video call, Fourth of July decorations still glittering in the background.
“Then COVID happened, and we saw that people were just isolated and couldn’t really get together,” Jennifer says. So the two decided to jump into the picnic planning business together, launching a website and building portable picnic tables. It was an instant hit.
“It was so special to us, because we helped celebrate their life events and got to create beautiful, memorable experiences for (clients),” she says. They helped pull off a wedding for a couple, who had had to reschedule their nuptials three times already because of the pandemic.
The sisters, who have day jobs in marketing and recruiting, use their picnic-planning gigs as a way to express their creativity.
“We definitely try not to do cookie-cutter things,” Natalie says.
Customers generally have a sense for what they’re looking for, and the sisters work in tandem to make each picnic special. One customer opted for individualized In-N-Out orders. Another wanted a sushi and Champagne-themed birthday picnic, complete with onsite sushi chef.
“It’s definitely a collaborative approach,” Jennifer says.
As restrictions have lifted, the business is receiving more destination-focused picnic requests – setups in the Santa Cruz Mountains, for instance, as well as “tablescapes” – elaborate food and drink table setups.
“Everyone wants that Instagram-worthy, picturesque dessert table,” Natalie says.
They partner with wineries to offer tasting and picnic combinations and set up picnics in parks and backyards, too, toting in cushions, tables, place settings and all the bells and whistles. And for hot weather, they keep umbrellas, water bottles and fans on hand — to fit various picnic themes, of course.
Want to plan your own picnic on a budget? Here’s some advice from the pros:
- What foods work well for picnics? Aim for finger foods and small bites. Charcuterie boards, crudité, hummus, vegetables, ranch dip and English tea sandwiches are all good candidates. YouTube offers plenty of guidance on how to make a beautiful, but budget-friendly charcuterie board.
- Pick up snacks at budget-conscious grocery stores like Trader Joe’s and Grocery Outlet. They often have great selections of local cheese and wine in particular, Tanzer says.
- To make a flower arrangement on a budget, try your local farmers market or Trader Joe’s.
- To spice it up beyond that, bring a small portable table or a portable speaker.
- Think about your guests and the seating that will be comfortable for them. Kids and younger people might be more comfortable sitting on pillows or blankets on the ground than your grandma might, so consider when a table and chairs might be more appropriate or comfortable.
- Search thrift and vintage stores for low-cost decor items that can add an extra decorative touch to your picnic.
- Make a checklist to make sure you don’t forget anything.
- Arrive early to scout and stake out a great spot – ideally somewhere in the shade with a scenic view – well before the event.
- It doesn’t have to be lavish – location, food and seating are the priorities. (Check out our recent map of great picnic spots.)
- In the end, the most important elements of a successful picnic are good food and good company.