THE PICNIC TRIBE
frequently asked questions
Q: HOW MUCH NOTICE DO YOU NEED TO CREATE A PICNIC
A: We do get fully booked especially on weekends, so the more notice you can give the better. We suggest to contact us at least 3-4 weeks before your picnic date.
Q: HOW DOES A PICNIC BOOKING WORK?
Once you decide on your picnic, you fill the Booking Form which you can find here. We then send you a quote via email, based on your Booking Form selections (guest count, location, choice of package, preferences, etc.).
When we reach to an agreement we send you an invoice for the 50% non refundable deposit. Once the deposit payment is done, we email you the receipt for your payment and we confirm your booking. We will send a second invoice for the the remaining balance which has to be paid at least 72h before the event.
24h before your event, we send you an email with a reminder and all the information regarding your picnic. At the day of the picnic, we set up, style your picnic and have everything ready upon your arrival. We stay at the picnic site to greet you and make sure nobody else decides to have your picnic! Once you arrive, we give you a small tour and leave you to enjoy your experience for the reserved time. You are responsible for the items until we return to pack them up at the arranged time. Once we return to pack up, you are free to leave and enjoy the rest of your day or evening.
Q: WHAT ARE THE FOOD OPTIONS?
A: We have partnered up with grazing board "masters" around the island who create tasty platters that suit every palate. You can choose the platter package option you like the most or you can order two or three different ones, depending on your likings. The quantity always depends on the number of guests that are attending your event.
The menu changes seasonally. You can find more info on our platter package options here. If you'd like we could also add a birthday cake or an extra platter to your picnic at an extra cost. Still and sparkling water is always provided with every picnic assuming you will select the package that includes food. In case non of the food we provide is at your likings, you can just book the setup package with no food and drinks. In this case we will come to the location, set up your picnic and you will bring your own food and drinks.
Q: DO YOU OFFER VEGAN, VEGETARIAN, GLUTEN FREE, DAIRY FREE, LOW SUGAR OPTIONS?
A: We can accommodate most dietary needs, just make a note when completing your booking and we'll be in contact to confirm your request.
Q: IS ALCOHOL ALLOWED?
Wine and beer is allowed. We do offer them but we only serve a specific quantity. We don't want to get you drunk!
Q: WHAT DOES MY PICNIC INCLUDE?
A: Your picnic includes seating, decor, food & drinks for you and your guests (assuming you will be choosing to include it in the package) plus all set up and clean up.
See what each of our packages include, here.
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Food: Choose a grazing board from our menu.
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Drink: Still and sparkling water is included in all picnics (except those who only include the setup) plus the specific drink that accompany the platter of your choice. For more info head to the menu page.
Q: DOES THE PICNIC TRIBE STAFF STAY DURING OUR PICNIC?
A: No, we do not stay at the picnic with you. We leave after you're settled and return once your picnic reservation ends which is 2.5h after your booking time (or 3h for specific packages). In case you need us during your picnic, you can text your picnic tech and they will help you out. We request our quests to be on time for their booking because we have multiple bookings per day therefore you can not stay longer if you are late to your event unless you prepay for extra hours.
Q: CAN WE LEAVE WHENEVER WE WANT?
A: You can leave when our picnic tech arrives at the location after your reservation ends. If you would like to leave earlier than the arranged time, please provide us a 30 min notice via email. You are responsible for the picnic items until we are able to return and pack up. Keep in mind that your picnic is reserved for two and a half hours (2.5h) or three hours (3h) for specific packages. We will charge 50 euro per hour beyond this time frame.
Q: HOW DO I SELECT A LOCATION?
A: We can set up almost everywhere in Cyprus as long the location meets our guidelines! Choose from one of our suggested locations which you can find here or email us to collaborate on a special place. If you have a different location in mind, please send us an address, landmark or GPS coordinates with your inquiry. We will do our best to accommodate your location request, however we won't be able to deal with rough terrain: sand, trails, steep slopes, etc. We may not be able to get our equipment to the requested area. We ask that locations are no further than 50metres from vehicle access. Keep in mind that here is an extra fee for location scouting or for checking locations that we haven't used before. For more information visit the location page.
Q: SHOULD I INCLUDE MY SMALL CHILDREN INTO THE GUEST COUNT WHEN BOOKING?
A: It depends on how you think the kids will be comfortable: if you’d like us to include seating and food for them, then include the kids in the guest count. If you have questions, you can always drop us an email or a DM and we’re happy to talk it out.
Q: DO I NEED A PERMIT?
A: That depends on the location, number of people and a couple of other factors. The Picnic Tribe does not require you to obtain a permit unless it is requested by the local authorities . If you have a special spot in mind, we'll let you know if you need a permit and help with the process.
Q: WHAT HAPPENS IF THERE IS BAD WEATHER?
A: While bad weather in Cyprus is rare, it does happen. We have had to move locations or change dates due to weather. If that looks like it may affect your reservation, we will contact you in advance of your picnic to discuss your options.
Starting from 15th of November 2022 we will be able to host picnics in our waterproof igloo tent. This tent is only suitable for groups up to 12 guests and only for specific locations and weather conditions.
No event will be taking place in case of extreme weather. There is no cancellation fee for rescheduling your picnic due to bad weather as long as you reschedule it at least 48h before the event. We do not accept reschedules a day before or on the day of the event. See our TERMS & CONDITIONS for more rescheduling information.
Q: WHAT'S YOUR CANCELLATION POLICY?
A: We don't offer any refunds but we will reschedule your picnic or issue a credit if you cancel at least 72 hours in advance.
- 72 hours-12 hours, we charge a 50% cancellation fee.
- Same-day cancellations and no shows will not be issued a credit.
Q: HOW DOES THE PRICING WORK?
A: Our pricing is based on your picnic needs, the number of people, the location and whether you want to add one of our platter packages. When we receive your booking form with your selections (you can find the form here) we will email you with the total price and add any extra service you request. The price starts from 280 euro for 2 guests for the standard package picnic at a location within a 25km range from Nicosia city centre. For picnics outside of this range, we charge a travel fee.
Q: HOW DO I MAKE THE PAYMENT?
A: All of our picnics require a 50% retainer that is non-refundable and due at least 10 days before your booking. This retainer covers styling and coordination and is needed to secure the date of your picnic. The remaining balance must be paid at least 72 hours prior to the event. If your picnic is booked less than ten days before the event then the full payment is required. Payment can be made with a bank deposit or tranfer once we finalise your picnic details. You will receive a receipt on your email right after you complete the process. Bank deposits take up to 48h (two working days) to be finalised so when it does you will receive a confirmation email from The Picnic Tribe.
COVID 19 PRECAUTIONS
Our top priority is to keep our clients safe & healthy. Here are the precautions that we will be taking during every booking:
- Gloves & Masks worn at all times
- Sanitise & Clean all equipment before and after use (pillows, blankets, games etc)
- Hand sanitiser on-site
- Minimal contact