Discover how to plan events that go beyond the ordinary.
Okay, so for one reason or another, you’ve been tasked with organizing a team building event. You have some ideas of what you’d like the event to be about, or perhaps you have some specifics in mind, but putting it all together feels daunting and time-consuming. Rest assured, it’s not in your head - organizing a team event is a lot of work, but let’s give your heart palpitations a break and take the research and planning off your hands. This guidebook will give you the step-by-step process and highlight which key considerations to take while planning your team building event.
This comes from our professional experience organizing 150+ team building events for hundreds of unique businesses, including Audible, Facebook, CoachHub, and our personal background as digital nomads attending team events spanning the world.
So let’s dive straight in. And remember, there’s a reason you’ve been picked to do it. Most likely, you have a good understanding of people, especially your team. You got this!
First things first. Giving yourself ample time to plan your team event is common sense, but the real question we often get is: how much time is really enough? Truth is, there’s no right answer. It depends on lots of factors, for example if you’re swamped with other work projects, your team’s size, the nature of the event etc. That said, you’re reading a how-to guidebook and being vague just won’t cut it, so here are some general pointers on how much time to allocate based on our experience:
4-6 weeks
to plan an event for less than 100 people at a company celebration or meeting
4-6 months
to plan an event for a conference or retreat with 100 or more people
These timeframes allow enough room to plan the event and sprinkle some magic around it. Organizing an event with less time than this is possible and doable, but be prepared to tackle ‘planning-on-a-tight-deadline’challenges such as: not providing enough notice to all team members, running into fully booked venues, higher costs etc.
Okay, you’ve allocated time for planning your team building event, perhaps even settled on a few potential dates. Next, spend some time broadly mapping out a timeline with associated tasks for the next 4-6 weeks/months (or however much time you’ve allowed yourself). This can feel intimidating, so here’s a plethora of templates to choose from for planning and project managing your team building event.
Visualizing your timeline in the planning stage can help you beat feelings of overwhelm.
Second thing first again. Organizing a team event without a specific goal in mind is like shooting in the dark and expecting a catch. Without knowing what you want to get out of the event, you’ll struggle to choose between endless options and you’ll miss the big picture.
Is your end goal to encourage team bonding, increase productivity or? Fill in the gaps. And yes, having fun is a legitimate goal too, but all too often it’s a byproduct of something larger. If you’re unsure how to define your goal simply and smartly (yes, setting SMART goals here works a charm), check out these 12 examples for team building that may inspire you.
A single team building event isn’t magically going to change everything. Team building is a continuous effort, which should help you take the pressure off AND guide you towards a longer-term vision.
A question we often get asked by teams is whether they should do this on their own or enlist others from the team to help to make it more of a co-creative process. There are pros and cons to both approaches.
Some of our customers have deliberately made the planning of certain aspects of their event a “secret” to surprise the team. On the other hand, by enlisting others you’re fostering participation in the planning and thereby creating ownership of the group experience.
The goal you’ve defined for this event (ahem, it is that important) will help you make the call. And remember, you know your team best, so tap into what your gut is telling you. Also, getting a bit of help won’t hurt.
Choose responsibilities/tasks that you know will appeal to specific team members. From selecting a menu to visiting venues, team event planning is a real mixed bag.
It’s time to create your guest list. This may sound straightforward, but before you skip reading onto the next bit, check if you’ve considered a few important things before they catch up with you later in the planning process.
The obvious one: who’s attending? Have a think if you’ll benefit from inviting contractors, remote team members etc. as this will have a huge bearing on planning the event.
Is attendance mandatory? If so, you should make it clear to the team and plan for enough time for your initial announcement.
What other (special) circumstances can you think of? Any known adjustments you need to accommodate for your team? Take note of it.
Send personalized messages to external collaborators/team members.
The dreaded one. Ideas are all well and good (taking the team to Barcelona for a week is a brilliant choice), but no budget, no play. If you were given a budget, your planning process might be easier because you’ll have the financial limitation to guide you from the beginning. If, on the other hand, you were told to “make
a plan and send it over”, as a
lot of our clients report, then it can get tricky. For starters, is researching BOTH high-cost and low-cost options really worth your time? Isn’t it simpler and more efficient – for the business as well as yourself – to understand which end of the spectrum you should be planning for? Definitely worth having a conversation with your boss/finance team before diving into research and wasting valuable time.
Okay, once you have your budget 100% approved, this breakdown of costs will hopefully help you in the planning process.
Venue booking
Food and beverage
Entertainment/
Activity providers
Transportation and parking
Accommodation (if on a remote location)
Depending on the nature of your event, there may be some additional costs, such as purchasing/renting special equipment. That being said, there’s a lot you can do on a tight budget, but more on that later.
And to save you time creating a document from scratch, here is a budget template to get you started right away.
Include a contingency budget for anything that can go off-piste in your financial planning.
This is obvious, but it must be said: picking a date and sticking to it is paramount. You may choose to give a few options to your team before deciding to ensure maximum attendance or pick one yourself, in which case be prepared for some dropouts due to clashing commitments. Consider timings carefully and whether running the event outside of working hours would mean a 100% attendance cannot be guaranteed. Sorry for sounding like a broken record, but again it all depends on the set goal(s). If the purpose is to get your team closer together, then you want everyone there.
Once you’ve picked a date and communicated the plan with your team, make sure you schedule it and add it to everyone’s calendar. Choose a descriptive title so that nobody gets confused and views it as just another meeting in their diary – make it stand out.
If the event extends over several days, make sure it aligns with broader business objectives. For example, if the company’s overall strategy includes enhancing cross-departmental collaboration, structure activities across the event that specifically address and improve interdepartmental communication and cooperation. This will secure the buy-in by senior leadership, hence a better budget, and a feeling of making a real contribution.
You may find this to be either a super exciting or, alternatively, quite a draining task in the process. If you’re someone who likes planning vacations and trips, then hopefully you’ll find looking at locations and venues appealing too.
Having picked a date first can help you with choosing a venue/location. For starters, opt for
outdoor activities, especially if you’re on a tight budget. Think about aligning the goals and objectives for running the team building event to the choice of venue/location. For example, if the objective is to get your team laser-focused, going to a quiet rural location allowing for no distractions may be a good call. If, on the other hand, having fun and building relationships plays a big role, then going to a city location might be a better option.
To sum it all up: set goals, objectives and budget and your knowledge of the team’s wants/needs will help you choose the location.
If in doubt, use this checklist to guide you when scouting for venues.
Create an anonymous suggestion box where team members can drop in their ideas and preferences. This provides a confidential platform for anyone who might be hesitant to share their thoughts openly.
If your team event is outdoors, consider bringing appropriate paraphernalia. We, at Urban Challenger, have umbrellas on the go at all times. And have a backup plan for outdoor activities in case of unexpected weather changes.
Now that you got the big things out of the way, let’s look at the not-so-minor issue of logistics.
First, transportation. Whether your team building event is an in-house affair or an off-site adventure, transportation plays a crucial role. Consider how your team will get to the venue or location. If it’s a remote spot, arrange for transportation that aligns with your team size and chosen activities. This may involve coordinating carpools, hiring a shuttle service, or even exploring unique transportation options for added flair.
Food can make or break an event, and team building is no exception. Coordinate with catering services based on the preferences and dietary restrictions of your team members. Whether it’s a casual buffet, a themed dinner, or a selection of snacks, ensure that the menu aligns with the overall vibe of your event.
Liaise with your chosen activity providers, ensuring they understand your objectives and can tailor their offerings accordingly (more on this later).
Depending on the nature of your chosen activities, you may need specific equipment or supplies. Double-check that you have everything required for a seamless execution. This includes audio-visual equipment, specialized gear for unique experiences, and any gifts/goodie bags planned for the team.
Firm up all logistics details in your overall plan; here’s a checklist to get you started.
This is when you’ll really benefit from delegating some tasks and responsibilities to others. Helpers, it’s time to come on board.
You’ve laid the groundwork for your team building event, so your next step is to structure the day with a well-thought-out agenda. An agenda serves as the roadmap for the event, guiding participants – including yourself, as the organizer – through various activities and ensuring a smooth flow.
Your agenda should highlight everything employees will be doing on the day, from arrival and departure times, to the duration of the activity, to meeting points. Make sure you share the event’s agenda in the weeks leading up to the event, with notice that it may be subject to change.
Here’s how to create an agenda that maximizes engagement and achieves your defined goals:
Start by breaking down the event into time blocks. Clearly outline the start and end times, and allocate specific durations for each activity. Consider factors such as attention spans, energy levels, and any logistical requirements when determining the timing of activities.
Plan to kick off the event with a warm welcome to set the tone for the day. Include a brief overview of the agenda and introduce key speakers or facilitators. Follow this with an icebreaker activity to create a positive and inclusive atmosphere, fostering connections among team members.
Next, outline the core team-building activities of the day, specifying the goals and objectives of each. Ensure a balance between different types of activities, catering to both personal and professional development goals. Clearly communicate instructions and expectations to participants before each activity.
Integrate breaks into the agenda to allow participants to recharge and socialize, keeping energy levels high throughout the day.
If your event spans over a mealtime, include a designated lunch period. Choose a format that aligns with your goals, whether it’s a seated meal to encourage conversation or a buffet-style setup for a more relaxed atmosphere.
Consider incorporating team building elements during lunch, such as themed discussions or interactive challenges that continue to promote collaboration.
Allocate time for reflection on the day’s activities. Facilitate group discussions to gather insights, address any challenges, and reinforce key takeaways. This phase allows participants to connect the event experiences with broader team objectives.
Plan to wrap up the event with closing remarks, expressing gratitude to participants and contributors. Clearly communicate any follow-up actions or next steps, ensuring that the momentum from the team building event is carried forward.
Plan on acknowledging and celebrating achievements, whether they are related to team goals, individual efforts, or successful completion of challenges. Recognition enhances the sense of accomplishment and team camaraderie.
While having a structured agenda is crucial, leave room for flexibility. Unexpected delays or the need to spend more time on a particularly engaging activity may arise, so build in buffer times to accommodate changes without causing disruptions.
Onto the fun part – selecting your team building activit(ies) is what it’s all about, after all.
Selecting the most fitting team building activity requires a thoughtful consideration of your budget, time, and overarching goals.
Here’s a strategic approach to help you make a decision that aligns with your resources and objectives.
If budget constraints exist, explore cost-effective alternatives that still deliver a meaningful experience. Consider local options, in-house activities, or activities with minimal equipment requirements to optimize your budget.
Many effective team-building exercises can be implemented without significant financial investment. DIY options also provide an opportunity for creativity and customization. Our Urban Challenger Cards Edition, for example, allows for teams to run their own city game.
Most popular budget team building activities include: scavenger hunts, escape rooms, team trivia, solving puzzles and the like.
If you have a limited window, opt for activities that can be seamlessly integrated into the schedule without compromising the overall flow. For shorter events, consider condensed versions of activities or those that require minimal setup and breakdown time.
Integrating some of these (free) quick 5 and 10-minute team building activities can help if you’re really stretched for time.
Mix it up! Vary the nature of activities to maintain engagement. Combine problem-solving challenges, collaborative exercises, and moments for reflection to provide a well-rounded experience.
Refer back to the goals you set in the planning phase. If the primary aim is to enhance communication, choose activities that foster effective verbal and non-verbal interaction. For building trust, opt for activities that require collaboration and mutual reliance.
Customize or combine activities to create a cohesive experience that addresses multiple goals simultaneously. This ensures a well-rounded and impactful team-building initiative.
Factor in the preferences and dynamics of your team. Consider the team’s size, composition, and any unique characteristics that might influence their engagement with specific activities. Seek input from team members or key stakeholders to gauge interest and alignment with their expectations.
Weather independent
Accessibility
Technical resources
Limited space
Less physical activity
Lack of nature connection
Natural setting
Scalability
Novel experiences
Logistical challenges
Equipment limitations
Accessibility concerns
Internal buzz is more important than anything else when it comes to having a successful team building event. Encourage participation by creating creative comms that you – more than anyone – knows will land well with your team.
For example, you can close your announcement about the team building event with an icebreaker question. Here’s 110+ icebreaker questions for team building to get you inspired. You can run a fun contest, quiz or guessing game and drop feed details about the event and get your team members thinking (and talking) about it.
Others ways of getting the word out about your team building event:
Try to avoid spamming your team with too many messages. Focus on including all the main points in your original email/announcement, and follow up with a few reminders as the event nears.
Less isn’t necessarily more and more isn’t necessarily better.
Ta-dah, this is it! You’ve meticulously planned your team-building event and now it’s time to bring it to life.
To ensure a seamless and memorable experience for your team, here’s a step-by-step guide to help you through:
(or ‘don’t press the snooze button in the morning’)
Arrive at the venue early (yep, as early as it takes) to set up the necessary equipment and ensure everything is in place for the activities. Verify that any technology, props, or materials required for the event are ready and functioning correctly (lots of funny stories of malfunctioning tech under our belts). Conduct a brief run-through to familiarize yourself with the space and troubleshoot any potential issues.
Beyond being enthusiastic, consider incorporating music, banners, or themed decorations to enhance the event’s ambiance and energize participants from the moment they arrive. Encourage team members to mingle and build anticipation for the upcoming experiences.
(yes, waivers)
Taking your team axe-throwing? Rock climbing? You will need to sign some boring forms first. Address the admin early on to avoid disruptions later. Distribute and collect any required waivers, consent forms, or safety guidelines. Oh, and consider using digital forms or apps for waivers to streamline the process and reduce paperwork. This can save time and provide a more efficient way to manage documentation.
A question we often get asked by our clients is whether to break your team into smaller groups up front or to do this during the event. Our answer is…can you guess? As with everything else, it depends on your goals and the dynamics of your team. If you feel planning it beforehand could be read as inflexible, it might be a good idea to do this on the day and allow your team to have a say in the matter. On the other end of the coin, if time is of the essence, you may want to split groups beforehand, so that everything moves along quicker.
Designating team leaders or captains is about facilitating communication and coordination within smaller teams for games and activities. You may choose to keep the same groups throughout the whole program, or shuffle attendees into new groups for each activity. Your approach depends on whether the main goal of your event is to strengthen departmental bonds or increase camaraderie within the organization at large.
Encourage everyone to jot down thoughts and ideas during reflection sessions. This not only reinforces the impact of the event but also pro-vides valuable feedback for future planning.
More important than generally thought of. Capture the moments throughout the event by taking photos and videos. Assign someone (whether a team member or an external photographer) to document the activities, interactions, and highlights. These visuals serve not only as mementos for participants but also as valuable content for post-event communications.
Consider sharing selected photos or short video clips in real-time on social media or a designated event platform to generate excitement and engagement. Our customers feel really grateful for the image material they get to build via the Urban Challenger app (iOS / Android) as it’s part of the experience. This way you get authenticity (people in action completing challenges), eliminating the need for sometimes-strained group photos.
Recognize and celebrate achievements by presenting medals, prizes, or goodie bags. Whether acknowledging outstanding teamwork, individual accomplishments, or simply participation, this gesture adds a layer of appreciation to the event. Align the rewards with the goals and values of your team.
If you want to go the extra mile, tailor rewards to reflect the unique qualities of your team members. Personalized touches, such as custom medals or thoughtful prizes, enhance the sense of appreciation.
Ensure that all vendors, speakers, or facilitators are briefed on the schedule and logistics. Have a designated point of contact for each aspect of the event to handle any unfore-seen issues.
Regardless of whether you see organizing this team-building event as a one-off responsibility that won’t sit with you in the future, the process doesn’t end here. And for a good reason. And that’s the irreplaceable opportunity to gather valuable insights, assess the impact, and set the stage for future endeavors. And wouldn’t you like to shine a bright light on yourself if you’ve done an amazing job or know what didn’t work if things went out of hand a bit?
Here’s how to effectively follow up on your team building event:
Right after the event (while the experience is still fresh), collect feedback from everyone to gauge their thoughts and perceptions. A well-designed survey can provide quantitative and qualitative insights. Use questions that assess the effectiveness of the activities, the achievement of goals, and overall satisfaction. Here’s a sample survey template to kickstart your feedback collection.
Evaluate the impact of the team-building event on employee engagement levels. Compare pre-event and post-event engagement metrics, such as team communication, collaboration, and overall job satisfaction. Analyze any changes in these indicators to assess the event’s effectiveness in enhancing team dynamics.
Evaluate the impact of the team-building event on employee engagement levels. Compare pre-event and post-event engagement metrics, such as team communication, collaboration, and overall job satisfaction. Analyze any changes in these indicators to assess the event’s effectiveness in enhancing team dynamics.
Compile a post-event summary report to document the key highlights, outcomes, and areas for improvement. Include a summary of team feedback, engagement metrics, and any notable observations. This report serves as a valuable reference for future planning and provides a transparent account of the event’s impact.
Include anecdotal success stories or quotes from participants to add a human touch and convey the real effect of the event.
56% of global companies allow remote work, while 16% are fully remote.
By 2024, virtual meetings are predicted to replace 35% of in-person meetings.
Only 33% of companies hold simple team building activities such as virtual coffee breaks.
Almost half of these remote workers miss spontaneous interactions in the office.
41% of workers find it hard to adapt to the company’s culture during remote work.
Employees think that team building activities can improve the remote work experience.
52% of workers think that company culture is as important in remote work as in the office.
Establish a feedback mechanism after each team building event to collect insights and identify areas for enhance-ment. Use this feedback loop to refine your approach for future activities.
Congratulations, fearless event planner! You’ve embarked on the exhilarating journey of orchestrating a team building event, and guess what? It should be nothing short of FUN!
There are limitless team building activities out there and you will be truly spoilt for choice. And if you are after a unique and interactive team challenge experience, Urban Challenger is available for any budget, location, and group size.
If you’d like to add a sprinkle of fun to your next event, get in touch withour team to receive your custom quote:
