Planning a team event can be stressful. Between handling your normal responsibilities and planning an enjoyable and effective event, it can become quite a task.
A successful team event requires planning several details and considering the wants and needs of others. It can quickly turn into an overwhelming experience. Follow these tips to help ease your stress while planning a successful team-building event.
4 Tips to Plan a Successful Team Building Event
Define Your Goals
With so many responsibilities and meetings on employees’ calendars on any given day, it’s important to ensure that your event has a clear purpose. Determining your goals for this event can help provide focus and ensure that employees gain the most benefit.
Asking yourself the essential questions can help you reflect on what the goals are for the event.
- Who will attend?
- What is going to occur at the event?
- When will this event happen?
- Where will the event take place?
- Why is this an important event to have for employees?
Answering these questions will help provide focus and can make the rest of the planning process easier.
Make Your Guest List
Obviously, knowing who needs to come to the team-building event is an important part of the planning process. Sometimes, determining the guest list is easy, like if it is specifically for one department. Other times, the guest list can be harder to figure out. Here are some considerations to help you:
- Is this a mandatory event, or can anyone sign up to attend?
- What is the maximum number of people that the budget and venue can account for?
- Will any employees with disabilities be attending?
- Will individuals who work remotely be invited?
Know Your Budget
Knowing your budget for the event is critical. Be sure to itemize your budget for each category (refreshments, supplies, transportation, etc.) so that you can stay focused throughout your planning. Being surprised by costs and having to adjust after you’ve put so much effort into planning can add stress.
It’s important to be realistic about cost expectations for each budget item, but it’s also smart to leave some wiggle room for the unexpected.
Create a Logistics Checklist
One of the best things to do in your planning process is to have a checklist that covers all of your logistics. Here are a few items to include:
- Transportation: Will the company provide transportation, or will participants be responsible for getting themselves to the activity?
- Food & Drinks: Will the company provide food or drinks? If they will, it’s important to ask about dietary restrictions or allergies.
- Liability Waivers: Will participants need to sign a waiver to attend?
- Supplies to Bring: What do participants need to know in advance to influence any necessary supplies? For example, should they bring clothing for wet weather?
- Special Circumstances: Will you need to make arrangements for employees with disabilities or injuries?
Looking to Build Your Team?
If you’re hoping to build your team, request an employee and we’ll help you find the best candidates.
