Checklist: Everything You Need to Plan the Perfect Team Event

In this guide, we’ll walk you through how to plan a team event, step by step, so you can put together a day your team won’t stop talking about. We know team event planning can seem daunting and complicated at first, but you’re not alone! Most people are surprised when they realise what’s involved, but with a little thought and preparation, you’ll have everything under control.

Before we begin, it’s important to remember that team events are more than just fun. They strengthen connections, improve communication, boost retention and encourage teamwork. And almost 90% of employees surveyed by Statista say teamwork is important or very important to their overall job satisfaction.

A successful team event is your opportunity to boost those connections, but the key lies in careful planning. This ultimate checklist – put together by our experienced team event planners – will guide you from concept to execution with tips, examples and actionable insights for a seamless event.

Start with Purpose and Goals

First thing’s first. Ask yourself the big question: “Why am I hosting this event?”

Your purpose shapes every decision, from activities to location. A clear goal will define how our plan your team event and ensure it delivers value beyond a day of fun.

• Define the purpose. Do you want to celebrate achievements, onboard new hires or simply strengthen team dynamics? For example, celebrating a successful quarter could involve a fun outdoor escape room, while welcoming new team members might call for a casual meet-and-greet over coffee and snacks.

• Set measurable goals. This could be something like increasing interdepartmental engagement by 30% (based on post-event surveys) or creating an onboarding activity where every new hire meets at least three team leaders. Defining these goals will help you assess the success of your event.

• Align with company culture. Match the event’s tone to your workplace culture. A high-performing sales team might thrive in something competitive, while a more laid-back environment could enjoy more relaxing or social activities. Always ensure the type of event feels natural for your group, where people are participating with enthusiasm – not because they feel obligated. 

Sometimes, it’s worth communicating the event’s purpose to the people attending. You could kick off the event by highlighting its goals, whether it’s bonding, celebrating success or trying something new. When people know what to expect, they’re more invested in the experience.

Know Your Audience

One size never fits all when it comes to team events. Knowing your people’s preferences, needs and expectations will help you plan an inclusive experience that appeals to everyone.

• Poll your team. A quick online survey can help uncover what people prefer, from physical activities to quieter social events. Include specific questions about activity preferences, time availability and even themes to personalise the event further.

• Consider logistics. Take schedules, work shifts and family commitments into account. For example, if you’re planning an after-hours team event for a group full of parents with childcare responsibilities, your event will fall over before it even begins. In this situation, offering a family-friendly event or flexible timing can help ensure everyone feels included and valued.

• Accommodate dietary and accessibility needs. Don’t forget to consider things like allergies, dietary restrictions and accessibility. It’s important to remember that not all needs are obvious or visible, so it pays to have strong, healthy connections with your team members. WIth a thorough understanding of their needs, you can host a thoughtful and inclusive event. 
  
  

Additionally, reflect on your audience’s previous reactions to events. Did past events feel too competitive for some? Were outdoor activities a hit? How did people talk about the event afterwards? Learning from this history will help you strike the right balance. Understanding your team isn’t just about logistics; it’s about creating an event that resonates.

Set the Date and Budget

Your budget and timeline set critical boundaries, keeping your event plans realistic and stress-free.

• Choose a date wisely. Avoid peak workloads, major holidays, cultural or regional events, or anything else that could make the event more of a disruption than a relief. A calendar poll can be useful in identifying the best dates for most people, just keep in mind that unless you have a small group, you may not be able to accommodate everyone’s availability. 

• Define a clear budget. Break it down into categories like venue, food, activities decorations, transportation and emergency extras. 

• Be smart with spending. If budget constraints arise, focus on areas that truly matter. Can you reduce catering costs by opting for buffet-style meals or finger food? Could you partner with local businesses? Thinking strategically ensures that limited budgets don’t compromise the quality of the event.
  
  

Starting a simple spreadsheet is an effective way to manage your budget. Categorise every expense, and take note of early payments versus costs on the day. With this approach, you’ll stay financially transparent while minimising the risk of overspending.

Choose the Event Format

The format heavily influences your event’s overall success. Decide early on whether your event will be in-person, remote, or hybrid.

• In-person events. These are perfect for hands-on activities like game shows, scavenger hunts and pub crawls. They’re great for building connections through shared, real-world experiences. Plus, they allow people to break from their usual workspaces and enjoy face-to-face bonding.

• Hybrid events. If you’re managing a dispersed team, hybrid models can bridge the gap. Pair virtual trivia with local meetups or stream keynote speakers to multiple locations. Plan activities that foster collaboration between online and in-person attendees to maintain a sense of connection.

• Virtual events. If your team is remote, don’t worry! Virtual escape rooms, murder mysteries, game shows and globe-trotting adventures can still create meaningful moments together. For larger teams, try splitting into breakout rooms for smaller group interaction and deeper engagement.
  
  

Proactive team event planning will always enrich your chosen format. For example, hybrid and virtual events should always involve personalised care for remote attendees – such as delivering kits for at-home participation – so they feel fully engaged. They also rely on meticulous tech prep to ensure everything functions smoothly on the day.

Pick the Perfect Venue

The venue sets the tone for your entire event, so choose carefully.

• Capacity is key. Ensure there’s enough space for everyone to participate comfortably. Need space for group activities or small breakout sessions? Plan accordingly. Proactive venue tours can help you visualise your setup and sidestep last-minute surprises.

• Location matters. Choose somewhere central to reduce travel woes. Alternatively, provide transport if your event is further away from your office or central hubs. If your team is spread across cities, consider central meeting points or rotating locations so it’s fairer on everyone.

• Amenities checklist. Do you need the venue to have facilities like Wi-Fi, projectors or whiteboards? Make a list before you look at venues to ensure nothing critical is overlooked, though don’t forget that renting equipment is also an option when budget allows. 

• Unique choices. Not all events need to be hosted at an extraordinary venue, but if you want that extra “wow” factor, choosing a unique space could be just what your people need to show up full of enthusiasm. 
  
  

Before you book, don’t overlook comfort. While eye-catching venues are important, practicalities like seating options, shelter from the weather and accessibility will ensure everyone can enjoy the day without a hitch.

Choosing the Right Activity

Fun, rewarding and memorable activities are the beating heart of any team event. Here’s where you can get creative, but keep inclusivity in mind.

• Brainstorm engaging ideas. Think escape rooms, team-building Olympics, art workshops or even hot air balloon rides! Make sure your chosen activity aligns with the event goal, works for your audience and avoids overwhelming shy participants.

• Include multiple options. Not everyone loves competitive activities or extreme sports, so balance high-energy ideas with more relaxed choices like wine tastings or craft sessions. Allowing people to opt out will help avoid anyone feeling pressured.

• Theme it up. From The Great Gatsby to Survivor, the right theme can tie everything together. Consider elevating the atmosphere and creating a more memorable experience with props, music, games and costumes.
  
  

Choosing collaborative problem-solving challenges will help create organic opportunities for team bonding and allow different personalities to shine.

Plan Catering 

A happy team is a well-fed team. Food should be a highlight of the day and cater to every attendee.

• Hire professionals. If you’d like polished service, work with caterers who specialise in corporate events to ensure a higher-quality spread.

• Offer variety. Include vegetarian, vegan, gluten-free and allergen-friendly options. Ideally, you’ll know everyone’s dietary requirements ahead of time so you can be sure everyone is covered. 

• Add a unique feature. DIY taco bars, signature event cocktails, build-your-own-dessert bars – there are no shortage of ways to add a unique twist to the catering and leave a lasting impression. 
  
  

Food is particularly important if you’re thinking of serving alcohol at your team event. Keep everyone well fed, and of course, make sure there’s plenty of easily accessible water – especially if you’re planning any physical team-building activities. 

Nail the Logistics

Preparation is everything. Paying attention to small details will keep you feeling calm and collected, and it ensures you’re leaving nothing to chance.

• Plan transport. Hire shuttles, car pool or coordinate public transport together so everyone arrives on time. If your destination is far away, the cost of overnight accommodation may be worth it to keep things at a comfortable pace. 

• Organise materials. Prepare a full checklist of everything you need to bring, that is, anything that isn’t supplied by the venue, caterers or attendees. For a team workshop, for example, you may need supplies like pens and paper, information kits or a microphone and speaker. For larger events, you may also need to provide agendas, signage, name tags and anything else that will keep things organised. 
  
  

At this stage, it’s worth considering who you might designate to help you out in the lead up to the event, or on the day itself. It might be someone who attendees can approach with questions, or to direct people on where to go. Just make sure you define clear roles so everyone is on the same page.

Create Excitement and Communicate

A successful event starts long before the big day.

• Get the word out early. Use eye-catching invites that communicate when, where and why to build anticipation among your team. 

• Share a teaser. Share small sneak peeks, like a photo of the venue or hints about a surprise speaker, to get people talking and encourage attendance. 

If you’ve held events before and want to build up attendance, share testimonials or photos from past events to build excitement and inspire confidence. And get creative! Something funny or narrative-driven will likely resonate more than a generic announcement, as long as you’re still clear on the important details. 

Event Day

If you’ve followed all the steps in this guide, you’ll feel a lot more calm and in control on the day of your event than if you hadn’t put effort into preparation. Sometimes, unforeseen issues may demand a change of plans on the day, so stay flexible and don’t worry if you have to improve.
 

• Arrive early. Set equipment, arrange tables and solve any unforeseen issues.

• Assign roles. Delegate tasks to team members to avoid overstretching yourself.

• Engage the crowd. Be welcoming, keep energy high and make an effort to ensure everyone is engaged.

Remember, your demeanor sets the mood for participants. If you’re ready to have a good time, chances are they will too! 

Debrief and Gather Feedback

Post-event is your golden opportunity to reflect, learn and improve for next time.

• Feedback first. Share post-event surveys asking what worked well and what could be better. Consider making it anonymous for honest insights.

• Team wrap-up. Meet with fellow organisers (if applicable) to debrief on wins and hiccups.

• Celebrate your success. Whether it’s a shoutout in the company newsletter or personal thank-yous to those who helped, acknowledging effort goes a long way.
  
  

FAQs About Planning Team Events

How far in advance should I plan a team event?

Smaller events can be planned in two to four weeks, while larger initiatives like offsite retreats may require at least two or three months of preparation. If in doubt, leave more time than you think you’ll need!

What are some unique team event ideas?

Consider activities like a murder mystery, an Amazing Race-style scavenger hunt, or volunteering for a local cause. These create unforgettable experiences while accommodating diverse tastes.

How do I make my team event inclusive?

From planning meals to selecting venues, include options for every dietary, physical or cultural need. Knowing your team before you start planning will help you cater to them – and remember, not all needs are visible.

Plan Your Best Team Event Yet

With this comprehensive checklist, you’re set to create a team event that has it all – excitement, engagement and meaningful connections. When you prioritise thoughtful planning and inclusivity, success is a guarantee.

Feel like you need more guidance? Reach out to our expert event planners and we’ll craft a personalised experience that your team will talk about for years. Alternatively, have a look at our popular team-building activities, check out our team event destinations or browse a curated collection of team event ideas.