6 Important Considerations When Planning a Team Building Event

Posted by Jake Mandel on Feb, 28, 2020

An allergic reaction to nuts, a lack of seating causing half of the team to spend the day standing at the back of the room, an outdoor activity with no restroom in site, being put on the spot in front of a group of people you have never interacted with, forgetting to invite someone.

These are just a few of the common unfortunate mistakes at corporate teambuilding events that leave members of your team having an unpleasant time, or even getting hurt.

Unfortunately, in many of these situations, the event often gets the brunt of the blame. The truth is, however, an unsuccessful event isn’t a result of the activity itself – it is a result of poor planning and bad organization.

Corporate events can actually be a lot of fun (we have tons of great client reviews saying just that), but it’s essential that they are properly thought through and planned to ensure success.

That is why, before organizing a team building event (or event of any kind of that matter) there are six important considerations you should address first:

1- Who?

Determine how many employees will be attending. Will everyone be required to go, or is your team bonding event voluntary? Either way, you need to ensure you have an accurate estimate so that nobody gets left out due to lack of space, food and resources.

It is also important to remember that you need enough people to organize fair teams, and to make the event as beneficial to your business goals as you possibly can.

2 - When?

When choosing to host your event, you will want to ensure that everyone in your team can attend. Will it be during work hours? After work? On the weekend? You will also want to consider how much time you need to do all of the activities.

In addition to selecting the actual date and time, you also have to consider whether everyone can participate at the same time. If you need people to stay at the office while others participate in the event, consider having two time slots so that everyone has the opportunity to participate.

3 - Where?

Choosing a venue can be a complicated task. You first have to consider how many people will be attending and the location’s proximity to the attendees. While too much space can’t hurt the comfort and success of the event, it can wreak havoc on your budget.

Ensure there is enough space for all of you employees to move around and perform teambuilding activities, while at the same time not completely destroying your budget on the venue alone. If you are planning the event outside, ensure you have an alternate location or date in case of rain.

4 - Equipment?

There are a number of teambuilding activities you can choose from, some of which require more materials and equipment than others. If you are planning on doing a presentation, do you have the necessary audio/video equipment? If you are building something, do you have the required tools, materials and safety equipment?

No matter what activity you have planned, it’s important to ensure you have everything you need and that it can be easily transported to the event.

5 - Sustenance?

The time of day you are hosting the event and what you are doing will dictate how much food and beverages are needed.

If you are outside doing energetic activities on a warm day, be sure to bring enough water. If the event will straddle meal time, determine whether attendees will bring a bagged lunch or if your company will be providing it.

Even if there is no meal planned during the event, it is always a good idea to have food and drinks to ensure team members are alert and comfortable. Remember, always ask your team about dietary needs and restrictions - you don’t want anybody to feel left out because they can’t enjoy the meal.

6 - Transportation?

If your event is away from your employee’s regular work site or outside of their regular hours, it is important to consider transportation. Many people carpool, share vehicles with spouses, use public transport, cycle or walk to work. You want to be sure that everyone is able to make it to the event and that it can be done so easily.

These are just six of the many decisions you will have to make when planning your event. For help organizing your corporate team building event, contact our team of professional event facilitators today.

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Tags: Events