Practical checklist. What you need to know if you organize a teambuilding

Practical checklist. What you need to know if you organize a teambuilding

Do you work in HR and want to make an event for your team? The Checklist is the easiest Project Management tool. We've built one to make your event really special. Below are the key points that are important to keep in mind to better organize your event.

1. Purpose and theme of the event

The first thing you need to keep in mind when building an event is its purpose. What are the main needs of your team? Knowledge, communication, learning, fun? Whatever it is, it's important that every detail facilitates achieving the goal.

-  Team needs. Choose 1-3 needs you want to address. Strive to be as specific as possible, rather than general items like better communication or teamwork. Think concretely about what you want people to have left with after the event?

- Branding. Give your event a meaningful name and if you have the resources build a visual identity.

- Event communication. Consistently communicate your event brand to attendees through digital invitations, custom materials, follow-up with video and post-event images.


2.  Management of participants

You'd think it's simple, but every department has special needs. Whether we're talking IT, Marketing, Sales, Middle or Top Management, there are a few things that set them apart. Also, be aware that you won't be able to please everyone.

- Surprise or survey. You can keep the structure of the event a secret or conduct an online survey with a few suggestions to see what kind of activities your colleagues prefer.

-  Hotel rooms. If participants are staying in double rooms, keep in mind that the beds can be twin or double beds, and this can be easily overlooked in the accommodation offer. Whatever the case, participants should be clear before the event whether they will be sharing a room and what type of bed is available.

- Team/room division. Create a list to divide participants into teams/rooms in advance. If you want to let them choose, create a cloud file where everyone can see in real time who has already chosen, on a first-come, first-served basis. Otherwise, you will create overlapping wishes and discussions.

- Confirmation of participants. Get a firm commitment from colleagues to attend through written confirmations, if you just inform people and people don't make a firm commitment that they will attend 100%, you may have many people pulling out at the last minute.


3.  Event structure and teambuilding activities

It is very important to also carry out some form of teambuilding activities, even if they are exclusively for fun. This is why it is called team-building and not drink/eat-building. If you don't have a formal programme, everyone will spend time with colleagues they already know, biscuits will form and the essence of the event will be lost.


-  Agenda. Build and send an event agenda to colleagues. Even if the activities are secret, it is important that people know the steps of the event.

-  Activities vs. relaxation time. Make sure there is a balance between relaxation time and team activities, especially if the venue you are going to has extra facilities - pool, spa, football pitch etc.

- Type of activities. Choose activities that participants cannot do on their own. For example, anyone can go archery, zip-lining or rent an ATV if the location provides these facilities. Choose more special activities where participants collaborate and work together.

- Align with the theme of the event. Make sure that the activities relate to the theme and purpose of the event.

-  Presentations and meetings. If there are people in the company who want to deliver a message, keep in mind that it is important to leave enough time for team activities and fun. It is a teambuilding, not a meeting to evaluate results. If you still want to combine these aspects, it is recommended that there is a day dedicated to team activities.


4.  Event organization and logistics

Sometimes the organisational aspects can be difficult to decide, and if there are no clear proposals for where to go, when or transport, you will have a multitude of proposals from colleagues. It is essential that someone in the organisation takes on the role of organiser and the fact that they will not be able to please everyone. 

-  Period. Take into account holidays, season (July-August at the seaside, for example, can be really expensive, but also busy) and other upcoming or previous events happening within the company (if the deadline of an important project is close, your team may not be able to relax fully from the event).

-  Transportation. Clearly establish the mode of transport by which colleagues arrive at the event, if participants arrive by personal cars, provide them with a cloud file in which to group themselves and this will ensure that no one is left out.

- Group size. If the group is larger than 30 people, for any type of activity you will need sound, make sure you have speakers and a microphone.

 Attire. Let them know in advance what the participants should wear to the event: sportswear if you are doing outdoor activities, hats if it is sunny, raincoats if it is raining, sunscreen or mosquito repellent, etc.

-  Water. Make sure there is water available. Especially if you have outdoor team activities, it is important that participants have water bottles they can keep with them, rather than dispensers at fixed points in the hotel.

- Photo/video. Make sure there is a photographer or if you don't have the budget for it that there are people responsible for taking photos during the day who will distribute the photos to you for centralisation.

- Beverage packages. Make sure that there is a clear drinks package agreed with the venue and communicated to participants. Establish rules for alcohol consumption and opt for payment on the spot if a colleague wants to order something extra. Bear in mind that most accommodation venues do not allow outside drinks unless you pay a fee. If you don't make this clear to the participants, there may be unpleasant discussions during the event.

- Party. If you want to organise an evening party, make sure you make it clear where you are going, when it will take place and the closing time, whether the space is reserved exclusively for you or if there are other participants. It's also useful to have a DJ, otherwise everyone will change songs at will and there may be a bit of chaos at the party.

- Signage during the event. Especially if the group of participants exceeds 50 people and you will be in a larger hotel, it is important that the places where the teambuilding activities take place and the spaces reserved for your team are clearly marked and well signposted.

- Goodie bags. If you have the resources, you can give colleagues a souvenir to take home. It can consist of more classic items such as personalised t-shirts, magnetic photos or special items that relate to the theme of the event. Whatever the case, if you want to do this, you need to make sure you have a designated person who will transport them to the hotel and give them to the participants at the appointed time.


5. Budget market offers

Well, it's true! There are events for 10 people that can have the same budget as an event for 100 people. It's all about the concept, the activities, the place where the participants are accommodated. If you want to work efficiently at the stage of organizing and collecting offers:

- Set a budget benchmark together with the decision makers. It can be a range or a budget that the company would be willing to pay for the teambuilding, even if you don't know exactly how much everything will cost or if this budget is not necessarily a clear limit. Otherwise, you will collect various bids and risk that when you submit them for approval they will be excluded from the start, and your work and that of the suppliers who bid will be in vain.

- Set your priorities. Think clearly about what you can give up and what is a "must" for your event. We don't always have generous budgets for organising an event, so it's wise to be clear where you can compromise.

- Involve decision-makers at key moments of the event preparation. We often encounter cases where everything is as planned, but at the signing of the contract a decision-maker intervenes who has other preferences. For you, as the organiser, this means starting the search all over again or, in an unfortunate case, not doing the event at all. Therefore, if there are several factors on which the final decision depends, it is useful to involve them at key moments, defining the target budget, short-listing offers, consulting on activities, so as to make sure you work wisely.


6. Alegerea furnizorilor externi pentru organizare

A singlebill at the end of the event sounds good, doesn't it? A company with experience in organising corporate events can turn a mundane event into a truly unforgettable experience for your team. Unique activities and a range of end-to-end suppliers, and on top of that, 0% commission for external services and quality security for you.

- It's easier to work with a company that offers integrated services. All the above points related to organisation and other aspects require time, discussions with countless suppliers, debates with colleagues and participant management. A company that can offer all these things can save you a lot of headaches and at the same time help you to make a great event.

- Know your facilitators. If you opt for activities, it's important to know the project team that will run your event or at least the main facilitators.

- Calibrate the ideas with the stage of development of the team. It is important to choose a concept that matches your team's level of development. If you have never been to a team building event before, it may be more important to focus on activities that build relationships rather than sophisticated concepts. If the team has done many types of activities in the past, it may be more important to choose something more special that keeps colleagues involved.

-  If you can, choose a personalised concept. Always a unique concept, tailored to your team, will be more likely to be well received by colleagues and impress them. Avoid clichés and make sure that if you use a company to help you with the organisation, the teambuilding concept will be tailored to your team. 

A successful company event can change team dynamics forever so choose to plan something truly memorable!

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