Creating the perfect team building event can feel overwhelming and sometimes frustrating, mainly if you have never done it in the past. Below are nine actions you can do to streamline your planning procedure and organize a remarkable and enjoyable event.
Whether this is your first time or millionth time arranging a team outing for your entire team, it almost always can look like there’s never adequate time to create an event that checks every one of your boxes. And, if there is anything we have learned, it is that perfection is not required!
We get it; you are the only one on your team who is responsible for making this event happen. And, you are doing all of the coordination work while also managing the to-dos of your job.
At KEUKENvuur, we want to remind you that you are not alone. We are here to help!
Keep reading to figure out nine straightforward steps to help make the preparation process more manageable:
The 9 Things You Can Do to Make Planning Your In-Person Event Easier Than Ever.
When preparing for your event, here are nine effortless actions to guarantee your event is successful.
1. Establish Your Timeline for your team building
The golden rule when it comes to preparing for a sizeable team gathering? Give yourself time to plan and prepare. The more time you have to get it right, the smoother everything should run during the event.
We always recommend building for about four to six weeks to plan a team building event for under 100 people. However, if you have a significant event that is more than 100 people, we recommend providing ample planning time (at least three months to coordinate).
2. Establish Your Preparation Group
As you may already recognize — or maybe you are currently figuring out– it can be challenging for one person to prepare a whole team event. And, as a whole, it would be very challenging for one person to be fully responsible for the entire event with all of the moving components.
By establishing a team to assist you in the event planning, you can entrust jobs and conveniently meet every attendee’s needs without stretching yourself too thin.
Not exactly sure just how to establish your preparation dream team? You can begin teaming up with your coworkers by requesting their support with a friendly, simple email.
An email allows them to read your request and digest it before replying. It is essential that whoever helps you plan for the event wants to be there supporting you!
Once you have finalized your event date and planning timeline, we recommend creating a to-do list in Excel to prepare and organize all of the additional information you need to track.
Who from the team will be available for the event? Does anyone have food allergies or religious restrictions on foods they can and cannot eat? Do you need to coordinate carpools? All of this information should be tracked in one place for your sanity!
3. Specify Your Goal
Having a specified goal or objective for your outing guarantees it’s both fun as well as practical and productive. However, unless you have specific direction provided by your leadership, using the process below can be very helpful in streamlining your goals.
The 5 “W” inquiries are an excellent jumping-off place to aid you in defining your objective: The Who? What? Where? Why? When?
When responding to each inquiry, always attempt to get as specific as you can.
Here is an excellent example of how to use the 5 Ws:
Who: Sales team of 13 people
What: Fun cooking class
Where: Utrecht
Why: Reward event for a remarkable quarter
When: September
Once you have answered all five Ws, you can put them together into one clearly defined goal for a team building event:
We intend to award our sales group of 13 individuals for a fantastic quarter with a fun cooking class this September in Utrecht.
4. Create Your Guest Checklist
Often, establishing your visitor list will mean counting the number of your coworkers in a particular division, as in our above instance about a “sales team of 13 individuals.”
If you’re not sure who will be attending your event, below are four crucial inquiries to ask yourself when developing your visitor checklist:
- Is this an obligatory event? Or can any individual register to attend this cooking workshop?
- Will any employees with impairments be going too?
- Does anyone have a specific food allergy or restricted food?
- Will people that work from other locations have an opportunity to attend this event?
Answering these questions can help you narrow down who will be in attendance and what specific exceptions you may need to make in preparation. Answering all of these questions also helps to guarantee that you are inclusive of everyone’s needs.
5. Create an In-depth Budget for your team building
The most effective way to assemble a reasonable budget plan is to talk with your manager. Ask just how much cash is in the budget? And, what are the costs of the venue, etc.? Is there parking? And if not, can your company cover parking costs for attendees?
At KEUKENvuur, we can accommodate all of your needs (including parking at our venue). In addition, we will gather all of the required materials for your workshop and can even provide a room for presentations before cooking!
If your boss does not know the budget for the team outing, inquire about previous team building tasks to obtain a feeling of what the spending plan was. From there, you can define a budget for this event based on past events.
And always remember, try to keep your spending plan realistic, so you should always leave a little wiggle area for unexpected costs.
6. Choose a Day & Time
Choosing a date and time may appear easy initially. However, always make sure that you consider hectic schedules before wrapping up these details for your team building event.
For example, if you have crucial stakeholders required to be present, ensure that those individuals are available before you dedicate to a day and time.
Once you have a theme and a workshop chosen, we can work directly with you to guarantee that you have found a date and time that aligns with your entire team’s availability.
7. Pick a Venue or Area for your team building
The appropriate venue or area can turn your event into something very memorable! Or, it can be the reason why no one had fun.
As an example, you’ll want to prevent places that will not fit your entire group from work. And, guarantee that your location or area isn’t too far to reduce travel time and costs.
Our facilities are located in near the center of downtown Utrecht, and we provide parking. Therefore, we can easily accommodate groups of 10 or more, and most of our workshops are around 3 hours long. Click here to learn more.
8. Pick a Venue or Area
The appropriate venue or area can turn your event into something very memorable! Or, it can be the reason why no one had fun.
As an example, you’ll want to prevent places that will not fit your entire group from work. And, guarantee that your location or area isn’t too far to reduce travel time and costs.
Our facilities are located in the center of downtown Utrecht, and we provide parking. Therefore, we can easily accommodate groups of 10 or more, and most of our workshops are around 3 hours long. Click here to learn more.
9. Create an Event Day Schedule for your team building
Creating a day of event schedule will guarantee that all of your team arrives on time and understands what they will participate in throughout your time together.
Your program should highlight everything workers will undoubtedly participate in, including arrival time, departure time, parking information, meal details, and any other tasks that you want them to be informed of throughout the event.
Request a free quote for your event. If you are more interested in learning cuisine from across the globe, you can review our local cuisine cooking classes!
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