Your team event is coming up soon and you want to be sure you’ve thought of everything?
We know this feeling from the numerous small and large events that we have helped to organize. So here is our team event checklist to help you start planning with a good feeling.
Errors in the planning of team events
- The location does not suit the occasion (too sterile)
- The problems start on arrival
- The team is not picked up properly and does not feel comfortable
- Costs are getting out of hand
…and much more
Team event checklist – the template
Objective of the event
- Goal of the event defined? (Incentive, team bonding, strategy, etc.)
- Derived requirements for the event?
Participants of the team event
- Is the selection of participants appropriate?
- Invitations sent out?
- Asked about preferences for accommodation and catering?
- Pre- & post-event communication planned?
- List of participants created and contact details recorded?
Location for team events
- 3 comparative offers obtained? meetreet supports you with 500+ locations throughout Europe. Here you can find more tips on location scouting.
- Cancellation options checked?
- Payment terms checked?
- Location selected to suit the destination?
- Travel options checked and determined?
- Equipment checked?
- Catering coordinated? (Minimum order quantities, delivery times, vegan options, etc.)
- Insurance issues clarified? (organizer’s liability insurance etc.)
Cost planning of a team event
- Expenses calculated and budget planned?
- Invitations (printed matter, graphics)
- Location (rent, cleaning, electricity, ancillary costs)
- Artists (fees, GEMA, KSK)
- Moderation – sound, lighting (personnel, technical rental)
- Catering (staff, dishes, delivery, disposal)
- Other service providers (photographer / film team …)
- Insurances
- Cost coverage agreed with the participants?
Agenda & content of the team event
- Objectives translated into agenda? (Mix of incentive & work coherent?)
- Sufficient buffer planned?
- Are set-up and dismantling times planned?
- High- and low-energy phases taken into account?
- Planning of bad weather alternative (if required)
- Material list created
- Agenda coordinated with the location & service providers?
- Permits obtained for activities on e.g. municipal territory?
Before the team event
- Material organized / purchased
- Team briefed on site?
- Agenda communicated?
During the team event
- Asp. secured on site?
- Control of the event process?
- Video & photo documentation?
After the team event
- Photos/videos/documents sent to participants?
- Billing of service providers and location checked? (cost control)
- Obtained feedback?
And you’re done! ✨
Summary of the team event checklist
Let’s summarize these points once again. If you can tick off all the points on the team event checklist, you are well prepared.
Have you clearly defined the goal of the team event? Remember to select the group of participants sensibly, send out invitations and ask for preferences for accommodation and catering. Well-planned pre- and post-event communication is important, as is creating a list of participants with contact details.
Search for at least three comparative offers for the location. Check cancellation options and payment terms and make sure that the location suits the destination. Travel options, equipment and catering should also be coordinated, as should insurance issues.
Calculate the expenses and plan your budget. Think about costs for invitations, location, artists, moderation, catering and other service providers. Don’t forget to coordinate insurance and the assumption of costs with the participants.
Transfer your objectives to the agenda and ensure a mix of incentive and work. Plan sufficient buffers, set-up and dismantling times as well as high and low energy phases. A bad weather alternative should be available. Coordinate the material list with the location and service providers and obtain the necessary permits.
Before the event: Organizes the material, briefs the team on site and communicates the agenda. During the event: Ensures all aspects on site, monitors the process and documents the event. After the event: Sends photos and videos to the participants, checks the billing of the service providers and location and collects feedback.
😊 Don’t panic – it will be great!
Even if this team event checklist seems long at first, a lot will happen along the way and the more points you have completed, the more confident you will feel.
We wish you all the best and a great time.
Let’s inspire your team together!
