How to organise a company outing without last-minute problems

A company outing usually combines transport, an excursion, a guided tour, lunch and a shared programme. Start by fixing the venue, route and bus before inviting people, then use registrations to finalise dietary needs, emergency contacts and numbers. In the final week, confirm every supplier, send travel details and prepare badges, printed programmes, lunch packs and materials. This order prevents the most common problems: incomplete participant data, late meal changes and people not knowing where to meet.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Send invitation
2
Open registrations
3
Process registrations
4
Collect dietary requirements
5
Collect emergency contacts
6
Create the participant list
7
Reserve a bus
8
Reserve Excursion Venue
9
Book a guided tour
10
Reserve restaurant
11
Check the route and travel time
12
Create the program
13
Set the meeting point
14
Send transportation information
15
Update participant list
16
Confirm lunch order
17
Provide dietary meals
18
Send the program to the venue
19
Make name badges
2 people
20
Check participant details
21
Print the program
22
Do the shopping
2 people
23
Chill drinks
2 people
24
Assemble lunch packs
3 people
25
Prepare materials
2 people
26
Confirm the bus and reservations
27
Check the weather forecast

Event

28
Set up the collection point
2 people
29
Register attendance
2 people
30
Hand out name badges
2 people
31
Guide participants to the bus
2 people
32
Hand out lunch packs
2 people
33
Explain the program
34
Count attendance at stopovers
2 people
35
Refill drinks
2 people
36
Welcome the excursion group
2 people
37
Lead a tour
2 people
38
Take group photo
39
Oversee dinner
2 people
40
Check dietary meals
41
Announce departure time
42
Count attendance before departure
2 people
43
Collect waste
2 people
44
Restock drinks for the return trip
2 people
45
Count attendance on arrival
2 people

Aftercare

46
Unload materials
2 people
47
Store leftovers in the fridge
2 people
48
Wash dishes
2 people
49
Dispose of waste
2 people
50
Clean materials
2 people
51
Return borrowed materials
52
Register lost and found items
53
Send thank-you email
54
Collect expenses

What to bring

Grouped the way you'd shop for it, with quantities.

Office supplies

Name badgesqty 55
Badge holdersqty 55
Lanyardsqty 55
Pensqty 20
Clipboardsqty 4
Printed programsqty 60
Participant listsqty 4
Envelopesqty 10

Catering

Coolersqty 4
Ice packsqty 16
Thermos flasksqty 4
Groceries

Tableware

Reusable cupsqty 60
Reusable platesqty 60
Reusable cutleryqty 60
Serving plattersqty 6
Serving spoonsqty 6

Equipment

Power banksqty 4
Charging cablesqty 8
Flashlightsqty 4

Safety

First aid kit
Reflective vestsqty 4
Hand sanitizerqty 4

Cleaning

Microfiber clothsqty 8
Washing-up tubsqty 2
Litter pickersqty 2

Store away

Foldable cratesqty 6
Waterproof document foldersqty 4

Tips

Set the main framework first: confirm the excursion venue, guided tour, restaurant and bus before opening registrations. Build the programme around realistic travel time, including at least 15 minutes of arrival buffer at each major stop.
Close registrations early enough to act on the numbers. Aim to have the final participant list, dietary requirements and emergency contacts at least 7 days before the outing, so meals and transport can be adjusted without a rush.
Send one clear travel message several days in advance. Include the meeting point, departure time, bus details, route, expected travel time and what participants should do if they are delayed.
Prepare a separate day-of pack rather than relying on one digital file. Bring printed participant lists and programmes, name badges with holders and lanyards, pens, waterproof document folders and power banks with charging cables.
Treat lunch and drinks as a logistics task. Confirm the lunch order, label dietary meals, assemble lunch packs, chill drinks and use coolers, ice packs, reusable cups and plates so serving does not depend on finding supplies at the venue.

Frequently asked questions

How far in advance should I organise a company outing?: Start at least 8 to 12 weeks ahead if the outing needs a bus, excursion venue, guided tour and restaurant. This leaves time to compare availability, open registrations and resolve transport or meal changes.
When should company outing registrations close?: Close registrations about 7 days before the event. Use the final numbers to update the participant list, confirm dietary meals, check participant details and complete the lunch order.
What information should I send before a company outing?: Send the meeting point, departure time, transport information, route, travel time and programme at least 3 to 5 days beforehand. Include a contact method for delays and any practical instructions from the venue.
How do I prepare lunch and drinks for a company outing?: Confirm the lunch order 5 to 7 days before the outing, then label dietary meals separately. Chill drinks the day before and pack lunch, reusable tableware, coolers and ice packs before departure.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.