How to organise a six-event staff party

Start by fixing the date and location, then decide which six disciplines will make up the competition. From there, set the rules, build balanced teams and collect registrations before booking catering or finalising the schedule. The details that cause delays are usually dietary requirements, unclear team assignments, missing game materials and weather protection. Work backwards from the event day so the course, score sheets, tents, tables and refreshments are ready before participants arrive.

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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
Confirm date and location
2 people
2
Determine six-event disciplines
3 people
3
Write out the competition rules
2 people
4
Determine team composition
2 people
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Update participant list
9
Book catering
2 people
10
Reserve materials
2 people
11
Create the match schedule
2 people
12
Prepare score sheets
13
Communicating team assignments
14
Check the weather forecast
15
Check the shopping list
2 people
16
Do the shopping
3 people
17
Collect materials
2 people
18
Fill coolers
2 people
19
Prepare snacks
3 people
20
Set out prizes and medals
21
Inspect the site
2 people
22
Build party tents
4 people
23
Set up tables and chairs
4 people
24
Set up the course
4 people
25
Prepare game materials by section
4 people
26
Set up the scoring table
2 people
27
Connect the sound system
2 people
28
Test the music
29
Chill drinks
3 people
30
Set up the buffet and bar
3 people
31
Arrange snacks on platters
2 people
32
Hand out team colors and bibs
2 people
33
Clear the safety route
2 people

Event

34
Receive participants
4 people
35
Register attendance
2 people
36
Serve welcome drinks
3 people
37
Give game instructions
2 people
38
Guide teams to their starting points
6 people
39
Guide round 1 of the six-event competition
6 people
40
Guide round 2 of the team challenge
6 people
41
Guide six-event round 3
6 people
42
Refill drinks
2 people
43
Refill snacks
2 people
44
Guide round 4 of the Six-event competition
6 people
45
Guide round 5 of the Six-Event Challenge
6 people
46
Guide round 6 of the six-event competition
6 people
47
Check scores
2 people
48
Open the buffet
3 people
49
Serve buffet dishes
4 people
50
Refill drinks
2 people
51
Collect tableware and waste
2 people
52
Announce the winners
2 people
53
Present prizes
2 people
54
Serve the last round of snacks
2 people

Aftercare

55
Collect game materials
4 people
56
Dismantle the buffet and bar
3 people
57
Collect waste
3 people
58
Wash dishes
3 people
59
Clear tables and chairs
4 people
60
Take down party tents
4 people
61
Clean the grounds
4 people
62
Turn off the sound system
2 people
63
Return materials
2 people
64
Remove empty packaging
65
Store leftover food
2 people
66
Leave venue clean
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Bar mat

Sports equipment

Conesqty 40
Marking linesqty 12
Relay batonsqty 6
Tug of war rope
Water tubsqty 6
Spongesqty 30
Bucketsqty 12
Plastic cups for the gameqty 60
Ballsqty 12
Hoopsqty 12
Blindfoldsqty 6
Cratesqty 12
Tarp sheetsqty 6
Team bibsqty 60
Stopwatchesqty 6
Whistlesqty 6
Waterproof scoreboardsqty 6
Plastic tarpqty 2
Rubber matsqty 6

Tableware

Reusable drinking glassesqty 80
Reusable platesqty 80
Reusable cutleryqty 80
Coffee cupsqty 60
Serving plattersqty 12
Serving spoonsqty 6

Kitchen

Coolersqty 4
Thermos flasksqty 4
Coffee machinesqty 2
Food warmersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6

Equipment

Sound system
Microphoneqty 2
Extension cordsqty 4
Power stripsqty 4
Rechargeable lampsqty 6

Decorations

Team flagsqty 6
Start and finish ribbonqty 2
Tableclothsqty 8
Wayfinding signsqty 8
Prizesqty 6
Medalsqty 60

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Broomqty 2
Mopqty 2
Buckets for cleaningqty 2

Catering

Groceries

Tips

Set the six disciplines before inviting people, then write down scoring, time limits and tie-break rules. Clear rules prevent teams from arguing once the competition has started.
Close registrations early enough to balance the teams and confirm dietary requirements. Send the final team list and assignments before event day rather than relying on announcements at the venue.
Create the match schedule only after you know the number of teams. Prepare one score sheet per section, plus waterproof scoreboards and at least one stopwatch and whistle for each active area.
Inspect the site before setup and check the forecast the day before. Build party tents, place tables and chairs, and use tarps or rubber mats where wet ground could make a game unsafe.
Prepare each discipline's materials together instead of leaving one general pile. Put cones, marking lines, relay batons, ropes, balls, hoops, buckets and other equipment at their assigned sections before guests arrive.

Frequently asked questions

How far in advance should I organise a six-event staff party?: Fix the date and location at least 6 to 8 weeks ahead, especially if you need catering or rented materials. Finalise registrations, dietary requirements and team assignments no later than 7 days before the event.
How do I divide people into teams for six events?: Wait until registrations close, then make teams as even as possible by headcount and ability. Send the final team assignments at least 3 days before the party so people know where to report.
When should I create the schedule for a six-event staff party?: Create the first schedule after registration closes and revise it once the team count is fixed. Print the final schedule and score sheets at least 2 days before the event, leaving time to correct overlaps.
What should I do if the weather is bad on the party day?: Check the forecast 48 hours before the event and again on the morning itself. Have party tents, plastic tarps and rubber mats ready, and decide at least 24 hours beforehand which activities need a safer alternative or a new layout.

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.