How to organise a staff weekend without last-minute stress

Start by fixing the date, venue and basic programme before asking people to register. Then use the registration list to arrange rooms, transport, meals and activities in that order. Dietary requirements and bed assignments are easy to overlook, so set deadlines for both rather than collecting them informally. In the final week, turn the plan into a practical run sheet, check supplies and prepare the venue so the first evening does not depend on last-minute shopping or setup.

Organize this event for free with Lizzt

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
Compile program
2 people
3
Create the participant list
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Assign rooms and beds
2 people
8
Share transport and parking information
9
Reserve activities
10
Plan meals and groceries
2 people
11
Create final participant list
12
Pass dietary requirements to the kitchen
13
Check the shopping list
2 people
14
Do the shopping
3 people
15
Chill drinks
2 people
16
Prepare snacks
3 people
17
Collect materials
2 people
18
Print the route and contact list

Event

19
Open venue
2 people
20
Check rooms
2 people
21
Set up tables and chairs
4 people
22
Set up the buffet and serving area
3 people
23
Set out tableware and cutlery
2 people
24
Hang decorations
2 people
25
Test music and lighting
2 people
26
Set up the reception table
2 people
27
Set out coffee and tea
2 people
28
Receive participants
3 people
29
Hand out room keys
2 people
30
Serve welcome drinks
3 people
31
Explain the program
32
Guide the afternoon activity
3 people
33
Serve snacks
2 people
34
Refill drinks
2 people
35
Set up the dinner buffet
3 people
36
Serve dinner
4 people
37
Collect waste and tableware
2 people
38
Support the evening program
3 people
39
Carry out the night closure
2 people
40
Set up breakfast buffet
3 people
41
Serve breakfast
3 people
42
Check rooms
2 people
43
Gather luggage
2 people
44
Lead morning activity
3 people
45
Hand out lunch packages
2 people

Aftercare

46
Clear the venue
4 people
47
Wash dishes
3 people
48
Remove waste
2 people
49
Clean rooms
3 people
50
Sort and store materials
2 people
51
Return borrowed items
2 people
52
Return lost property

What to bring

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

Furniture

Tablesqty 6
Chairsqty 35
Buffet tablesqty 2
Coat racksqty 2

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable glassesqty 50
Coffee cupsqty 35
Cutlery setsqty 40
Serving plattersqty 8
Serving spoonsqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Coolersqty 4
Thermos flasksqty 4
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4

Equipment

Bluetooth speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Charging cablesqty 6

Lighting

String lightsqty 4
Battery lanternsqty 4

Decorations

Buntingqty 4
Tableclothsqty 6

Sports equipment

Footballsqty 2
Frisbeesqty 3
Outdoor gamesqty 4
Board gamesqty 6

Cleaning

Waste binsqty 4
Bucketsqty 3
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the registration deadline at least 14 days before the weekend. Use the final participant list to assign rooms and beds, pass dietary requirements to the kitchen and confirm activity numbers.
Build the programme around fixed meal times and travel windows. Share transport, parking and arrival information at least 7 days beforehand, including a contact number for late arrivals.
Finish food planning 5 to 7 days before arrival. Check the shopping list against the final headcount, then chill drinks and prepare snacks separately so they are ready when people arrive.
Prepare an arrival pack with the printed route, contact list and programme. Keep one copy at the entrance and one with the organiser instead of relying on everyone having phone reception.
Allow at least 2 hours for venue setup on the first day. Check rooms first, then arrange tables and chairs, set up the buffet and serving area, and test the speaker, microphone, lighting and extension cords before guests arrive.

Frequently asked questions

How far in advance should you plan a staff weekend?: Start at least 6 to 8 weeks before the weekend. Fix the date and venue first, then allow time for registrations, room assignments, activities and meal planning.
When should staff register for the weekend?: Set registration to close 14 days before arrival. This gives you a reliable headcount for beds, activities, groceries and dietary requirements.
How do you organise rooms for a staff weekend?: Assign rooms and beds after registrations close, ideally 10 to 14 days before the weekend. Check the final list for cancellations and share the allocation before people travel.
How long does it take to set up a staff weekend venue?: Allow around 2 hours for the basic setup, plus extra time if the venue needs extensive decoration or equipment testing. Check rooms and power first, then set up seating, the buffet, tableware and music.

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.