How to organise a team day that runs on time

A successful team day starts with the running order, not the decorations. Confirm the date and venue first, then collect registrations, dietary requirements and activity preferences before finalising teams and the programme. Build in time for catering, chilled drinks, equipment checks and room setup. On the day, make arrival simple with a registration desk, clear location details and marked activity stations, so the programme can start without explaining everything twice.

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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 time
2
Reserve venue
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Share program
7
Assemble teams
2 people
8
Choose activities
2 people
9
Write out the game rules
10
Put together the music
11
Order catering
12
Check supplies
2 people
13
Do the shopping
2 people
14
Chill drinks
2 people
15
Set up activity supplies
2 people
16
Share the location and route

Event

17
Check the venue
2 people
18
Set up tables and chairs
3 people
19
Set up buffet and drinks table
2 people
20
Hang up decorations
2 people
21
Test music and microphone
22
Set up registration desk
23
Mark activity stations
2 people
24
Receive participants
2 people
25
Explain the program
26
Serve welcome drinks
2 people
27
Announce the teams
28
Lead the first activity
3 people
29
Refill break drinks
2 people
30
Supervise the second activity
3 people
31
Serve snacks
2 people
32
Refill drinks
2 people
33
Set up the buffet
3 people
34
Serve dinner
3 people
35
Collect plates and cutlery
2 people
36
Host team quiz
2 people
37
Serve dessert and coffee
2 people
38
Refill drinks
2 people
39
See off guests and manage departure
2 people

Aftercare

40
Remove decorations
2 people
41
Wash dishes
2 people
42
Collect waste
2 people
43
Clean the room
3 people
44
Put furniture back
3 people
45
Gather borrowed items
2 people
46
Check materials
2 people
47
Return borrowed items
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 36
Buffet tablesqty 2
High tablesqty 4

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable glassesqty 50
Coffee cupsqty 40
Cutlery setsqty 40
Serving utensilsqty 8

Kitchen

Cutting boardsqty 3
Chef's knifeqty 3
Serving plattersqty 8
Serving trays with lidsqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4

Equipment

Portable speaker
Wireless microphone
Extension cordsqty 3
Power stripsqty 3
Power banksqty 2

Refrigeration

Coolersqty 4
Ice cube traysqty 4

Activities

Team ribbonsqty 6
Conesqty 24
Ballsqty 6
Hoopsqty 6
Ropeqty 4
Quiz boardsqty 6
Markersqty 12
Notepadsqty 40
Pensqty 40
Trophiesqty 3

Decorations

Tableclothsqty 8
Buntingqty 6
Balloonsqty 80
Balloon pumpqty 2
Name badgesqty 40

Lighting

String lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 3
Cleaning clothsqty 12
Dish brushesqty 3
Broomqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the deadline for registrations at least 10 days before the team day. Use the final list to form teams, confirm dietary requirements and order catering for the correct number of people.
Finish the programme and game rules at least 5 days beforehand. Print or prepare one clear version for the organiser and a shorter version to display or explain at each activity station.
Check the venue one week before the event, including power points, furniture, activity space and the route from the entrance. Test the portable speaker and wireless microphone before participants arrive.
Chill drinks several hours before the start, not during setup. Keep extra drinks in coolers and prepare ice in advance, because a drinks table becomes difficult to manage once activities have begun.
Plan the first 30 minutes separately from the rest of the day. Set up the registration desk, team ribbons, programme information and marked stations before the first participants arrive, then assign one person to receive late arrivals.

Frequently asked questions

How far in advance should you plan a team day?: Confirm the date and reserve the venue at least 4 to 6 weeks ahead. Finalise registrations, dietary requirements, teams and catering about 10 days before the event.
How do you organise teams for a team day?: Wait until registrations close before assembling teams, usually 7 to 10 days before the event. Balance team sizes and practical requirements, then prepare team ribbons or another visible identifier before setup begins.
When should you order catering for a team day?: Order catering once registrations and dietary requirements are confirmed, ideally 7 to 10 days in advance. Recheck the final headcount 2 or 3 days before the event if the supplier allows changes.
What should be ready before guests arrive at a team day?: Set up tables, chairs, the buffet and drinks table, activity supplies, marked stations and the registration desk before the arrival time. Test the music and microphone at least 30 minutes beforehand so the programme can begin on schedule.

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