How to organise a team weekend without last-minute chaos

Start by fixing the group size, dates and budget before booking anything. Then confirm registrations, dietary requirements, accommodation, activities and transport in that order, because each choice affects the next one. Share the programme, route and addresses before people leave home. On arrival, keep the first 30 minutes simple: open the venue, check rooms, prepare welcome drinks and explain where everyone needs to be.

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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 invitations
2
Process registrations
3
Collect dietary requirements
4
Update participant list
5
Reserve group accommodation
6
Reserve activities
7
Coordinate transportation
8
Share program
9
Check the weather forecast
10
Check the shopping list
11
Do the shopping
2 people
12
Fill coolers
2 people
13
Collect materials
2 people
14
Share route and addresses

Event

15
Open venue
2 people
16
Check rooms
2 people
17
Set up tables and chairs
3 people
18
Hang decorations
2 people
19
Prepare game materials
2 people
20
Chill drinks
2 people
21
Set up the reception table
22
Receive participants
2 people
23
Serve welcome drinks
2 people
24
Assign rooms and sleeping places
2 people
25
Explain the program
26
Lead team activity
3 people
27
Set out break snacks
2 people
28
Refill drinks
2 people
29
Prepare barbecue
3 people
30
Make salads and side dishes
3 people
31
Set the tables
3 people
32
Serve barbecue
4 people
33
Serve dessert
2 people
34
Support the evening activity
2 people
35
Set up breakfast
3 people
36
Serve breakfast
2 people

Aftercare

37
Collect tableware
3 people
38
Separate waste
2 people
39
Clean the kitchen
3 people
40
Check sleeping areas
2 people
41
Clean the venue
3 people
42
Put furniture back
3 people
43
Pack up materials
2 people
44
Hand over keys and venue
45
Return borrowed items
2 people
46
Return lost and found items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Bar stoolsqty 4
Tableclothqty 6

Tableware

Platesqty 24
Bowlsqty 24
Glassesqty 30
Coffee cupsqty 24
Knivesqty 24
Forksqty 24
Spoonsqty 24
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Mixing bowlsqty 4
Small bowlsqty 8
Storage binsqty 8

Equipment

Barbecueqty 2
Coolersqty 4
Bluetooth speakersqty 2
Extension cordsqty 3
Power banksqty 4
Thermos flasksqty 3

Sports equipment

Footballsqty 2
Frisbeesqty 3
Tug of war rope
Conesqty 12
Game cardsqty 4

Decorations

Buntingqty 4
Balloonsqty 40
Name badgesqty 24

Lighting

String lightsqty 3
LED lanternsqty 4

Cleaning

Waste binsqty 4
Bucketsqty 2
Spongesqty 6
Cleaning clothsqty 8

Catering

Groceries

Tips

Set a registration deadline at least 3 weeks before the weekend. Use the final participant list to assign rooms, confirm dietary requirements and book the right number of activity places.
Book group accommodation before choosing the full programme. Check sleeping capacity, shared rooms, arrival times and whether the venue has enough tables, chairs and kitchen equipment for the group.
Plan transport around the first activity, not just the accommodation check-in time. Send the route and addresses at least 5 days ahead, including a meeting point and a backup contact number.
Prepare the food and drinks the day before arrival where possible. Chill drinks in the coolers, pack serving equipment separately and check the shopping list before leaving for the shop.
Allow 45 minutes before the first guests arrive for opening the venue, checking rooms, setting up tables, preparing game materials and arranging the reception table. Keep the programme visible so explanations do not have to be repeated.

Frequently asked questions

How far in advance should you organise a team weekend?: Start 8 to 12 weeks ahead if accommodation and activities need to be booked. Set the registration deadline around 3 weeks before departure so you have time to confirm numbers, dietary requirements, rooms and transport.
What should I arrange first for a team weekend?: Confirm the date, expected group size and budget first. Reserve accommodation next, then book activities and arrange transport once you know the final route and schedule.
When should I send the team weekend programme?: Send the programme and practical information at least 5 days before the weekend. Include departure details, route and addresses, activity times, what participants need to bring and the contact number for the organiser.
How early should we arrive to prepare the venue?: Arrive about 45 minutes before the first participants. That gives you time to check rooms, set up tables and chairs, chill drinks, prepare the reception table and put game materials in place.

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.