Staff weekend checklist

A staff weekend runs smoothly when the decisions are made before people arrive. Confirm the venue and date first, then build the programme, collect registrations and dietary requirements, and assign rooms and beds. In the final week, lock the participant list, pass food details to the kitchen, shop, chill drinks and prepare materials. On arrival day, allow time to check rooms, arrange furniture, test sound and lighting, and set up the buffet before the group arrives.

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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

Confirm date and location
2 people
Compile program
2 people
Create the participant list
Send invitations
Process registrations
Collect dietary requirements
Assign rooms and beds
2 people
Share transport and parking information
Reserve activities
Plan meals and groceries
2 people
Create final participant list
Pass dietary requirements to the kitchen
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Collect materials
2 people
Print the route and contact list

Event

Open venue
2 people
Check rooms
2 people
Set up tables and chairs
4 people
Set up the buffet and serving area
3 people
Set out tableware and cutlery
2 people
Hang decorations
2 people
Test music and lighting
2 people
Set up the reception table
2 people
Set out coffee and tea
2 people
Receive participants
3 people
Hand out room keys
2 people
Serve welcome drinks
3 people
Explain the program
Guide the afternoon activity
3 people
Serve snacks
2 people
Refill drinks
2 people
Set up the dinner buffet
3 people
Serve dinner
4 people
Collect waste and tableware
2 people
Support the evening program
3 people
Carry out the night closure
2 people
Set up breakfast buffet
3 people
Serve breakfast
3 people
Check rooms
2 people
Gather luggage
2 people
Lead morning activity
3 people
Hand out lunch packages
2 people

Aftercare

Clear the venue
4 people
Wash dishes
3 people
Remove waste
2 people
Clean rooms
3 people
Sort and store materials
2 people
Return borrowed items
2 people
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

Close registrations and create the final participant list at least 7 days before the weekend. Use it to assign rooms and beds, confirm dietary requirements, and share transport and parking details.
Give the kitchen the final dietary list 3–5 days before arrival, then check the shopping list before buying food. Plan chilled drinks, snacks, coffee and food warmers rather than leaving them to the setup window.
Print the route and contact list before travelling, and keep a paper copy at the venue. This helps when someone has no signal, arrives separately or needs directions to parking.
Allow at least 90 minutes before the first activity to open the venue, check rooms, arrange tables and chairs, and set out plates, bowls, glasses, cups and cutlery.
Test music, lighting and power before guests arrive. Check the Bluetooth speaker or microphone, extension cords, power strips and charging cables, then place string lights or battery lanterns where the programme will continue after dark.

Frequently asked questions

How far in advance should I plan a staff weekend?: Start 6–8 weeks before the weekend by confirming the date, location and programme. Send invitations early enough to close registrations at least 7 days before arrival, so rooms, meals and transport can be finalised.
When should I send staff weekend invitations?: Send them 4–6 weeks before the weekend when possible. Include the programme outline, registration deadline, transport and parking information, and a request for dietary requirements.
How do I organise rooms for a staff weekend?: Assign rooms and beds after registrations close, normally 7 days before arrival. Keep the final participant list beside the room plan and share arrival or parking details with anyone travelling separately.
What should I prepare on the day of a staff weekend?: Arrive at least 90 minutes before the first scheduled activity. Check the rooms, set up tables and chairs, prepare the buffet and serving area, put out tableware, chill drinks, and test music and lighting.

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