Team-building day checklist for 30 participants

A team-building day for 30 people needs more than a booked activity and a lunch order. You need a clear programme, balanced teams, dietary information, transport details and enough equipment for each activity. This checklist puts the work in a useful order, from confirming the date and venue to packing materials, chilling drinks and checking the final catering quantities. It also helps you prepare an indoor option if the weather changes.

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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
Book team-building activities
Reserve catering and dietary options
Send invitations
Process registrations
Collect dietary requirements
Send transportation information
Create final participant list
Assign teams for activities
2 people
Develop the day programme
Confirm activities and times
Check weather scenario
Set up the indoor program
2 people
Take inventory of supplies
Order missing supplies
Prepare name badges
Print team assignments
Print game rules
Test music and presentations
Do non-perishable shopping
2 people
Buy fresh groceries
2 people
Chill drinks
2 people
Check activity materials
2 people
Pack materials per activity
2 people
Check catering quantities
Open venue
2 people
Check rooms and toilets
2 people
Set up tables and chairs
4 people
Set up the reception table
2 people
Set up activity stations
4 people
Hang decorations
2 people
Connect the sound system
Set up the buffet and drinks station
3 people
Arrange snacks on platters
2 people
Prepare coffee and tea
Preparing reception materials

Event

Receive participants
3 people
Hand out name badges
2 people
Serve welcome drinks
2 people
Explain the program
Announce the teams
Lead the first team activity
3 people
Refill break drinks
2 people
Serve snacks
2 people
Guide the second team activity
3 people
Swap out activity materials
3 people
Guiding the third team activity
3 people
Set up the dinner buffet
3 people
Open the dinner buffet
2 people
Restock the buffet
2 people
Refill drinks
2 people
Collect plates and cutlery
2 people
Supporting the final activity
3 people
Handle prize ceremony
2 people
Serve dessert and coffee
2 people
See off guests and manage departure
2 people

Aftercare

Store leftovers in the fridge
2 people
Collect and sort waste
3 people
Wash dishes and cutlery
3 people
Clean buffet tables
2 people
Clear away activity materials
3 people
Remove decorations
2 people
Leave venue clean
3 people
Return borrowed materials
2 people
Store leftover stock
Check the deposit and equipment

What to bring

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

Furniture

Tablesqty 8
Chairsqty 34
Buffet tablesqty 3
Foldable tablesqty 4

Tableware

Platesqty 40
Dessert platesqty 40
Glassesqty 60
Coffee cupsqty 40
Cutlery setsqty 40
Serving spoonsqty 8
Serving plattersqty 10
Serving traysqty 8

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 3
Knivesqty 4
Scissorsqty 2
Serving tongsqty 6

Equipment

Bluetooth speakerqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 3

Sports equipment

Soft ballsqty 6
Ropesqty 6
Conesqty 20
Hoopsqty 6
Blindfoldsqty 10
Stopwatchesqty 4
Team flagsqty 6

Office supplies

Flip chartsqty 3
Flipchart padsqty 3
Markersqty 30
Pensqty 40
Sticky notesqty 12
Name badgesqty 35
Program printoutsqty 35
Game rule cardsqty 12

Decorations

Buntingqty 8
Balloonsqty 50
Table décorqty 8
Prize trophiesqty 3

Lighting

LED light stringsqty 4
LED lampsqty 6

Cleaning

Bucketsqty 2
Mopsqty 2
Waste binsqty 4

Catering

Groceries

Tips

Set the programme before assigning teams. Include arrival, introductions, activity start and finish times, breaks, lunch and departure so participants know where they need to be throughout the day.
Close registrations before you print anything. Use the final list of 30 participants to assign teams, prepare name badges and print team instructions without last-minute corrections.
Collect dietary requirements with registrations, then confirm the options with the caterer several days before the event. Check the delivered quantities when catering arrives, rather than assuming the order is complete.
Pack materials by activity instead of putting everything in one box. For outdoor games, check the soft balls, ropes, cones, hoops, blindfolds and stopwatches before leaving for the venue.
Test presentations and music at the venue or with the exact equipment you will use. Check extension cords, power strips, power banks and a backup indoor programme before the weather becomes a problem.

Frequently asked questions

How many teams should I make for a team-building day with 30 people?: Start with 5 teams of 6 people for activities that work well in small groups. If the activities need larger groups, use 3 teams of 10 instead and confirm the format with the activity provider at least one week before the event.
When should I send invitations for a team-building day?: Send the first invitation 4 to 6 weeks before the event, including the date, location, programme outline and travel information. Set the registration deadline about 10 days before the day so you have time to confirm dietary requirements and team assignments.
How much food and drink do I need for 30 participants?: Confirm the catering quantities against the final participant list rather than ordering for an estimated headcount. For drinks, plan roughly 2 to 3 per person during the first hour, then adjust for the length of the day and whether coffee, tea and water are available.
What should I do if the team-building activities are outdoors and it rains?: Decide on the indoor alternative at least 3 days in advance and check that the venue can accommodate all 30 participants. Confirm the weather scenario the day before, then tell participants where to go and which parts of the programme will change.

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.