Team day checklist: what to arrange and when

A team day runs more smoothly when the practical details are settled before people arrive. Start with the date, venue and invitations, then use registrations to build teams, confirm dietary requirements and share the programme. In the final week, prepare the activities, catering, music and equipment. On the day itself, allow time for tables, food, registration, activity stations and a clear programme briefing before the first activity starts.

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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 time
Reserve venue
Send invitations
Process registrations
Collect dietary requirements
Share program
Assemble teams
2 people
Choose activities
2 people
Write out the game rules
Put together the music
Order catering
Check supplies
2 people
Do the shopping
2 people
Chill drinks
2 people
Set up activity supplies
2 people
Share the location and route

Event

Check the venue
2 people
Set up tables and chairs
3 people
Set up buffet and drinks table
2 people
Hang up decorations
2 people
Test music and microphone
Set up registration desk
Mark activity stations
2 people
Receive participants
2 people
Explain the program
Serve welcome drinks
2 people
Announce the teams
Lead the first activity
3 people
Refill break drinks
2 people
Supervise the second activity
3 people
Serve snacks
2 people
Refill drinks
2 people
Set up the buffet
3 people
Serve dinner
3 people
Collect plates and cutlery
2 people
Host team quiz
2 people
Serve dessert and coffee
2 people
Refill drinks
2 people
See off guests and manage departure
2 people

Aftercare

Remove decorations
2 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Put furniture back
3 people
Gather borrowed items
2 people
Check materials
2 people
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

Close registrations several days before the team day so you can confirm team sizes, catering quantities and dietary requirements instead of making last-minute changes.
Test the portable speaker, wireless microphone, extension cords and power strips before guests arrive. Keep power banks available so phones used for registration or music do not run flat.
Chill drinks in advance and set up a separate drinks table. A few coolers and ice trays are easy to overlook when the venue has no reliable refrigeration nearby.
Mark every activity station before registration opens, using cones, team ribbons, balls, hoops or rope where needed. This prevents teams from waiting while equipment is being moved.
Set up the buffet, drinks table and registration desk before participants arrive. Keep serving utensils, reusable tableware and coffee equipment together so the first break does not become a search for supplies.

Frequently asked questions

How far in advance should I start planning a team day?: Confirm the date and venue at least 6 to 8 weeks ahead, especially if the team day needs a specific space or activity setup. Send invitations once the basic programme and location are clear.
When should I collect dietary requirements for a team day?: Ask for dietary requirements when people register and close the list at least 7 days before the event. Send the final numbers and requirements to catering immediately after registrations close.
How much time do I need to set up a team day?: Allow 2 to 3 hours for tables and chairs, the buffet and drinks table, decorations, activity stations, registration and equipment testing. Add extra time if the venue needs furniture or supplies brought in from another location.
What should I prepare the day before a team day?: Prepare the team lists, game rules, programme, music and activity supplies the day before. Chill drinks, check all equipment and pack tableware and serving items so the event morning is limited to setup and final checks.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.