Team weekend checklist: organise everything in the right order

A team weekend involves more than booking a place and choosing a few activities. You need to track registrations, dietary requirements, sleeping arrangements, transport, equipment and the handover from arrival to the first activity. This checklist puts the work in a practical order, from sending invitations to opening the venue and welcoming the group. Use it to spot the details that are often left until the last minute, such as route information, chilled drinks, room assignments and weather-dependent plans.

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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

Send invitations
Process registrations
Collect dietary requirements
Update participant list
Reserve group accommodation
Reserve activities
Coordinate transportation
Share program
Check the weather forecast
Check the shopping list
Do the shopping
2 people
Fill coolers
2 people
Collect materials
2 people
Share route and addresses

Event

Open venue
2 people
Check rooms
2 people
Set up tables and chairs
3 people
Hang decorations
2 people
Prepare game materials
2 people
Chill drinks
2 people
Set up the reception table
Receive participants
2 people
Serve welcome drinks
2 people
Assign rooms and sleeping places
2 people
Explain the program
Lead team activity
3 people
Set out break snacks
2 people
Refill drinks
2 people
Prepare barbecue
3 people
Make salads and side dishes
3 people
Set the tables
3 people
Serve barbecue
4 people
Serve dessert
2 people
Support the evening activity
2 people
Set up breakfast
3 people
Serve breakfast
2 people

Aftercare

Collect tableware
3 people
Separate waste
2 people
Clean the kitchen
3 people
Check sleeping areas
2 people
Clean the venue
3 people
Put furniture back
3 people
Pack up materials
2 people
Hand over keys and venue
Return borrowed items
2 people
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

Send the invitation early enough to collect registrations, dietary requirements and transport needs before you confirm accommodation and activities. Update one participant list rather than relying on separate replies or chat messages.
Share the programme, route and addresses at least 7 days before departure. Include arrival instructions, room or sleeping-place information when available, and a contact person for last-minute changes.
Check the weather forecast 48 hours before the weekend and again on the morning of departure. This gives you time to adjust outdoor activities and check that equipment such as footballs, frisbees, cones and the tug-of-war rope is ready.
Do the shopping after checking the final participant list and dietary requirements. Chill drinks before arrival, fill the coolers, and keep thermos flasks available so coffee and other hot drinks do not depend on everyone using the kitchen at once.
Open the venue before participants arrive and allow at least 60 minutes for checking rooms, setting up tables and chairs, preparing the reception table, hanging bunting and balloons, and laying out the game materials.

Frequently asked questions

How far in advance should I organise a team weekend?: Start at least 8 to 12 weeks beforehand if you need group accommodation, activities and shared transport. Send invitations early enough to collect registrations before making final bookings.
When should I send the team weekend programme?: Send the programme, route and addresses at least 7 days before the weekend. Send a short update again 24 hours before departure if times, weather or meeting points have changed.
How much time do I need to set up before everyone arrives?: Allow at least 60 minutes for the venue setup, and 90 minutes if you still need to collect materials or arrange room assignments. Open the rooms first, then set up tables, chairs, decorations, drinks and the reception table.
When should I check dietary requirements for a team weekend?: Ask for dietary requirements when people register and confirm the list 7 days before the weekend. Check it again before shopping so the food, serving dishes and kitchen equipment match the final group.

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.