Teambuilding workshop checklist for 30 participants

Organising a teambuilding workshop for 30 people involves more than booking a room and choosing activities. You need a facilitator, a clear programme, registrations, dietary information, catering and a room that works for both group discussion and practical exercises. This checklist puts the work in a useful order, from setting the date to opening the venue. It also covers details that are easy to miss, such as name badges, team assignments, presentation equipment and enough power points for the workshop stations.

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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

Reserve venue
Book a workshop facilitator
Set the date and program
2 people
Send invitations
Open registrations
Process registrations
Collect dietary requirements
Confirm registrations
Report the final headcount
Order catering
Coordinate the activities
2 people
Determine the room layout
2 people
Check materials
2 people
Prepare name badges
Assign teams in advance
2 people
Print the run sheet
Share route and parking
Do the shopping
2 people
Chill drinks
2 people
Confirm catering

Event

Open venue
2 people
Set up tables and chairs
3 people
Set up the workshop stations
3 people
Set up the registration table
Lay out name badges
Test presentation
2 people
Test music and microphone
2 people
Set out coffee and tea
2 people
Receive participants
3 people
Register attendance
2 people
Welcome and explain the program
2 people
Lead the first group activity
3 people
Refill break drinks
2 people
Supervise second group assignment
3 people
Collect results
2 people
Lead the reflection round
2 people
Set up buffet
4 people
Serve dinner
4 people
Refill drinks
2 people
Set out dessert
2 people
Assist with the closing activity
3 people
Handle farewell and announcements
2 people
Collect tableware
3 people
Collect workshop materials
3 people
Sort waste
2 people
Dismantle tables and chairs
3 people

Aftercare

Clean the venue
3 people
Empty cooling materials
2 people
Return borrowed materials
2 people
Store or discard leftovers
2 people
Thank participants
Collect expenses

What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Buffet tablesqty 2
Registration desk
Coat racksqty 2

Tableware

Coffee cupsqty 36
Water glassesqty 36
Platesqty 36
Cutlery setsqty 36
Serving plattersqty 8
Serving spoonsqty 8

Equipment

Projector
Projection screen
Laptop
Portable speaker
Wireless microphone
Extension cordsqty 4
Power stripsqty 4

Workshop materials

Flip chartqty 2
Flip chart paperqty 4
Markersqty 30
Sticky notesqty 12
A4 paperqty 200
Pensqty 36
Ropeqty 2
Ballsqty 6
Blindfoldsqty 15
Name badgesqty 36

Decorations

Tableclothsqty 6
Welcome sign
Balloonsqty 30

Lighting

Atmosphere lightsqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Thermos flasksqty 4

Cleaning

Waste binsqty 4
Bucketsqty 2
Floor squeegeesqty 2

Catering

Groceries

Tips

Set the date, programme and facilitator before sending invitations. Participants need the workshop hours, location, route and parking information when they register.
Close registrations early enough to confirm the final headcount with the caterer. Collect dietary requirements at registration and send the confirmed number and requirements to catering before the event.
Assign teams before the workshop and prepare name badges in advance. This avoids spending the first 15 minutes sorting groups and helps the facilitator start on time.
Test the projector, screen, laptop, speaker and wireless microphone before participants arrive. Check extension cords and power strips as well, especially if several workshop stations use equipment in different parts of the room.
Allow setup time for the registration desk, tables, chairs, buffet tables and workshop stations. Put out flip chart paper, markers, sticky notes, pens and activity materials before opening the doors, then chill drinks and confirm catering on arrival.

Frequently asked questions

How far in advance should I organise a teambuilding workshop for 30 people?: Set the date and book the venue and facilitator at least 6 to 8 weeks ahead. Send invitations around 4 weeks before the workshop and close registrations early enough to give catering a final headcount.
How much catering do I need for 30 workshop participants?: Order catering for the confirmed headcount, plus a small buffer of about 2 extra portions if your supplier allows it. Confirm dietary requirements at least 7 days before the workshop and recheck the order on the event day.
When should I set up a workshop room for 30 people?: Start room setup at least 90 minutes before participants arrive. This gives you time to arrange tables and chairs, create activity stations, prepare registration and name badges, and test the projector and audio.
What equipment is easy to forget for a teambuilding workshop?: Power strips, extension cords, spare markers and a working microphone are frequent gaps. Check all equipment 1 day before the workshop and run a final technical test at least 60 minutes before the start.

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