How to Plan an In-Person Team-Building Event During the Pandemic

1. Define Your Timeline

Depending on how big your corporate event is, you might need anywhere from just a few weeks to several months of planning. Give yourself enough time to book the venue, invite the guests, hire catering, arrange transportation, and make any other preparations needed.

Having a definite timeline helps reduce mistakes and panicking. It also allows you sufficient time if there are sudden changes.

2. Assemble a Planning Team

Planning a team-building event for the whole company or even just one department can be too much for one person. There are so many factors that go into making a successful event that you'll eventually need some help.

With a planning team, you can delegate tasks, allowing the preparations to be more efficient. Additionally, you'll have someone else to bounce ideas off. This helps lessen not only the logistical challenges but also the mental strain.

3. Set a Clear Objective

Know what your team-building event is for or what you want to get out of it. Is it to celebrate a milestone? Increase productivity? Or improve teamwork?

One of the purposes of the event is to have fun. However, it's essential to accomplish something that can enhance your company's performance. After all, a team-building event is a company's investment in its people. Therefore, it should have a return.

4. Have A Guest List

As with any event, it's important to have an idea how many people are coming. Having a guest list can help you decide which venue to choose, the size and number of vehicles for transportation, and how much budget you need. It also helps make sure that there's just the right number of people to practice social distancing.

5. Set a Budget

Once you know what you want out of the event and how many people are coming, it's time to set a budget. Budgeting usually includes transportation, venue, food, and beverage.

Although you need to keep a realistic budget, allow some slack for unexpected expenses.

6. Pick a Date, Time, and Venue

So you have the purpose of the event, the number of people coming, and the budget. Now you can pick a date, time, and venue.

When it comes to the date and time, choose one that doesn't conflict with your team members' schedules. Otherwise, they won't want to come. Don't choose a date that conflicts with work deadlines or holidays that are typically spent with family.

For the location, find a venue that is not too much of a hassle to go to. In other words, it should not be too far or result in excessive travel expenses.

Choose a venue with enough space to conduct your planned activities while practicing social distancing. Also, consider the weather for that day. This will help you decide whether to hold the event indoors or outdoors. If it is outdoors, you might need access to tents or shelters just in case it rains.

7. Plan the Activities

There are many activities you can do for your in-person team-building event. For example, you can have a pool or grill party, go scavenger hunting, have a karaoke competition, play escape room games, and more. You can even change the rules of some games to keep a 6-foot distance from each other.

Moreover, provide your team members with an agenda for the day. This should include the duration of the event, activities, and meeting points. The agenda will help them know what to expect, but at the same time, get excited about it.

8. Plan the Food and Beverages

What's a party without great food and drinks, right? Since you already have the number of people attending, you'll have a better idea of the amount of food and beverages to prepare.

You can either hire a catering service or ask your team to bring their signature dishes.

9. Hire a Party Bus

If you want to make sure that everyone in your group feels included and has fun, a party bus is the right choice.

A party bus adds excitement to your event, and it's also cost-effective. You get to travel as one, which keeps the members from spending on gas and ensures that you follow the schedule.

And since it's a party for adults, you have the option of drinking alcohol. But you don't have to worry about having a designated driver because a party bus comes with a professional chauffeur.