Planning an outdoor team building activity? This article is your go-to checklist, packed with practical tips to help you organize a smooth, engaging, and impactful event.
Updated: April 26, 2025
Planning an outdoor team building activity can be exciting—but it also comes with a unique set of logistics. Whether you’re organizing a summer social, company retreat, or a one-off team activity, these 25 tips will help ensure your event runs smoothly, delivers value, and leaves your team feeling energized.
First published in 2019, this checklist has been trusted by organizations across North America to plan successful outdoor team building events of all sizes. We’ve refreshed it for 2025 to reflect current best practices, industry trends, and everything you need to stay relevant and prepared.
This article offers a detailed, field-tested checklist covering everything from choosing the right venue to building in breaks, managing logistics, and planning for the unexpected. Whether you’re hosting a small gathering or a full-scale retreat, these tips will help make your outdoor team building event a success.
Table of Contents
- 1. Choose the Right Venue
- 2. Confirm Capacity and Layout
- 3. Scout for Covered Areas
- 4. Understand Permits and Regulations
- 5. Prioritize Accessibility
- 6. Plan for Transportation
- 7. Think Through Parking
- 8. Communicate What to Bring
- 9. Have a Rain Plan
- 10. Set Up a Hydration Station
- 11. Provide Snacks (or More!)
- 12. Consider Dietary Needs
- 13. Don’t Forget Restrooms
- 14. Choose the Right Type of Activity
- 15. Consider Group Size
- 16. Build in Breaks
- 17. Appoint Event Helpers
- 18. Test Any Tech
- 19. Keep First Aid Nearby
- 20. Be Sustainable
- 21. Encourage Engagement
- 22. Customize to Your Culture
- 23. Capture the Fun
- 24. Gather Feedback
- 25. Celebrate Success
1. Choose the Right Venue
Your venue sets the tone for the day. Look for outdoor spaces that suit your group size, desired activity type, and accessibility needs. Parks, beaches, courtyards, and even open rooftops can all work well—just make sure to account for seating, shaded areas, and facilities.
2. Confirm Capacity and Layout
Before locking in a location, check that it can comfortably accommodate your group, any equipment needed, and movement between stations. Bonus: Ask about layout diagrams or past event photos to help plan your space effectively.
3. Scout for Covered Areas
Sunburns and downpours can derail even the most fun day. Covered pavilions, tents, or tree-shaded areas offer your team shelter from the elements. If your space doesn’t have cover, consider renting tents.
4. Understand Permits and Regulations
Public parks often require permits for group activities, amplified sound, and food service. Start early to avoid red tape. Ask the local Parks Board what documentation or approvals are needed for your event.
5. Prioritize Accessibility
Ensure your location is easy to navigate for everyone, including those with mobility needs. That includes parking, paved walkways, restrooms, and activities that allow for inclusive participation.
6. Plan for Transportation
Is your venue within walking distance of the office? Will you need a shuttle? Think through how people will get there and back—and factor in supplies, equipment, and potential traffic delays.
7. Think Through Parking
Check how much parking is available and whether it’s free or paid. If parking is limited, consider carpooling incentives or reimbursing transit costs.
8. Communicate What to Bring
Before event day, send out a checklist to attendees with reminders like: dress for the weather, wear comfortable shoes, bring a water bottle, and pack sunscreen or bug spray.
9. Have a Rain Plan
The weather doesn’t always cooperate. If it rains, can you pivot to an indoor space or move your activity to another date? It helps to set a cutoff point (e.g. 24 hours before) for making a go/no-go decision.
10. Set Up a Hydration Station
Dehydrated teams don’t perform well. Have plenty of water available—whether that’s a cooler with bottles or a refill station with reusable cups. Encourage everyone to drink up, especially on warm days.
11. Provide Snacks (or More!)
From light refreshments to full-blown catering, food brings people together. Whether it’s trail mix and granola bars or a taco truck and BBQ, make sure your menu matches the duration and intensity of the day.
12. Consider Dietary Needs
Send out a pre-event survey to check for allergies or restrictions. Many catering companies can accommodate gluten-free, dairy-free, vegetarian, and other options if given advance notice.
13. Don’t Forget Restrooms
No one wants to be stuck without a bathroom. If your outdoor venue doesn’t have permanent facilities, rent portable ones. Check they’re clean, stocked, and accessible to all participants.
14. Choose the Right Type of Activity
Select team building experiences that suit your group’s energy, personality, and physical comfort level. Think high-energy competitions, creative challenges, charitable give-back events, or laid-back games.
Looking for a full list of outdoor activity ideas to pair with your planning? Check out our roundup of 52 Outdoor Team Building Activities for Work Groups.
15. Consider Group Size
Some outdoor activities work better for small teams, while others can scale to hundreds. Divide large groups into manageable teams with captains or facilitators to guide them.
16. Build in Breaks
Outdoor events can be energizing—but also draining. Create a realistic agenda with time for rest, shade, food, and socializing between sessions. Breaks help people stay engaged and avoid burnout.
17. Appoint Event Helpers
Enlist a few team members to help with check-in, supplies, timekeeping, or questions on the day of. Designating clear point people keeps things moving smoothly.
18. Test Any Tech
If you’re using audio equipment, mobile apps, or Wi-Fi, test them in your venue beforehand. Outdoor conditions (like wind or signal drop-offs) can interfere with tech that works fine indoors.
19. Keep First Aid Nearby
Have a basic first aid kit onsite and designate a few people who know where it is. It’s also a good idea to communicate any emergency procedures and nearby medical services ahead of time.
20. Be Sustainable
Opt for eco-friendly supplies like compostable plates, reusable water bottles, and waste sorting bins. Encourage everyone to leave the space cleaner than they found it.
21. Encourage Engagement
Icebreakers, emcees, and creative challenges can help get people out of their shells. Don’t be afraid to gamify the day with a scavenger hunt or team points system.
22. Customize to Your Culture
Add small touches that reflect your team’s personality: custom team names, fun swag, music playlists, or inside jokes. These details make the day feel unique and memorable.
23. Capture the Fun
Assign someone to take photos or videos throughout the day. These snapshots make for great social media posts, internal newsletters, or keepsakes for your team.
24. Gather Feedback
After the event, send out a quick survey asking what people liked and what could be improved. Their insights will help you make your next team building activity even better.
25. Celebrate Success
Wrap up your event with a shout-out to team wins, MVPs, or best moments of the day. A little recognition goes a long way in reinforcing the value of coming together.
With the right preparation, your outdoor team building event can go from a simple outing to a standout experience your team won’t forget. Use this checklist to stay organized, thoughtful, and one step ahead—so everyone can focus on what really matters: connecting, collaborating, and having a great time outside the office.
Get help planning your next outdoor team building activity
Want to remove the stress and guesswork from planning your next outdoor team building activity? We’re here to help. Reach out to our team of Employee Engagement Consultants for a free quote today.
