How to Plan a Successful Team Building Event in 11 Easy Steps

| Team Building

Planning a team building activity can seem overwhelming, especially if you’ve never done it before. But it doesn’t have to be. You just need to follow a strategic plan. In this article, we dive into eleven steps you can take to simplify your planning process and organize a memorable, fun, and impactful event. 

Updated: January 17, 2025

Let’s face it, trying to plan an exciting activity by yourself that will run smoothly and everyone will like – on top of your everyday responsibilities – can feel impossible.

Whether your team is fully remote, hybrid, or entirely in-person, planning a successful team building event requires a flexible, thoughtful approach.

This guide will walk you through a streamlined process for planning a team building event that works for any type of team, ensuring that all employees—whether they’re working from the office, home, or a different city—can participate meaningfully.

By following these 11 easy steps, you’ll have all the tools you need to create a memorable, well-organized team building event that strengthens connections, boosts morale, and aligns with your company’s culture.

Let’s get started.

11 Things You Can Do to Make Planning Your Team Building Activity Easy

From deciding on your goals to picking an event, setting a budget, figuring out logistics, and planning accordingly, there are eleven steps you have to follow in order to ensure your in-person team building activity or virtual team building activity runs smoothly and is an enjoyable experience for everyone.

1. Set Parameters for Your Team Building Activity

The first step in planning a successful team building event is understanding the structure of your team and how it impacts your team building planning process. This will shape every decision you make moving forward, from choosing an activity to finalizing logistics.

Every company operates differently—some teams are fully remote, while others are hybrid or entirely in-person. Understanding where your team falls will help you create an experience that’s engaging and accessible for everyone.

  • Fully In-Person: Can all team members gather in one location? If so, you have full flexibility to choose an on-site or off-site event.
  • Fully Remote: If your team is distributed across different locations, you’ll want to explore virtual team building options that foster engagement despite the physical distance.
  • Hybrid: Do you have a mix of in-office and remote employees? If so, consider an event that accommodates both groups equally—either by hosting a hybrid-friendly experience or ensuring a fully remote alternative for those who can’t attend in person.

Once you’ve determined how your team will participate, it’s time to outline key event parameters:

  • Size of the Event: Will this be an all-company gathering or a department-level initiative?
  • Duration: Will this be a single-day event or a multi-session experience spread out over time?
  • Participation Style: Will everyone engage simultaneously, or will smaller breakout sessions be more effective?
  • Location Feasibility: If considering an in-person event, can travel be arranged for remote employees, or is a virtual alternative necessary?

By setting these parameters early, you create a clear framework that makes the rest of the planning process smoother, ensuring your event is both inclusive and effective for all team members.

2. Determine Your Timeline

Planning a team building event requires careful timing, whether your team is gathering in person or online. The amount of time you need will depend on factors like group size, logistics, and whether you’re coordinating travel or technology.

Planning Timelines for In-Person Events

The golden rule? The more time you give yourself to prepare, the smoother the process will be. Our event planning experts recommend:

  • Four to six weeks for events with fewer than 100 people.
  • At least four to six months for larger events that require extensive coordination.

Once you’ve established your rough timeline, create a task list in Excel to track key deadlines. For a visual representation, consider converting your task list into a Gantt Chart. This will help you monitor progress and ensure nothing gets overlooked.

For additional planning tools, you can download The Ultimate Guide to Team Building, which includes a free sample Excel task list and Gantt Chart template.

Planning Timelines for Virtual Events

Virtual team building events can be organized on a shorter timeline than in-person gatherings, but it’s still important to allow enough time for preparation. A good rule of thumb is to give yourself at least two weeks to plan and execute a seamless virtual experience.

Even though there’s no need to coordinate travel or venue logistics, you’ll still want to:

  • Choose a reliable virtual platform that fits your needs.
  • Set up technical checks to ensure everyone can participate without issues.
  • Send out invitations early so attendees can block time on their calendars.

By setting a clear timeline—whether in person or virtual—you’ll ensure a well-organized event that runs smoothly and meets your team’s needs.

3. Define Your Team Building Goals

Before selecting an activity, it’s important to clearly define what you want to achieve with your team building event. Whether your team is gathering in person or virtually, having a well-defined goal ensures that the event is not only enjoyable but also meaningful.

The 5 Ws of Setting Team Building Goals

A great way to get started is by asking yourself the five “W” questions:

  • Who is participating?
  • What kind of experience do you want to create?
  • Where will the event take place (physical or virtual)?
  • Why are you organizing this event?
  • When will it happen?

For example, if your sales team of 45 people just had a record-breaking quarter and you want to reward them with a fun activity in August in New York City, your goal might be:

“We want to reward our sales team of 45 people for an awesome quarter with a fun activity this August in New York City.”

By outlining these details, you create a clear framework that will help guide your decisions as you move forward in the planning process.

Common Goals for Team Building Events

Regardless of the format you choose for your team building activity, some of the most common goals for workgroups include:

  • Strengthening communication
  • Building relationships
  • Boosting morale and motivation
  • Encouraging collaboration
  • Creating an opportunity for fun and relaxation

For in-person events, the focus may be on hands-on collaboration and engagement, while for virtual events, the goal may be to help reconnect colleagues who don’t often see each other or to enhance a sense of belonging among remote employees.

Once you’ve identified your goal, you’ll be able to select the right team building activity that aligns with your objectives and maximizes the impact of your event.

4. Set Up Your Team Building Event Planning Team

Planning a team building event—whether in person or virtual—can be a big task for one person to handle alone. Setting up a planning team helps distribute responsibilities, gather diverse input, and ensure that the event meets everyone’s expectations.

Why a Planning Team is Essential

You know the saying: “If you want to go fast, go alone. If you want to go far, go together.”

However, when it comes to planning a team building activity, going together makes everything better, and that’s why a planning team is vital.

A well-structured planning team can:

  • Delegate tasks to prevent one person from being overwhelmed
  • Gather input from different departments or teams to make sure the event is enjoyable for all
  • Manage logistics, such as booking a venue, scheduling a virtual platform, or organizing activities
  • Keep the planning process moving smoothly, even if one organizer is unavailable

How to Gather Input from Your Team

Rather than guessing what your colleagues will enjoy, go straight to the source. Survey your team to understand their preferences—whether it’s a hands-on, in-person experience or a virtual event designed for connection and engagement. You can use online surveys, quick polls, or brainstorming tools like mind maps to generate ideas.

For remote teams, tools like Google Forms, Slack polls, or collaborative whiteboards can help facilitate discussions and ensure everyone’s voice is heard.

How to Ask for Planning Help

Not sure how to build your planning team? Start by sending a simple, friendly email asking for volunteers:

Subject: Help Wanted! Team Building Event Planning

Hi All,

As you may know, I’ve recently taken on the task of organizing our department’s next team building event, and I need your help!

Please let me know by Friday if you are available to assist with a few planning details, such as:

  • Selecting the group activity
  • Booking a venue or location (for in-person events) or choosing a virtual platform
  • Creating an agenda for the day

Looking forward to working together to make this a great event!

Thank you!

By forming a planning team early, you’ll ensure a smoother event planning experience, gather great ideas, and create an event that everyone is excited to attend.

5. Build Your Team Building Event Budget

Setting a budget is a crucial step in planning a successful team building event. Your budget will determine what type of activity you can organize, how many people can participate, and what logistical factors need to be considered. Whether your event is in person or virtual, having a clear financial plan will help prevent surprises and ensure a smooth execution.

Breaking Down Your Budget for In-Person Events

With a planning team in place to oversee the coordination of your team building activity, it’s time to get into the nitty-gritty numbers and build a budget to guide your event planning process.

The best way to put together a realistic budget is to talk to your boss or leadership team. Ask how much funding is available for the event and what the expectations are for spending. If there isn’t a set number, look at previous team building activities to get a sense of past budgets and align your costs accordingly.

When creating your budget, be sure to account for:

  • Transportation and parking
  • Venue booking and permits
  • Activity providers or facilitators
  • Food and beverage
  • Insurance or liability coverage
  • Fees, including credit card charges or processing costs

It’s always a good idea to leave some wiggle room for unexpected expenses. You can track your spending using an Excel budget table, which allows you to plan costs in advance and adjust as needed. For a ready-made template, check out The Ultimate Guide to Team Building.

Everything You Need for Your Virtual Event Budget

One of the advantages of virtual team building events is that they often require fewer logistical expenses compared to in-person gatherings. Since you won’t need to budget for travel, venues, or catering, the main focus will be on selecting an engaging experience that fits within your budget.

When determining how much to invest, consider:

  • The cost of virtual event platforms or facilitation
  • Digital engagement tools, such as games or interactive activities
  • Guest speakers or external facilitators, if applicable

Since virtual events can typically accommodate unlimited participants without additional costs, you have more flexibility in scaling the experience to fit your budget.

By clearly defining your financial limits early on, you’ll make it easier to select an activity, manage logistics, and avoid unnecessary stress during the planning process.

6. Decide on the Perfect Team Building Activity for Your Group

Now that you’ve talked to your colleagues to figure out what they’re into, defined your goals, and set a budget, it’s time to pick the perfect team building activity. Choosing the right experience ensures your team stays engaged, has fun, and achieves the objectives you’ve set. Whether your event is in person or virtual, aligning the activity with your team’s needs is key.

In-Person Team Building Activities

For teams gathering in person, interactive, hands-on activities help foster collaboration, communication, and problem-solving. Looking for ideas? We’ve got you covered.

Hollywood Murder Mystery
image 8

The case is fresh, but here’s what we know so far: we’ve got an up-and-coming actress who’s been found dead in her hotel room following last night’s awards show.

We have several suspects, but we haven’t been able to put the crime on any of them for sure yet. Now, it’s up to you and your team of detectives to crack the case. Together, you’ll review case files and evidence including police reports, coroners’ reports, photo evidence, tabloids, interrogations, and phone calls as you determine the motive, method, and murderer and bring justice for the victim.

You’ll need to put your problem-solving skills to the test as you share theories, collaborate, and think outside the box with your fellow investigators.

Wild Goose Chase
colleagues doing a wild goose chase team building activity

There’s literally no limit to how many people can take part in a Wild Goose Chase scavenger hunt. With this app-based activity, your team will head out into the city to explore, bond, and tackle fun photo and video challenges. Whether it’s for 20 people or 100, it’s a great way to build camaraderie and to exercise some valuable teamwork. 

Charity Bike Buildathon
charity bike buildathon is a perfect philanthropic team building activity for large groups

Nothing brings people together like doing some good in the world. And that’s why a philanthropic team building activity like Charity Bike Buildathon is a great idea. In teams, your group will build and decorate children’s bicycles before presenting them to their colleagues.

After the activity, you’ll donate all of the bikes to a charity of your choice. What makes this a great large group team building activity? The more people who participate, the bikes you can donate, and the bigger your team’s positive impact will be. 

Looking for even more ideas for how to give back with your team? Check out our list of 20+ creative volunteer ideas for workgroups. You can also add a charitable element to every Outback team building activity by adding our care kit option to your event.

Corporate Castaways
a group of colleagues doing a corporate castaways team building activity 1

Ever wondered how your team would fare if they got stranded on a deserted island? Well now you can find out! This hosted activity will have your large group split into “tribes” to tackle fun physical and mental challenges in a competition inspired by the “Survivor” TV show. 

Random Acts of Kindness
colleagues taking part in a random acts of kindness large group team building activity

As we mentioned before, doing good in the world is good for you. In fact, it actually builds team morale. Random Acts of Kindness fuses the scavenger hunt concept with a philanthropic twist. This large group team building activity gets teams racing against one another to try and complete as many good deeds as possible before time runs out. Again, more people equal more positivity spread throughout your city.  

Cardboard Boat Building Challenge
a group of teammates doing a cardboard boat building challenge

Split into teams and create a cardboard boat made out of just the materials provided – cardboard and tape. Team members will have to work together to engineer a functional boat that will float and sail across water without sinking. Once teams have finished making their boats, they will create a presentation to explain why their boat is the best, before putting their boats to the test. The final challenge will have teams racing their boats to test their durability! The benefit of a big body of water is that it offers ample space for

Game Show Extravaganza
image 9

With Game Show Extravaganza, your team can go head-to-head in your very own game show-style competition.

Together, you’ll need to tackle photo and trivia challenges covering everything from pop culture to politics as you compete to earn points and be named winners.

An activity like this is a great way to help boost your communication skills and connect in a different way.

Minute to Win It
teammates taking part in a minute to win it activity 1

In this activity based on the popular TV show, groups are challenged to tackle fun 60-second tasks before time runs out. This is an ultra-high energy activity where everyone on each team will need to work together, communicate, and cheer each other on in order to be successful.

The Amazing Chase
the amazing chase is a fun and engaging large group team building activity

Inspired by the popular reality TV show The Amazing Race – on which teams race around the world, with each leg of the competition requiring the groups to solve puzzles, interact with locals, and complete challenges – this interactive scavenger hunt has teams following clues around their city and taking on physical and mental challenges to move on to the next destination. With more teams in play, the stakes are even higher and the competition is even more fierce. So, don’t be afraid to bring as many people as possible!

Friendly Feud Social

If you’ve ever wanted to take part in your own Family Feud-style competition, this is your chance! With Friendly Feud Social, you and your colleagues will break out into teams to compete through survey questions focused on culture and human nature.

And, as an added social element within the game, each round of questions will be followed by a guided social mixer where you’ll have the chance to take part in a group discussion and more deeply explore the survey questions from the previous round.

Beach Staycation
image 10

Invite your team to hop aboard Captain Furling’s chartered yacht and transport them from your office directly to a gorgeous beach destination in Cancun.

Beach Staycation is loaded with delightful vacation destination footage, ocean soundscapes, and best-of-all, highly engaging social activities and trivia-style challenges.

If your team is in need of a vacation, some shared laughs, and social fun, this highly-engaging activity will fit the bill!

Hardware Harmony
image 11

Using tools, parts, and hardware, your group will need to collaborate in order to create musical harmony. Together you’ll collect household items, rehearse, and put on your very own concert before donating everything to charity.

Virtual Team Building Activities

For remote teams, engaging virtual experiences ensure everyone stays connected, no matter where they are. Here are a few ideas.

Virtual Escape Room: Mummy’s Curse
virtual escape room mummys curse is a fun and engaging team building game on zoom

In this virtual escape room experience, your team will be transported into a pyramid cursed by a restless mummy. You’ll have to work together to uncover clues and solve complex challenges to lift the ancient curse.

Virtual Jeoparty Social
Virtual Jeoparty Social is a fun high energy virtual team building activity

If your remote team is eager to socialize, have some fun as a group, and channel their competitive spirit, we’ve got just the thing for you! With Virtual Jeoparty Social, you and your colleagues will step into your very own virtual Jeopardy-style game show—equipped with a buzzer button, a professional actor as your host, and an immersive game show platform! Best of all, this game has been infused with an ultra-social twist: players will take part in a unique social mixer challenge between each round. 

Virtual Escape Room: Jewel Heist
corporate escape rooms are a perfect large group team building activity for workgroups

There’s been a robbery! Someone has masterminded a heist to steal a priceless collection of precious jewels, and it’s up to you and your team to recover them before time runs out. Together, you’ll need to uncover hidden clues and solve a series of brain-boggling challenges that require collaboration, creative problem-solving, and outside-the-box thinking. But be quick! The clock is ticking before the stolen score is gone forever. And remember: more players mean more minds to contribute to solving this mystery.

Virtual Happy Hour Trivia
teammates participating in a virtual happy hour trivia

Get your team together for some cocktails and laughs with this virtual large group team building activity. In this activity, you and your team will take a trip to Hamish McDuff’s virtual pub. This hilarious Scottish pub owner is the legendary host of a trivia game with more than 20 category options to choose from, including sports, food and drink, and even celebrity real estate. This virtual pub trivia game is guaranteed to produce plenty of laughs and lift team “spirits.” It might even include a few special surprises.

Want to learn even more ways to take your happy hour to the next level? Check out these unbeatable virtual happy hour games for workgroups.

Virtual Trivia Championship
fun team building activities like virtual trivia championship are great for large groups

It’s going to take a wide range of minds to tackle all of the challenges you’ll face in this activity, so the bigger the group, the better! In this virtual trivia team building activity, your colleagues will break into teams and turn the competition level up to ten as you challenge your wits, test your knowledge, and work your way through a list of trivia questions ranging from cities to movies, songs, objects, and even a round of Jeopardy-style challenges.  

If your team is full of trivia lovers, then you might want to read our article offering a ton of incredible virtual trivia games for work teams

Virtual Trivia Time Machine
Virtual Pop Culture Trivia Time Machine for large groups

Step into the Outback Time Machine and take a trip through time, from pre-pandemic 21st century through the decades all the way to the 60’s with as many players as you can wrangle together. This exciting, fast-paced virtual trivia game, packed with nostalgia and good vibes, is guaranteed to produce big laughs, friendly competition, and maybe even some chair-dancing. 

7. Pick a Date and Time for Your Team Building Event

Setting a firm date and time for your team building event is a key part of the planning process. Once these details are locked in, you can start mapping out logistics and work backward to ensure everything is organized on schedule.

What to Think About When Selecting a Date and Time for In-Person Events

Choosing a date may seem straightforward, but there are several factors to consider before finalizing your plans:

  • Stakeholder Availability: If key leaders or team members need to be present, check their availability before committing to a date.
  • Scheduling Conflicts: Avoid major deadlines, company events, or industry-wide busy seasons.
  • Duration Flexibility: Depending on the activity, you may be able to structure the event over a few hours or multiple days to accommodate different schedules.
  • Seasonality and Weather: If your event includes outdoor activities, be mindful of the time of year and typical weather conditions in your area.

Essentials for Selecting a Date and Time for Virtual Events

Virtual events provide more flexibility, but it’s still important to choose a time that maximizes participation:

  • Time Zones: If your team is spread across multiple locations, select a time that works for the majority or consider splitting the event into sessions to accommodate different regions.
  • Workload Considerations: Avoid scheduling during peak business hours or near important project deadlines.
  • Session Length: Virtual team building activities are often best kept short and engaging—typically one to two hours—rather than full-day events.

By locking in your date and time early, you can streamline the rest of your planning process and ensure that everyone has enough notice to participate.

8. Choose the Right Venue or Platform for Your Team Building Activity

Selecting the right venue or platform is crucial to the success of your team building event. It sets the stage for engagement, participation, and overall enjoyment. Whether your event is in-person, virtual, or hybrid, thoughtful consideration of the location or platform will enhance the experience for all participants.

Choosing the Right Venue for In-Person Team Building Activities

When hosting an in-person team building activity, consider the following factors to ensure your venue aligns with your event’s needs:

  • Indoor or Outdoor Activity: Determine if your activity is best suited for an indoor or outdoor setting. This decision will influence your venue options and help narrow down suitable locations.
  • Capacity: Ensure the venue can comfortably accommodate your entire group. Overcrowded spaces can hinder participation and enjoyment.
  • Amenities: Check for essential amenities such as internet access, audio-visual equipment, restrooms, and seating arrangements. These facilities can significantly impact the event’s smooth execution.
  • Permits and Permissions: For outdoor venues, verify if special permits or permissions are required. Securing these in advance will prevent last-minute complications.
  • Accessibility: Consider the venue’s location in relation to your team’s base. Choosing a venue that is easily accessible will reduce travel time and costs.
  • Weather Considerations: If opting for an outdoor event, have contingency plans in place for adverse weather conditions to ensure the event proceeds smoothly.

For more detailed guidance on selecting the perfect venue, refer to Outback Team Building & Training’s article: How to Pick the Perfect Venue for Your Indoor Team Building Activity.

The Best Way to Host a Virtual Team Building Activity

For virtual team building activities, the platform you choose is your venue. Consider the following to ensure a seamless experience:

  • Platform Features: Select a platform that supports your planned activities, such as breakout rooms, screen sharing, and interactive tools. Platforms like Zoom, Microsoft Teams, or specialized virtual event software can offer these features.
  • User Accessibility: Ensure the platform is user-friendly and accessible to all participants, regardless of their technical proficiency. Providing a brief tutorial or guide beforehand can be helpful.
  • Technical Support: Have technical support available during the event to address any issues promptly, minimizing disruptions.

Considerations for Hybrid Events

If your team comprises both in-person and remote participants, a hybrid event can bridge the gap. To effectively manage a hybrid event:

  • Integrated Technology: Choose a venue equipped with the necessary technology to connect in-person and virtual participants seamlessly. This includes high-quality audio-visual equipment and a stable internet connection.
  • Engagement Strategies: Plan activities that encourage interaction between in-person and virtual attendees, ensuring inclusivity and engagement for all.
  • Professional Facilitation: Consider enlisting professional facilitators experienced in hybrid events to manage the unique challenges they present.

By carefully selecting your venue or platform, you lay a solid foundation for a successful and enjoyable team building event that meets your objectives and caters to all participants.

9. Build Out a List of Logistics for Planning and Running Your Event

Once you’ve selected your activity and venue or platform, it’s time to focus on the logistics. Thoughtful planning ensures a seamless experience and helps avoid last-minute complications. Whether your event is in person or virtual, handling logistics early will make the day run smoothly.

The Essential Logistics for In-Person Events

For in-person events, having a detailed checklist can prevent important details from slipping through the cracks. Consider the following:

  • Transportation: Will participants be responsible for getting themselves to the venue, or will transportation be provided?
  • Food & Drinks: Will meals, snacks, or beverages be provided, or should participants bring their own?
  • Liability Waivers: Does your event require participants to sign a waiver? If so, ensure this is completed in advance.
  • Accommodation: If the event spans multiple days, will overnight stays be required?
  • What to Bring: Do participants need to prepare in any way, such as bringing weather-appropriate clothing or special equipment?
  • Special Circumstances: Consider accommodations for employees with disabilities or injuries to ensure inclusivity.

Logistics Considerations for Virtual Events

Virtual events require fewer logistics but still need careful planning to avoid technical difficulties. Here’s what to consider:

  • Choosing the Right Video Conferencing Tool: Most virtual team building activities take place on platforms like Zoom, Google Meet, or Microsoft Teams. Ensure your team is familiar with the platform in advance.
  • Ensuring Hardware Readiness: Verify that all participants have access to the necessary devices (computer, tablet, phone) and a stable internet connection.
  • Providing Access to the Event: Send out calendar invites with the meeting link well in advance, and make sure someone is monitoring the platform to admit participants if needed.

10. Create Your Guestlist and Send Out Invitations

Determining who will attend your team building event is an essential step in the planning process. Whether in person or virtual, having a clear guest list will help ensure the right people are included, your budget and logistics are aligned, and everyone has enough time to plan for participation.

Creating Your Guest List for In-Person Events

Sometimes, this step is as easy as inviting an entire department or company division, such as a sales team of 45 people. Other times, it may require more thought and coordination. To determine your guest list, consider the following:

  • Is this a mandatory event, or can employees opt-in? If it’s optional, you may need an RSVP system to track attendance.
  • What is the maximum number of people the budget and venue can accommodate? Be sure your venue choice aligns with your estimated headcount.
  • Are there accessibility needs? Ensure employees with disabilities have appropriate accommodations, and if your team is hybrid, decide whether remote employees should be included.

Once you have a rough estimate of your attendees, you can finalize your list and start sending invitations.

How to Create a Guest List for Virtual Events

For virtual events, you have more flexibility, but attendance tracking is still important to ensure engagement and participation. When planning your guest list, think about:

  • Is this an all-hands event or for a specific team? If it’s a company-wide gathering, consider setting up breakout rooms for smaller interactions.
  • What is the ideal group size for engagement? Virtual team building activities often work best with smaller groups to encourage interaction.
  • Are hybrid employees included? If some employees are in the office while others are remote, make sure the format works for both groups.

Once your guest list is set, send out calendar invitations with key details such as the date, time, and platform link.

3 Tips for Making Invitations Simple

To keep things organized, use a structured approach when sending invitations. Whether your event is in person or virtual, consider:

  • Using an RSVP system: Tools like Google Forms, Outlook, or event management software can help track responses.
  • Sending reminders: A week before and the day of the event, send a reminder to increase attendance.
  • Including all necessary details: For in-person events, share the venue address, parking details, and dress code. For virtual events, provide login instructions and technical requirements.

By clearly defining your guest list and sending invitations well in advance, you’ll set the stage for a well-organized and well-attended event.

11. Develop an Event Day Agenda

A well-structured agenda is essential for the success of your team building event, whether it’s in-person, virtual, or hybrid. It provides a clear roadmap for participants, ensuring that everyone is informed and engaged throughout the event. Here’s how to tailor your agenda to different formats:

Cheat Sheet for In-Person Event Day Agendas

For in-person events, it’s important to plan the day’s flow to keep participants engaged and ensure all logistical elements are accounted for. Consider incorporating the following elements into your agenda:

  • Arrival and Registration: Clearly specify the start time and location for participants to check in.
  • Welcome and Introduction: Begin by outlining the event’s objectives and the schedule for the day.
  • Icebreaker Activity: Start with an engaging exercise to help participants feel comfortable and connected. For ideas, refer to Outback’s blog on Icebreaker Activities for Work.
  • Main Activities: Allocate time for the core team building exercises, ensuring there’s flexibility for any unexpected delays.
  • Breaks and Meals: Schedule dedicated times for refreshments and rest to maintain energy levels.
  • Debriefing Session: Conclude with a discussion to reflect on key takeaways and insights gained during the event.
  • Closing Remarks and Next Steps: Wrap up with acknowledgments and any post-event follow-ups.

How to Create an Agenda for Virtual Events

Virtual events require careful timing and preparation to keep participants engaged while avoiding screen fatigue. An effective agenda for a virtual event might include:

  • Login and Technical Setup: Allow time for participants to join the platform and resolve any technical issues.
  • Virtual Welcome and Event Overview: Introduce the event and provide an overview of what participants can expect.
  • Icebreaker Activity: Use a quick virtual game or question-based activity to get everyone involved. For inspiration, check out Outback’s Icebreaker Questions for Work.
  • Core Activities and Challenges: Plan structured activities that encourage collaboration and keep energy levels high.
  • Short Breaks: Incorporate brief pauses to prevent screen fatigue.
  • Debrief and Discussion: Facilitate a virtual discussion to reflect on the event’s outcomes.
  • Final Remarks and Wrap-Up: Thank participants and provide any follow-up details or next steps.

Structuring an Agenda for Hybrid Events

Hybrid events require extra coordination to ensure a seamless experience for both in-person and virtual attendees. To create an inclusive agenda:

  • Unified Start Time: Ensure all attendees, whether in person or virtual, are on the same schedule.
  • Integrated Activities: Choose exercises that allow remote and in-person participants to collaborate effectively.
  • Reliable Technology Setup: Provide clear instructions and support for connecting virtual attendees with in-person groups.
  • Synchronized Breaks: Align break times so all participants can pause and recharge together.
  • Virtual Participation Options: Include Q&A sessions, chat engagement, or breakout rooms to keep virtual attendees active.
  • Shared Debriefing Session: Use technology to facilitate discussions between in-person and remote participants.
  • Closing Statements for All Participants: Ensure the event wrap-up includes everyone equally, reinforcing team cohesion.

Finalizing and Distributing Your Agenda

Once you’ve structured your agenda, it’s important to communicate it effectively to participants:

  • Send it in Advance: Share the agenda with attendees ahead of time to set expectations and allow for preparation.
  • Make it Visually Clear: Use simple formatting, bullet points, and time stamps for easy reference.
  • Set Expectations: Inform participants that the schedule may shift slightly but provides a reliable framework to follow.

By thoughtfully developing and sharing a detailed agenda, you set the foundation for a successful and engaging team building event that resonates with all participants.

Planning a team building event doesn’t have to be overwhelming. By following these 11 structured steps, you can create a seamless, engaging, and memorable experience for your team—whether they’re in the office, remote, or a mix of both.

From setting clear parameters and defining goals to selecting the perfect activity, securing a venue, and managing logistics, each step builds upon the next to ensure a well-organized and impactful event. With a strategic approach, you’ll not only simplify the planning process but also create an experience that strengthens connections, boosts morale, and aligns with your company culture.

Looking for helping in planning an unforgettable team building activity for your workgroup?

Check out The Ultimate Guide to Team Building for step-by-step instructions, examples, and templates that can help you simplify your planning process. For additional support and expert advice, get in touch with our team of Employee Engagement Consultants for your free consultation.


“So, it was a HIT – the team LOVED the activity!!! I would absolutely do it again…the process and planning was seamless, and all I had to do was approve the expense – thank you!” 
-Expedia

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5 Ways to Promote Your Team Building Activity at work

5 Ways to Promote Your Team Building Activity at work

Want to promote your team building activity at work and get your colleagues excited to take part? Here are five simple things you can do.

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Emerging Trends in CSR for 2025 and Beyond

Emerging Trends in CSR for 2025 and Beyond

Explore key CSR trends for 2025, from sustainability and ethical AI to social impact and philanthropic team building activities.

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How to Plan a Team Building Activity That Isn’t “Corny”

How to Plan a Team Building Activity That Isn’t “Corny”

There is nothing worse than a “corny” team building activity that has everyone rolling their eyes. Check out five ways you can make sure everyone genuinely has fun at your next employee event.

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Employee Listening Strategies for Remote or Hybrid Employees

Employee Listening Strategies for Remote or Hybrid Employees

Explore top strategies for employee listening to boost engagement and communication in remote and hybrid teams.

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Employee Well-Being: How to Create a Happy Workplace in 2025

Employee Well-Being: How to Create a Happy Workplace in 2025

Learn strategies to enhance employee well-being and create a happy workplace in 2025, with tips on boosting morale.

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The Top 5 Team Building Trends for 2025 

The Top 5 Team Building Trends for 2025 

In this article, Jules Joyce, President of Outback Team Building and Training, shares her thoughts on the trends we can expect to see in team building in the year ahead.  

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Designing Employee Recognition Programs That Celebrate Cultural Diversity

Designing Employee Recognition Programs That Celebrate Cultural Diversity

Employee recognition is more than a standard HR practice; it’s a strategic lever for building a connected and inclusive workplace. Not to mention, 44% of people believe it’s the single biggest reason for quitting a job.  This just goes to show that generic, one-size-fits-all programs fail to reflect the rich diversity of today’s global workforce. […]

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7 Reasons Why Team Building is Vital for Company Culture

7 Reasons Why Team Building is Vital for Company Culture

Team building can improve team performance, conflict resolution, and, most importantly, your company culture. There are many other benefits, too, including a more engaged workforce, better interpersonal relationships, and a more positive work environment. So, how do you use team building to build a positive and productive company culture? Continue reading to find out.  What […]

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7 End of Year Celebration Ideas for Work

7 End of Year Celebration Ideas for Work

This guide offers a variety of fun end-of-year celebration ideas to bring your team together, from casual retreats and award ceremonies to delightful office potlucks. Let’s explore some easy yet fun celebration ideas to make your end-of-year work festivities a hit!

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5 Low-Cost Team-Building Activities for Holiday Office Parties

5 Low-Cost Team-Building Activities for Holiday Office Parties

How to increase your team’s confidence and sales performance using tips such as deploying role-play and workshops.

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