5 Ways to Promote Your Team Building Activity at work

Have you put a ton of time and effort into planning an amazing team building activity only to realize nobody seems to know about it? Discover 5 different ways you can easily spread the word about your event to encourage participation and get people excited.

Updated: January 30, 2025

You’ve planned an awesome team building activity for your workgroup—now it’s time to get people excited to attend! The right promotion strategy ensures strong participation, sets expectations, and builds anticipation so your event isn’t just another meeting on the calendar—it’s something people actually look forward to.

Whether your team is in-person, hybrid, or fully remote, taking a few simple steps to promote your event helps ensure your team’s participation and engagement. 

Here are five things you can do to build buzz around your team building activity.

1. Get the Word Out Early

If you want people to be excited about your team building activity, they need to know about it well in advance. The earlier you announce the event, the more time employees have to plan around it—especially important for remote and hybrid teams juggling different time zones and schedules. Plus, early buzz can help build anticipation and encourage participation.

Announce the Event Well in Advance

Don’t wait until the last minute—send out an announcement at least a few weeks ahead.

Share All the Essential Details

The announcement should clearly answer the “what, when, where, and why” of the event. Make sure to include:

• Date and Time: Let employees plan accordingly.
• Location (or Virtual Platform): Whether in-office, off-site, or online, provide clear instructions.
• Why It’ll Be Fun: Sell the experience! Mention engaging activities, team bonding, or a unique twist.

Make sure you’re taking the guesswork out of your team building activity. This will help supercharge your attendance numbers.

Make It Irresistible (Especially If It’s Optional)

If attendance isn’t mandatory, you’ll want to make sure people know your team building activity is something they won’t want to miss. Instead of just saying “team building event,” emphasize what makes it special:

• “Get ready for an afternoon of laughter, competition, and a surprise twist!”
• “Ever wondered who the ultimate office trivia champion is? Now’s your chance to find out!”

Building excitement early sets the tone for a successful event. A well-timed announcement with engaging details ensures employees look forward to participating—rather than seeing it as another item on their calendar.

2. Use Multiple Communication Channels

Not everyone gets their information the same way, so using multiple communication channels ensures your team building activity stays top of mind. A mix of email, chat platforms, and leadership shoutouts increases visibility and engagement, making it harder for employees to overlook the event.

Send Emails and Calendar Invites

Regular reminders help ensure people don’t forget. When you’re planning your promotional strategy for your team building event, there are a few best practices to keep in mind:

• Initial Invitation: Include all key details in a calendar invite and send that out a few weeks in advance. This will make sure your team building activity is officially listed in your team’s schedules and gives them plenty of time to plan around it.
• Follow-Up Reminder: Send a quick reminder the week before the event to build anticipation and make sure it’s top of mind for your team. This is also a great time to reinforce why the event will be fun and beneficial so employees feel excited rather than obligated.
• Day-Of Reminder: Distribute a final nudge on the day of your event to ensure maximum attendance. A short, engaging message—something as simple as “Today’s the day! See you at [time/location] for [event name]!”—can help eliminate last-minute drop-offs.

Keeping the event on employees’ radar through consistent reminders reduces the chances of scheduling conflicts or no-shows, making it easier to secure full participation.

Tap Into Slack, Teams, or Intranet Posts

Emails can be missed, so mix it up across multiple channels. Reinforce the message with quick updates on platforms where employees already communicate. These informal touchpoints help maintain excitement and make the event feel more like an anticipated experience rather than another meeting.

We’d recommend that you:

• Pin a Message: Keep details easily accessible by pinning a post in your company’s Slack or Teams channel. This way, employees can reference it anytime without having to dig through their inboxes. Consider including a link to a calendar invite, a fun teaser, or even a GIF to add some personality to the message.
• Drop a Countdown Reminder: As the event nears, send periodic countdown updates—something like “One week until [event name]! Who’s ready?” or “Only two days to go! Get excited!” This keeps the activity on everyone’s radar without feeling repetitive.
• Encourage Questions and Engagement: Open the floor for questions, comments, or excitement by prompting employees to share what they’re looking forward to. A simple, “Who thinks they’ll win the [event challenge]?” or “Drop your best [event-related] joke below!” can drive engagement and help create buzz in the lead-up to the event.

Using internal communication tools for real-time updates and casual interactions makes the promotion feel natural and engaging, helping to drive participation while keeping the event top of mind.

Ask for Leadership Endorsement

A shoutout from leadership can increase buy-in and enthusiasm. It’s always a great idea to ask for your leadership team’s support. You can:

• Have Managers Bring It Up in Meetings: People pay attention when leaders highlight the event as a priority.
• Get Executive Participation: If leaders are involved, employees are more likely to engage.
• Frame It as a Team Investment: Show how the event supports collaboration, morale, or company culture.

By using multiple communication channels, you’ll ensure the event stays visible, relevant, and impossible to ignore—helping drive participation and enthusiasm across the team.

3. Build Anticipation for Your Event

A little mystery or fun build-up makes any event more exciting. Whether it’s a teaser about a surprise activity, a friendly pre-event competition, or a chance to vote on part of the event, getting people involved early increases engagement. The more employees feel connected to the event before it even begins, the more likely they are to participate with enthusiasm.

Share Teasers and Countdowns

Sharing small hints about what’s to come keeps people intrigued and looking forward to the event. Curious about a few great ways to do this? You can:

• Drop Hints About Surprises: If your event includes an unexpected twist, a fun activity, or a special guest, tease it in the weeks leading up to the event. Something like, “We’ve got a surprise lined up that you won’t want to miss!” sparks curiosity without giving too much away.
• Share Behind-the-Scenes Prep: Post occasional updates about event planning, whether it’s a photo of supplies arriving, a quick video of the event space being set up, or a simple, “Big things are coming!” message in your team chat. This makes the event feel more tangible and exciting.
• Use a Countdown Timer: Remind employees that the event is getting closer by posting countdown messages: “One week to go!” or “Only three days left—who’s ready?” This works especially well in Slack, Teams, or email subject lines.

Creating a sense of build-up ensures employees feel a growing sense of anticipation rather than just seeing the event as another calendar invite.

Leverage Polls and Pre-Event Challenges

Getting employees actively involved before the event even starts makes them feel like they have a stake in the experience. This doesn’t have to be complicated. Getting people to participate can be as simple as:

• Letting Employees Vote on Key Elements: Whether it’s choosing between two activities, selecting a fun theme, or deciding on snacks, giving employees a say in the event makes them more invested in attending. For example, “Would you rather compete in a trivia showdown or a scavenger hunt? Vote now!”
• Running a Lighthearted Pre-Event Challenge: Engage employees with a small task leading up to the event—something as simple as a riddle, a fun fact guessing game, or a “best team name” contest. This keeps excitement high while getting people engaged early.
• Encouraging Friendly Competition: If your team enjoys a challenge, start a leaderboard before the event—something like “Who can guess the most correct answers in our pre-event trivia?” or “Submit your best team-building meme—winner gets a shoutout at the event!”

When employees feel like they’ve had a hand in shaping the experience, they’re more likely to show up eager to participate.

Consider Some Incentives and Prizes

Even small rewards can make a difference in getting employees excited about the event. There are a few easy ways to incentivize your team’s participation. Here are a few easy ways to make this work:

• Highlight Any Prizes Up Front: Whether it’s a gift card, company swag, or just bragging rights, let employees know what’s on the line. A simple message like, “The winning team will take home some awesome prizes!” can be enough to build excitement.
• Keep the Rewards Fun, Not Forced: While incentives can boost engagement, they shouldn’t be the only reason people attend. Frame them as a bonus rather than the main attraction.
• Recognize Participation, Not Just Winning: If competition is part of the event, make sure everyone has a chance to be recognized. Whether it’s through fun superlatives (“Best Team Spirit Award”) or a random prize draw, celebrating all participants keeps morale high.

By layering in teasers, interactive elements, and light incentives, you turn your team building activity from something employees feel obligated to attend into something they genuinely look forward to.

4. Ensure Accessibility for All Teams

Your team might be spread across different locations, time zones, and work setups, so it’s important to make sure the event is easy for everyone to attend—whether they’re in the office, remote, or somewhere in between. A well-planned, inclusive event ensures that no one feels left out due to logistical barriers.

Account for Time Zone Considerations

Scheduling an event for a distributed team requires thoughtful planning to maximize participation. The best way to do it is to:

• Pick a Time That Works for the Majority: If your team is spread across multiple time zones, avoid scheduling the event too early or too late for certain groups. A mid-day or early afternoon time slot often works best for most time zones.
• Offer Multiple Time Slots if Needed: If your team is truly global, consider running two sessions to accommodate different regions. This ensures that no one is forced to attend at an inconvenient hour.
• Send Out a Poll Before Finalizing the Time: If you’re unsure what works best, let employees vote on time options. This not only helps with scheduling but also increases buy-in since employees feel like they had a say in the logistics.

Accounting for time zones ensures that remote employees aren’t unintentionally excluded and that participation is convenient for as many people as possible.

Plan for Hybrid and Remote Inclusion

If your team includes a mix of in-office and remote employees, make sure the event is structured in a way that allows everyone to participate equally. You can do this by:

• Providing a Virtual Team Building Option: If the event is in person, consider a hybrid or self-hosted team building activity or a virtual team building activity that allows remote employees to join via video call. For example, trivia, virtual escape rooms, or collaborative problem-solving games can work well for both in-office and remote participants.
• Using Technology to Bridge the Gap: If some employees are attending in person while others are remote, set up high-quality audio and video streaming so virtual attendees can fully engage. Encourage teams to mix in-office and remote participants rather than grouping them separately.
• Avoiding Activities That Require Physical Presence: If part of your team can’t participate in person, don’t design the event around an activity that excludes them. Instead, choose something that works across all environments, whether that’s an interactive workshop, a virtual challenge, or a discussion-based activity.

By making sure the event is accessible to hybrid and remote employees, you reinforce inclusivity and prevent certain team members from feeling sidelined.

Share Clear Instructions with All employees

The easier it is for employees to join the event, the higher your participation rate will be. Make sure to provide all essential details. You’ll want to:

• Share Location and Meeting Details Well in Advance: If the event is in person, provide a clear location map and instructions on how to get there. If it’s virtual, include the meeting link, access instructions, and any necessary software downloads ahead of time.
• Provide Step-by-Step Instructions for Participation: If employees need to register, download an app, or bring anything specific, make sure those details are outlined in advance. A simple, well-structured email or Slack message can prevent last-minute confusion.
• Assign a Point of Contact for Questions: If employees have accessibility concerns, technical issues, or scheduling conflicts, make it clear who they can reach out to for support.

When employees know exactly where to go, what to do, and how to participate, they’ll feel more comfortable and prepared, which leads to better engagement and a smoother experience for everyone.

5. Keep the Energy Going Post-Event

The event might be over, but that doesn’t mean the excitement has to stop. A strong post-event follow-up helps reinforce team morale, gives employees a sense of accomplishment, and builds momentum for future team building activities. By celebrating the experience and keeping the conversation alive, you ensure that the impact lasts beyond just one afternoon.

Share Highlights, Photos, and Testimonials

Reliving the best moments from the event keeps employees engaged and encourages those who didn’t attend to join the next one. We always recommend that our customers:

• Post Event Photos and Recaps: Share a quick recap in company-wide emails, Slack channels, or your internal newsletter. Highlight funny moments, showcase team spirit, and include candid photos that capture the energy of the day.
• Ask for Participant Feedback: A short, informal survey can help you gauge what worked and what didn’t. Employees will appreciate the chance to share their thoughts, and their input can help you refine future events.
• Highlight Positive Takeaways: If the event helped strengthen communication, built new connections, or simply gave the team a much-needed morale boost, call it out. A brief message like, “Loved seeing everyone collaborate in new ways today! Looking forward to more team moments like this,” keeps the enthusiasm going.

Recognize Participants and Winners

A little recognition goes a long way in reinforcing the success of the event and showing appreciation for employees’ engagement. This can be something as basic as:

• Giving a Shoutout in Company Channels: Whether it’s in an all-hands meeting, an email, or a Slack post, recognize the teams or individuals who participated. Even something as simple as “Shoutout to Team X for taking home the win!” helps extend the event’s energy.
• Celebrating More Than Just the Winners: While recognizing top performers is great, don’t forget to highlight other contributions. Categories like “Most Creative Solution,” “Best Team Spirit,” or “Funniest Moment” can make the recognition more inclusive.
• Encouraging Employees to Share Their Own Recaps: Invite participants to post their own takeaways or favorite moments. A simple “Drop your favorite memory from the event below!” in a Slack thread keeps the conversation going.

Plant the Seed for the Next Event

Keeping team building activities top of mind helps create a culture of engagement, making employees more likely to participate in the future. Once your activity is done, you can:

• Mention Plans for the Next Activity: Even if details aren’t finalized, casually hinting that another event is in the works keeps employees looking forward to what’s next. A simple, “Can’t wait to top this at our next team event!” helps build anticipation.
• Use Feedback to Shape Future Events: If employees enjoyed a particular aspect of the activity, consider incorporating similar elements into the next one. Letting them know their input is valued makes them more likely to stay engaged.
• Keep the Momentum Going with Small Follow-Ups: If the event sparked new team connections, encourage ways to keep them going. Something like “Let’s keep the teamwork strong—who’s up for a follow-up brainstorming session next week?” can help translate team building into everyday collaboration.

A well-executed follow-up extends the value of the event beyond a single day, reinforcing the connections made and setting a strong foundation for the next team building experience.

Promoting your event doesn’t have to be complicated—just make it easy, engaging, and fun. When people know what to expect and why it’s worth their time, you’ll see stronger attendance and participation. 

Want to learn more about how to plan and host an unforgettable team building activity, in-depth and step-by-step? Download our free resource: The Ultimate Guide to Team Building.

Looking for expert help to plan the perfect team building activity? get in touch with our employee engagement consultants today.