How to Plan a Team Building Event in 9 Easy Steps

Planning a team event can feel tricky, especially when you want it to be fun, helpful and just right for your group. If you’re working in an office or from home, team events help people connect, solve problems and enjoy time together. If you want to plan a team building event that everyone will love, we’ve got you covered with nine simple steps.

These ideas are inspired by great experiences and insights from The Leaders Institute, who make teamwork more exciting.

In this article, you’ll find helpful ideas and clear steps to plan an event everyone will enjoy.

1. Set Your Team Building Event Goals 

Every great plan begins with a clear goal. Ask yourself: What do I want this team building event to do for the team? Do you want better communication, stronger teamwork or just a fun break from work?

Setting goals helps you choose the best activity and know if the event is a success. For example, if your team has new members, your goal might be helping them feel included. If your team needs to improve how they solve problems, your goal might be to help them work better together.

Make sure to think about your team’s size, location and work style too. That way your goal will match what your people truly need. Having a goal will also guide your choices later like picking the right activity, venue and time.

So before anything else, take a few minutes to write down your main goals. This step gives your event a purpose and helps your team feel the benefits long after it’s over.

2. Build Your Planning Team 

You don’t have to do it all alone, when you plan a team building event, it helps to have a group of helpers. Ask two or three coworkers to join you. Each person can handle different tasks like picking the game, booking a venue or setting up food.

Working as a group also brings in new ideas and helps you catch small details you might miss on your own. Plus you’re already building teamwork before the event even begins.

Using tools like a shared calendar or task list can help everyone stay on track. Keep communication simple and check in with your team weekly.

This step is a smart way to divide the work and makes planning more fun too.

3. Choose the Right Activity for Your Team 

This step is where the fun begins. Choosing the right activity is important because it shapes the whole experience. Think about your team’s personality. Do they love competition or prefer working together quietly? Are they more creative or do they enjoy solving tricky puzzles?

Some teams love outdoor games, others prefer indoor or even online fun. The Leaders Institute offers many fun options like Camaraderie Quest scavenger hunts, escape room style games and improv comedy sessions. These make perfect group challenges where people laugh, learn and grow.

If you’re working remotely, try virtual team building events like a trivia game or an online mystery. These can help remote teams bond just like they’re in the same room.

When choosing your activity, ask yourself:

• Does it fit our goals?
• Will everyone be able to join in?
• How long will it take?
• Is it fun and different?

Choosing the right activity makes all the difference and helps your team walk away smiling.

4. Set a Date and Time That Works for Everyone 

Once you know what activity you want, the next step is to choose when to do it. Look at your team’s calendar and avoid busy seasons or deadlines. If certain people need to be there, make sure they’re free too.

For remote teams, be sure to check time zones. You may need to run two sessions or pick a time that works for most people.

For in person events, think about the weather especially if you’re going outside. Try to book early so people can save the date on their calendar.

A smart date choice means more people can join and more fun for all.

5. Pick the Perfect Location or Platform 

Where you host your event matters a lot. For in person events, you’ll want a space that fits your team and the activity. Is it indoor or outdoor? Do you need AV tools? Is it easy to get to? These are good questions to ask.

If it’s outside, always have a backup plan for the weather.

For virtual events, your platform becomes your space. Zoom, Microsoft Teams or other tools with breakout rooms are great. Make sure everyone knows how to use them and test it ahead of time.

If your event is a mix of online and in person, check that the tech works for both sides. Hybrid events need good sound and video so everyone feels included.

A great location helps your event run smoothly and keeps everyone focused and happy.

6. Create a Budget That Works 

It’s time to talk about money. Before spending, ask your manager or team leader how much you can use. If there’s no number set, look at past events or get some rough estimates.

Make a list of possible costs like:

• Venue or online platform
• Food and drinks
• Event host or speaker
• Supplies or props
• Transport or parking

Don’t forget small things like printing or booking fees. Keep a little room in your budget in case something costs more than expected.

Use a spreadsheet or event planning tool to track your numbers. This keeps everything organized and makes it easy to share with others.

A smart budget helps your event succeed without going overboard.

7. Finalize the Guest List 

Now that your plan is coming together, make a list of who’s coming. Will this event be for just one department or the whole company? Is it required or optional?

Check your venue or platform size. For example, if your budget covers 40 people but your office has 60, you might need to adjust.

If your team is spread out, make sure remote workers are included. Ask if anyone needs special help like wheelchair access or time changes.

Once the list is ready, send out clear invites. Let people know when, where and what they’ll need. Use email, calendars or invite tools to track replies.

8. Organize the Event Day Details 

Now it’s time to pull the pieces together. You’ll want an event planning checklist to help keep track. This is the behind the scenes stuff that makes the event feel smooth and stress free.

For in-person events, think about:

• How people will get there
• What they’ll eat or drink
• Supplies you’ll need on-site
• Any safety rules or waivers
• Special needs or guest help

For virtual events, think about:

• Sending calendar links and login info
• Helping people test their internet or audio
• Sharing what to bring or wear
• Having tech support nearby

Check in with your planning team before the big day. Walk through your checklist and make sure nothing is missing. If you plan ahead, you can relax and enjoy the day just like everyone else.

9. Make a Simple, Fun Agenda 

Your Team Building Event needs a plan for the day. This is called an agenda. It helps everyone know what’s happening and when. Start with a welcome message. Let people know what to expect. 

Add an icebreaker to help people feel relaxed. Then list your main games or activities. Be sure to give time for short breaks. If food is included, mark down lunch or snack times. Don’t forget to allow time at the end for a short talk or share-out. 

This helps everyone remember the good moments. If your event is virtual, include time for logging in and fixing tech issues. A short and clear event planning checklist will help things go smoothly. Share the plan a few days early so people feel ready. It’s okay if the schedule changes a little. 

The goal is to keep things on track while making sure the team has fun and connects. A smart plan helps everyone feel calm and excited.

Final Thoughts: Ready to Plan a Team Building Event That Works 

Planning a Team Building Event can feel overwhelming, but breaking it into steps makes everything more manageable.

When done right, these events create stronger connections and boost team spirit across departments and roles.

If you’re going virtual or staying in person, the right activities can improve morale and communication quickly.

Use fun challenges, games, or charity events to keep everyone engaged and excited about working together. With thoughtful planning, a clear agenda, and the right activities, your team will enjoy every minute.

Let The Leaders Institute help you create a day your team will always remember and talk about.