Service Tip and Checklist: Organizing a Company Outing in 5 Steps
In the summer, many companies plan a company outing. This raises questions for those in charge of planning, such as: Where should we go this time? What kind of entertainment should we offer? And how do we arrange transportation? The latter, in particular, can be a challenge for larger groups. Here are 5 tips from the experts at INTERLINE Düsseldorf Eventservice to help you with your planning.
Plan a company outing in 5 steps
1. Figure out what the staff is interested in
There are plenty of ideas for company outings. When picking one, though, you should keep the group size and staff structure in mind from the start (industry, age groups, gender balance, etc.). For company outings, light physical activities and playful competitions are ideal.
Other options include mystery events, geocaching, and GPS rallies, as well as fun “projects” designed to be solved as a team and creative challenges. A new trend is AI-powered interactive team games, in which an AI dynamically adapts the story, tasks, or reactions to the participants. Joint visits to musicals, amusement parks, etc., or barbecue events also remain popular.
2. Compare offers
Once you’ve decided on a specific program, you’ll need to request and compare quotes. There are many providers of corporate events and suitable venues. Some hotels, restaurants, and other venues also offer special group discounts.
3. Schedule a suitable date
It is also important to choose an appropriate date. This should not overlap with school vacations and—at least for outdoor activities—should ideally take place during the warm season. You should also make sure to give employees plenty of advance notice so they can keep the day free..
4. Drafting the Invitation
Once everything has been settled so far, the next step is to create an appealing invitation. It should evoke interest in and excitement for the company outing, and perhaps even spark a bit of curiosity. Vivid, personal, and humorous language works well. However, clear information is also important, such as the time, location, program, work schedule arrangements, registration deadline, etc.5. Organize transportation
Once the date and number of participants have been determined, the transportation arrangements must be made. For company outings, a bus trip is often the best option. The following details need to be decided:
- How many buses are required? Is one large bus sufficient? Should we use several smaller vehicles? Or do we need several large buses?
- Can the location be accessed directly by a large bus at all?
- Should the buses depart from different locations and/or at different times?
- Should return times be planned flexibly (e.g., company outing with an open-ended party)?
- Is a bus with an on-board kitchen and restroom required for a longer trip?
- Should the vehicle be equipped with multimedia facilities?