Holding a company event outside the office can be a useful way to bond a team and allow employees to relax and enjoy each other’s company without having to talk about work. It can, though, get a little overwhelming to try to plan such an event. Here, Anne Marie Rembold, owner of Anna Marie Events, a corporate event planning company based in San Francisco, offers her top insights.
Start with the money
What is the budget for your corporate off-site event? Establish a number and go from there. Don’t start looking into activities or locations before confirming a budget with your team as costs can quickly get out of hand, says Rembold.
Pick a venue
When choosing a venue, consider where your employees will be coming from, how they will be getting to the venue (public transportation or vehicle) and if you will offer alcohol at the gathering (a vital consideration for drivers).
“Then, go back to your budget,” she says. “Make sure you understand every layer of cost associated with your location. Will gratuity be included? Will there be additional service fees? What about room rental fees? After looking at all of those factors, determine if the venue still fits into your budget.”
Choose an activity
Off-site activities should be inclusive to most people (hopefully everyone) on your team. Stick with pursuits such as mini golfing, corn hole or Bocce ball. “I also really like cooking events because it doesn’t matter how good of a cook you are, you can still have fun and learn something,” Rembold says. “It is important to choose activities that are lighthearted and level the playing field.”
Communicate with your employees
Think of yourself as a party promoter, you want to build buzz around the office. Generate excitement by announcing the event at least a month in advance. “Remind your team again two weeks out and then three to five days in advance,” she says. “You want to keep it front-of-mind so they are talking about it with their colleagues.”
Plan your food and beverage
Regardless if you are going to a bowling alley or a mini golf course, it is always a good idea to provide food and refreshments for your staff. Think hard about alcohol. It may not be necessary if the event is in the middle of the day. If, though, it is scheduled for the evening, you may consider offering beer and wine or even a full bar.
“But I wouldn’t plan for the entire event to revolve around alcohol,” says Rembold. “If it does, people who don’t drink or are trying to cut back could feel really uncomfortable.”
Stay on top of logistics
Logistical considerations—namely transpiration, directions and maps—are of utmost importance when planning a corporate off-site event. “I’ve seen it so many times where someone plans an event and no one knows how to get there. It can really throw people off,” she says. “Make sure everyone has detailed instructions in advance.”