Help new colleagues meet
Choose a low-pressure activity that works in small groups.
Try this: Mix groups across roles, explain the activity clearly, and avoid games that depend on personal disclosures.
How to plan a team building day.
A team building day brings colleagues together for a shared experience outside their usual work routine. Teams might use it to welcome new colleagues, practice working together, or take a break after a busy period. A typical day combines an instructor-led activity, such as cooking or pottery, with lunch and time for conversation. Keep it to one day near the office or public transport, and leave room for breaks and an equally welcoming alternative for anyone who prefers a quieter activity.
01 / Choose the purpose
Choose a day people will want to join.
A team building day can help colleagues meet, work together, or take a break. Choose one purpose and ask what people would enjoy before booking.
Practice working together
Use a shared task with roles people can choose or rotate.
Try this: Keep the debrief short: ask what helped the group work and what they could try in everyday projects.
Take a break after a busy period
Offer a lighter schedule with optional activity time and a shared meal.
Try this: Do not turn a reset day into a strategy workshop. Let colleagues opt for a quieter alternative.
02 / Compare venues
Choose a venue for the agenda.
Start with the activity and look for a suitable venue near the office or public transport. Check capacity, accessible routes, toilets, seating, and lunch arrangements. For outdoor plans, agree a usable indoor backup before booking.
An activity studio
Useful for a cooking, craft, or other instructor-led workshop with equipment already on site.
- Check first
- Ask how many people can participate at once, how groups rotate, instructor numbers, accessible tools, and whether the price includes materials and cleanup.
A local event or meeting space
Useful for a facilitated group exercise followed by lunch or an informal team discussion.
- Check first
- Confirm usable floor space and seating, not only standing capacity. Check catering, equipment, setup access, and whether the facilitator is included.
An accessible outdoor venue
An option if the chosen activity needs outdoor space and participants want it.
- Check first
- Check the actual route or activity area, toilets, shade, transport, and a seated alternative. Agree the weather decision time and backup cost with the supplier.
03 / Build the agenda
A sample agenda for team building days.
An example for a 90-minute workshop, lunch, and a flexible afternoon. For a cooking class lasting two to three hours, move lunch later or make it part of the class; do not squeeze the activity into this shorter slot.
One day · 09:30–15:30
- Arrival and coffee
Leave time for arrivals and explain the location of toilets, quiet space, and the organizer.
- Briefing and activity choices
The facilitator explains the activity, adaptations, and how to choose the alternative.
- Main workshop
This example allows 90 minutes. Check the booked activity’s real duration, including setup and cleanup.
- Break
Allow time to wash up, change spaces, or finish packing any materials.
- Lunch
Serve lunch without a work presentation; keep dietary options available for every guest.
- Optional activity or free time
Offer conversation, a gentle walk, or a quiet space. Make the choices equally acceptable.
- Brief wrap-up
Ask what people enjoyed and what made joining difficult. Avoid a lengthy debrief for a reset day.
- Departure
Keep the announced finish time so colleagues can plan the rest of their day.
04 / Compare costs
Build an example budget.
Compare the cost of the venue, catering, equipment, and support for one day. Use supplier quotes for your dates before approving a total.
Example budget / USD
$191per person
25 guests · one day
Change the guest count. Replace the sample allowances with supplier quotes. Enter zero for anything included in another line.
These are editable examples, not market prices. Add quoted taxes and service charges below; budget separately for flights if needed.
Edit sample rates
| Budget line | Allowance |
|---|---|
| Meals & refreshments 25 guests × 1 days × $45 | $1,125 |
| Day venue & equipment 1 days × $600 | $600 |
| One group activity | $1,625 |
| Ground transport | $500 |
| Local planning & production | $500 |
| Quoted taxes, service charges & other fees | $0 |
| Contingency 10% of the subtotal | $435 |
| Working total | $4,785 |
Example total: $4,785 for 25 guests.
05 / Plan shared time
Compare three activity formats.
Share the choices with colleagues. Check instructor capacity and adaptation options before collecting preferences.
A cooking class
Small groups prepare a dish and eat together. Confirm whether the class replaces lunch.
- Plan for
- Ask the operator for the actual duration; two to three hours is a planning allowance. Check dietary handling, station accessibility, group capacity, and non-cooking roles.
A guided walk
Choose a local route people can assess before deciding whether to join.
- Plan for
- Share distance, terrain, rest stops, clothing, and weather arrangements. Offer a seated or indoor alternative without asking anyone to explain their choice.
A pottery workshop
Book a beginner session with enough tools, workstations, and instructor time for the group.
- Plan for
- Confirm the actual duration, adaptation options, firing, collection or shipping, and cleanup. Pieces may not be ready to take home on the day.
06 / Assign the details
Your planning checklist.
Assign an owner to each task. Work through these checks with everyone helping organize the event.
Browse inspiration.
See how venues, meals, and activities come together. Use these events to help shape your own plans.
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The Lake Estate Day
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The Stone Barn Day Reset
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Plan your event with Vantly.
Our collection provides inspiration. Vantly connects you with a local event planner and producer who adapts the venue, schedule, suppliers, and logistics to your brief.
- 01 / Share
Tell us what you need.
Share your goals, headcount, dates, and budget. Start with an event from our collection or with your own brief.
- 02 / Refine
Work with a local producer.
Discuss the venue, schedule, and supplier options with someone who knows the area.
- 03 / Review
Review the proposal.
Confirm the agreed scope, inclusions, quote, and terms before committing.
Planning questions.
Is a team building day the same as a one-day reset?
They can overlap. A reset emphasizes time away from routine and recovery after a busy period. A team building day can also focus on connection or collaboration. Shape the schedule around the purpose rather than the label.
Should every activity be compulsory?
Give people a way to opt for an equivalent alternative. Share physical requirements in advance and collect accessibility needs privately so people can participate without having to explain themselves to the group.
Can we include a work session?
Yes, if it supports the purpose. Keep it short and make its outcome clear. For a reset day, protect most of the schedule for shared experiences and downtime.
What happens if it rains?
Agree the backup before confirming suppliers. Check capacity and costs for the indoor option, and tell attendees when the organizer will decide which plan to use.
Can a local producer adapt the event to our team?
Yes. The collection is a starting point. Share your purpose, dates, headcount, preferences, and budget. Your local producer prepares a tailored proposal with the final scope and quote.