This guide is for the person choosing and organising a team building session for adult colleagues. It covers setting a purpose, selecting a programme format, preparing the venue and writing a quotation request. For short icebreaker activities that fit inside an existing meeting, see the icebreaker games for work guide. For game ideas scored per player, see minute-to-win-it games for adults.
Start with a purpose, not a theme
Before browsing activity catalogues, write down what the session is for. A department that has never met in person has a different starting point from a team that sees each other daily and wants an afternoon away from screens. Stating the purpose helps you choose a format, set expectations with vendors and write an honest invitation to colleagues.
Do not promise the session will improve productivity, communication or retention. Those outcomes depend on far more than one afternoon of activities. Frame it straightforwardly: this is time together doing something different from the usual work routine. An honest framing sets the right expectations and avoids the awkward gap between a grand promise and a round of carnival games.
Know your participants
Ask the team lead or send a short poll for three things: expected headcount, any mobility or access needs, and whether anyone would rather not do physical activities. Build at least one seated or observer role into every station so nobody is singled out. A pass option is not an afterthought. State it at the opening briefing and treat it as normal throughout.
Colleagues who prefer to watch, keep score or manage materials are participating. For the full approach to voluntary participation and pass options in a workplace setting, see the icebreaker games guide.
Four programme formats to consider
Consider these four planning formats. You can combine them within a single programme, but each block should be long enough for participants to settle in. Choose round lengths around the selected activities, participation arrangements and changeover time.
Cooperative tabletop
Groups sit at tables and work together on a shared task: assembling something, solving a sequence of clues, or completing a timed challenge with common materials. Use a shared drawing or paper-construction task if a seated format suits your group. Do not assume a large rental game fits on a table or can be used seated.
Friendly game-station rotation
Set up several activity stations and rotate groups through them on a fixed timetable. Each station runs a different game or challenge. Set group sizes and the number of stations after confirming each activity’s participation arrangements. A rotation timetable alone does not establish capacity or prevent queues. Catalogue examples include Connect 4 and Giant Jenga Deluxe; ask which selected items and rules suit your participants. Use the carnival station rotation planner to generate a draft timetable with start and end times per round. Confirm the equipment, operating requirements and station suitability with the vendor for each station before committing to a rotation count.
Creative team task
Groups produce something together: a short skit, a constructed object, a decorated item or a collaborative drawing. The deliverable gives the session a natural finish line. Materials can be basic (paper, markers, tape) or sourced from a craft or prop supplier. Creative tasks need a briefing area and a flat working surface per group. A paper-based task can use materials you source yourself; check the working space and supplies first.
Organiser-led challenge
A host or MC runs a scored competition across the whole group: quiz rounds, relay tasks or timed challenges with a visible scoreboard. Decide how instructions will be heard, scores recorded and time kept. If you are hiring a host, confirm the hosting scope, script responsibility and AV requirements in the written quotation. Do not assume hosting is included with equipment rental.
Venue, access and weather
Whether you are considering an office, function room or outdoor venue, confirm permission for your selected activity format. Check these details before choosing your activities:
- Ceiling height and clear floor space for any standing or physical activity
- Power outlets if you need speakers, a projector or arcade machines (confirm the selected claw or arcade machine requirements)
- Noise levels: will your session disturb neighbouring offices, or will background noise drown out instructions?
- Shelter and wet weather: agree a suitable indoor fallback, a decision time and the venue’s weather instructions
- Lift and ramp access for any participant who needs it
- Load-in route for rented equipment: service lift, doorway width, ground floor or upper floor
If your session is outdoors, agree a wet weather decision with the venue before the day. Know who makes the call, at what time, and where the group moves if rain forces a change. For venue preparation details, see the preparing your venue guide.
DIY materials or equipment hire
For a short tabletop session you can run challenges with office supplies and printed instructions using materials you already have, with any additional supply costs checked. For a longer or larger session, equipment hire lets you consider catalogue items alongside DIY activities: a full-size foosball table, arcade machines or carnival game stations.
When comparing rental quotes, check each item’s written scope: delivery, setup, collection, staffing, prizes, power supply and tables. Mark an unmentioned item “Not stated” and ask for confirmation; do not treat silence as inclusion or exclusion. A catalogue listing does not confirm availability for your date. Read each line item and ask about anything not mentioned. For a side-by-side quote comparison, see the quote comparison guide.
Illustrative 90-minute programme
This is an editorial planning example for a group of about 30 colleagues using a game-station rotation with four stations. Adjust the timing, group sizes and activity selection to your actual event. Confirm all equipment and venue details separately.
| Start | Block | Duration | What happens |
|---|---|---|---|
| 0:00 | Arrival and briefing | 10 min | State the purpose, explain the rotation, announce the pass option |
| 0:10 | Round 1 | 15 min | Groups at their first station |
| 0:25 | Transition | 5 min | Groups move to next station; water break |
| 0:30 | Round 2 | 15 min | Groups at their second station |
| 0:45 | Transition | 5 min | Groups move |
| 0:50 | Round 3 | 15 min | Groups at their third station |
| 1:05 | Transition | 5 min | Groups move |
| 1:10 | Round 4 | 15 min | Groups at their fourth station |
| 1:25 | Wrap-up | 5 min | Thank the group; optional short debrief |
Total: 10 + 15 + 5 + 15 + 5 + 15 + 5 + 15 + 5 = 90 minutes. For a shorter session, drop to three stations and remove one round and one transition (70 minutes). For a longer session, add a creative team task or quiz round after the rotation.
Printable planning brief
When you contact a vendor for equipment hire or a hosted session, include these details so the quotation covers your actual needs. Print this table and fill in your answers before making an enquiry.
| Detail | Your notes |
|---|---|
| Session purpose | ________________________ |
| Date and time (start to end) | ________________________ |
| Venue name and address | ________________________ |
| Indoor, outdoor or sheltered outdoor | ________________________ |
| Expected number of participants | ________________________ |
| Mobility or access needs | ________________________ |
| Preferred format (rotation, tabletop, creative, challenge or mixed) | ________________________ |
| Activities or equipment you are considering | ________________________ |
| Do you need a host, MC or scorekeeper? | ________________________ |
| Power and AV available at venue | ________________________ |
| Load-in access (lift, ground floor, doorway width) | ________________________ |
| Budget range | ________________________ |
| Invoice or purchase order requirements | ________________________ |
For all planning guides and tools, see the guides page.
Frequently asked questions
This guide is for sessions where every participant is an adult colleague. If your event includes children or family members, use the corporate family day planning guide instead, which covers choosing activities by audience age group.
Not necessarily. A rental quotation covers the items listed in it. Hosting, facilitation, scorekeeping and supervision are separate services that may or may not be offered by the same vendor. Read the quotation line by line and ask about anything not explicitly included.
Build at least one seated or observer role into every station: scorekeeper, timekeeper, materials manager or observer. State the pass option at the opening briefing and treat opting out as normal. Nobody should have to explain why they prefer to sit one out.