The best way to schedule a group outing is to know who your guests are going to be.
An event that is specifically for team building with your work colleagues will be quite different than one with friends or family.
A corporate event will be scheduled around work obligations and availabilities whereas scheduling the time of a personal outing will have to consider each individual’s schedule.
One of the best ways to schedule a group outing is to give people as much notice as possible.
Making sure they know ahead of time means they can make plans to be there by arranging their own timing.
Tips and Tricks to Plan a Perfect Group Outing
There are a few tips and tricks that can help you plan the perfect group outing that will impress your boss, your coworkers or friends and family.
While event planning is not a particularly difficult thing to do, it does take some organizational skills to coordinate and to host one.
The main tip to planning is that you need to give yourself as much time as possible to do it.
This allows you to figure out the logistics, give everyone ample warning about the timing and be able to make sure all is perfect before the attendees arrive.
There are a few things you should look at to make sure you can pull off the event smoothly and leave those attending thinking it was the perfect group outing.
If you know the basic information, then you are well on your way to planning the perfect event.
- Know who is attending – Is this outing a corporate event?If so, is it for upper-level management, the whole company team or employees with spouses?Is it a team-building event, a company outing to learn something specific at a trade show or a more lighthearted holiday party?Being able to understand the who and the why of a corporate outing allows you to plan it to perfection.
If your group outing is for family or friends, then you will probably have more flexibility planning it as you are not locked into workplace timing and itineraries.
Creating special private events for your guests is easier when you know who you are hosting and if there is an occasion.
What is the age group? What do you want to do?
Is something that is casual like a birthday party at a water park or picnics with games appropriate?
Or should you go on a high-end outing with catered receptions followed by an evening of socializing and dancing?
Both outings are doable, but the latter takes a lot more planning.
Casual events can often be planned only hours in advance, but others are more complicated and require lots of detailed planning.
- Pick the Perfect Venue – With corporate events, the venue will depend on the reason for the outing.If you are going to a trade show, then the place and time will already be set, and you simply show up with your team.If you are doing team building activities, then you need to look at whether you want to do this inside or outside.If it is inside you will need to look at meeting space, corporate packages and someone to lead the event, if it is outside then do you want to put forward event ideas such as a field trip to an outdoor center for ziplining or rope walking, maybe some white water rafting or an escape room.
All create good interactive experiences for a team of colleagues.
There are lots of options to look at when planning the perfect group outing.
A venue for the perfect family or friends outing will again depend on the reason for the outing.
If it’s a child’s birthday party, then the group may want to go somewhere fun like a science center or have some fun at the zoo.
If the outing is for adults, then you can do a little more and create an outing that includes a golf event, escape games or simply a fun day that includes a play and dinner, a sporting event or concert.
- Timing – Corporate outings may be more restrictive when it comes to the timing of events.They may be limited to a weekday and business hours unless employees are willing to move beyond those times or if the outing is labelled as a special event such as a holiday gathering.While many people are very dedicated to their employers, that doesn’t necessarily mean they are willing to give up personal time for a corporate event.
Timing when planning the perfect friends or family outing will take a little more coordinating than a corporate event.
Picking a day that works for everyone in an outing group can be problematic even if its for a flexible event such as going to a waterpark, to ski or enjoy a round of golf.
Trying to accommodate people’s personal schedules is tricky if you don’t do it well ahead of time.
A set event, on the other hand, sets the time and place so people need to accommodate it rather than the other way around.
- Extras – When planning the perfect group outing, don’t forget to include the possibility of extra costs.While many things may be free, there are lots of things that also may have some expenses attached to them.Corporate group events may have fees that include event space, catering, hotel costs and a leader or maybe outdoor event costs as well.There are also travel and meal costs for your team there while they are participating in the outing.
Friends or family outings may also incur costs depending on the event you have chosen.
There may be green fees, a lift ticket, admission tickets for various concerts or sporting events, parking and meals just to name a few.
Cost isn’t necessarily a deterrent to planning and participating in an event but needs to be kept in mind simply so people can afford to join in.
It can’t be the perfect event if people aren’t able to be part of it.
Final Thoughts
Planning the perfect group outing takes a little bit of organizational skill and determination.
Figuring out the best way to plan and schedule a group outing means you need to have some details around the who, where and how of an event.
You can plan the perfect group outing whether it is for a corporate team or your personal group without much trouble if you stick to your parameters and create a well-planned event that will be enjoyable to all who attend whether it is your boss, your coworkers or your family and friends.
