How to Plan Your Next Company Outing in 10 Steps

How to Plan Your Next Company Outing in 10 Steps

How to Plan Your Next Company Outing in 10 Steps

There’s no doubt about it: planning an event of any kind can feel a bit overwhelming. But hosting an amazing company outing doesn’t have to be difficult—it’s simply a matter of following the right process.

A corporate outing is more than just a break from work—it’s a chance to build stronger bonds, encourage collaboration, and give employees a memorable experience that improves morale. With the right planning, you can turn a simple gathering into a team-strengthening adventure.

Here’s a step-by-step guide to planning your next company outing in 10 easy steps.

Step 1: Figure Out Your Goals

Before you dive into the details of venues and activities, take a step back and ask: What’s the purpose of this outing?

  • Do you want to improve communication within the team?

  • Is it about rewarding employees for hard work?

  • Do you want to onboard new hires into the company culture?

  • Or is it simply to let everyone unwind and relax?

Why Goals Matter

Your goals will shape everything—from the type of activities you plan to the tone of the outing. For instance, if your focus is team bonding, you might choose adventure sports, problem-solving games, or outdoor challenges. If it’s stress relief, then a nature retreat or resort-style day with relaxation activities would be ideal.

Pro Tip

Involve employees in goal-setting by sending a quick survey. This ensures your outing aligns with what the team actually wants and increases participation.

Step 2: Set a Budget

Once goals are clear, it’s time to think about money. Budgeting helps you stay realistic and avoid last-minute financial surprises.

How to Create a Practical Budget

  1. Estimate costs per person (travel, food, accommodation, activities).

  2. Break down expenses into categories: venue, logistics, activities, meals, and contingency.

  3. Add a buffer of 10–15% for unexpected expenses.

  4. Balance quality with cost—a slightly more expensive venue with all-inclusive packages may actually save money.

Example

If you have 50 employees with a budget of ₹3 lakhs:

  • Venue & activities: 40%

  • Food & drinks: 25%

  • Transport: 20%

  • Miscellaneous: 15%

Step 3: Get a Planning Team Together

Organizing a company outing is not a one-person job. Form a planning committee to share responsibilities.

Benefits of a Planning Team

  • Delegates workload (one person handles venue, another manages logistics).

  • Brings fresh ideas to the table.

  • Ensures different departments feel represented.

Pro Tip

Have a clear event manager or leader to make final decisions and keep things on track. Without a central point of control, planning can become chaotic.

Step 4: Invite the Right People

Deciding who to invite sounds simple, but it often requires thought.

Questions to Ask Yourself

  • Is attendance mandatory or optional?

  • Should you invite only employees or include families?

  • How many people can the budget and venue accommodate?

  • Should remote employees be included or given a virtual option?

Example

If your goal is team bonding, invite only employees. If it’s a celebration (like a company anniversary), extending invitations to families could make it more special.

Step 5: Choose the Right Activities

Activities are the heart of a company outing. The wrong choice can leave people bored, while the right activities can spark laughter, teamwork, and unforgettable memories.

Types of Activities to Consider

  • Adventure-based: trekking, kayaking, zip-lining, paintball.

  • Team-building games: treasure hunts, escape rooms, relay challenges.

  • Relaxation-focused: spa sessions, yoga, karaoke nights.

  • Creative activities: cooking competitions, art workshops, talent shows.

Pro Tip

Offer a mix of high-energy and low-energy activities so that everyone—from extroverts to introverts—can participate comfortably.

Step 6: Find the Perfect Timing

Timing is everything. The best activity can flop if scheduled during a busy work week or a holiday season when employees have personal commitments.

Things to Consider

  • Workload: Avoid peak project delivery timelines.

  • Weather: Don’t schedule outdoor adventures during monsoon season.

  • Availability: Use a poll to find dates that suit most employees.

Example

For Bangalore-based companies, winter and spring (November–March) are perfect for outdoor activities around Kanakapura or Nandi Hills.

Step 7: Select a Suitable Location

The venue can make or break the outing.

Key Venue Factors

  • Capacity: Can it comfortably host your team?

  • Accessibility: Is it within 2–3 hours’ travel for day trips?

  • Facilities: Does it have washrooms, food services, or activity zones?

  • Safety: Especially important for outdoor or adventure-based venues.

Example Venues Near Bangalore

  • Kanakapura Campsites – Great for trekking, paddle rafting, and campfires.

  • Resorts near Devanahalli – Convenient for luxury day outings.

  • Nature trails at Bananthimari – Perfect for teams seeking a mix of adventure and nature.

Step 8: Spread the Word Internally

Excitement builds anticipation. Once your plan is ready, promote the outing within the company.

How to Spread the Buzz

  • Send out official event invitations.

  • Share a day-wise agenda with highlights.

  • Use posters, emails, or even a fun countdown on internal communication platforms.

  • Announce fun surprises like contests or rewards to boost enthusiasm.

Pro Tip

Highlight benefits—like relaxation, bonding, and fun—to make sure employees are genuinely excited and not just attending out of obligation.

Step 9: Plan the Logistics

Behind every smooth outing is solid logistical planning.

Logistics Checklist

  • Transport: Book buses or arrange carpools.

  • Meals: Ensure variety for different dietary preferences.

  • Accommodation (if overnight): Confirm safety, comfort, and sharing arrangements.

  • Activity gear: Ensure all required equipment is arranged.

  • First aid & safety: Keep medical support ready.

Example

For a one-day Kanakapura outing: morning trek, paddle rafting post-lunch, campfire in the evening, and a return bus after dinner.

Step 10: Gather Feedback and Celebrate

The outing doesn’t end when the buses pull away from the venue. Post-event activities matter too.

Why Feedback is Important

  • Helps you understand what worked and what didn’t.

  • Gives employees a chance to share their experiences.

  • Makes planning the next outing easier.

Fun Ways to Wrap Up

  • Create a photo/video montage of the outing.

  • Share highlights in the company newsletter.

  • Recognize employees who stood out during activities.

  • Send a quick feedback survey.

FAQs About Planning a Company Outing

1. How do I choose the best activities for a company outing?

Pick activities that align with your goals and are inclusive for all employees. Mix physical, creative, and relaxing activities.

2. How much budget should we allocate per person?

It depends on the scale. For local day outings, ₹1,500–₹3,000 per person is reasonable. For overnight retreats, budget ₹5,000–₹10,000.

3. Should company outings be mandatory?

It depends on company culture. While mandatory outings ensure participation, voluntary attendance ensures enthusiasm.

4. How far in advance should we plan?

For small outings (10–20 people), 4 weeks is fine. For large teams (100+), plan 2–3 months in advance.

5. Can family members be included?

Yes, especially for celebrations or milestone events. For focused team-building, keep it employee-only.

6. How do we keep remote employees involved?

Offer hybrid options—like streaming fun contests, hosting parallel virtual games, or flying them in if budget allows.

7. What are some low-cost outing ideas?

City-based treasure hunts, potluck picnics, office talent shows, or nearby trekking trips.

8. How do we ensure inclusivity?

Provide alternative activities, respect dietary restrictions, and plan for varying fitness levels.

9. What safety precautions should we take?

Have first-aid kits, trained staff for activities, emergency contacts, and clear instructions for participants.

10. How do we measure success?

Look for improved morale, better team communication, and positive employee feedback after the event.

Conclusion

Planning a company outing doesn’t have to be stressful. By following these 10 steps—goal setting, budgeting, organizing, inviting, planning activities, timing, venue selection, spreading the word, logistics, and feedback—you can ensure a smooth and enjoyable event.

When done right, a company outing isn’t just a fun escape from the office—it’s an investment in your people. It strengthens team spirit, builds trust, and creates memories that last long after the buses return home.

So, start planning today. Your next company outing might just be the highlight of the year!

Recent Posts

Facebook Page Like