Planning a successful team-building event in New York City is no small task. After all, how do you plan a truly dynamic and unforgettable event in the fast-paced Big Apple, where options for venues and activities are endless? From navigating busy schedules and crafting engaging activities to choosing a venue that stands out in the concrete jungle, there’s a lot to juggle. But fear not! Our checklist for team-building event execution breaks down just what you need to make it all happen—flawlessly. Let’s dive in!
1. Pre-Planning Phase
Define Your Goals and Budget
What is the aim of your client’s event? Are they looking to improve employee communication, build trust, or simply let team members relax and recharge? A clear understanding of what the objectives are (along with the budget) will make the planning process much easier, from choosing the right NYC venue to crafting the right activities.
Assemble Your Planning Team
Your planning team can make or break the experience. Delegate responsibilities to team members who are eager to help and will ensure no detail gets overlooked, from logistics to vendor communication and attendee coordination.
Choose the Perfect Date and Time
Choose a date that aligns with your client’s calendar and their team’s work schedules. But also schedule in a way that avoids busy NYC seasons (like the holidays or Fashion Week.)
Pro tip: Send out a quick survey with a few options for dates so your clients can weigh in and help you pick the one that works best for most people.
2. Selecting the Right Vendor
Indoor vs. Outdoor Spaces
Creative workshops, presentations, or other hands-on activities are best executed in indoor spaces, where the environment is controlled and there is easy access to AV equipment. But if you’re planning a more casual event (think group picnic or team scavenger hunt,) consider one of NYC’s many iconic outdoor spaces, like Central Park.
NYC-Specific Tips
Accessibility is key, especially in a city like New York, where traffic is unpredictable (at best) and parking is limited. Pick a venue that’s easy to reach via public transit or within walking distance from their office. Also, consider the team's preferences—while NYC locals might be used to navigating public transit, out-of-towners might appreciate clear directions and nearby accommodations.
3. Planning Memorable Activities
Tailor Activities to the Attendees
If your client’s team is outgoing and energetic, plan active experiences like scavenger hunts, team sports, or escape rooms. For more introverted teams, creative or low-pressure activities like art workshops, cooking classes, or brainstorming sessions can be more appealing. Whatever activities you plan, be sure they align with your overall goals for the event.
Build in Breaks
A schedule that’s jam-packed can quickly lead to burnout and disengagement. Be sure to schedule in regular breaks, where attendees can use the time as they see fit. Breaks allow for a recharge, a chance for guests to connect informally, and more opportunities to enjoy the team-building event without feeling rushed.
4. Logistics and Day of Execution
Create a Detailed Itinerary
For a flawless execution, create a detailed schedule that maps out the event from start to finish, from setup and activities to breaks and teardown. Share with your planning team and any vendors to keep everyone on the same page.
Contingency Planning
The unexpected can happen at any time— from foul weather to transit delays or AV issues. That’s why it’s crucial to have a backup plan in place. Keep your event agenda flexible to accommodate for delays or changes. And assign a team member to handle emergencies, whether it’s finding an alternative venue or handling broken tech.
5. Post-Event Follow Up
Collect Feedback
Your team-building event doesn’t end when everyone heads home. To maximize its impact, take follow-up actions to gauge what worked, what didn’t, and how you can improve any future events. Send a quick post-event survey via Survey Monkey, for example, to gauge employee satisfaction. Ask specific questions like, “Did the event meet its goals?” or “What were your favorite activities?”
Share Highlights
Keep the positive energy going afterward by sharing the day’s best moments and key takeaways. Collect photos, quotes, or videos to share on your company’s Slack channels or email newsletters to ensure the whole team, whether they attended or not—sees the value of the event.
Take Your Team-Building Event Planning Skills to the Next Level at The Expo
Take your planning game to the next level by reserving your booth at The Event Planner Expo 2025, the ultimate destination for discovering NYC's top event planners and vendors. Don’t just read the checklist. Meet the experts who can help you execute it flawlessly! Showcase your services and your brand’s visibility at this premier event in the heart of New York City.
