Use the table to assign each decision, then the message template to tell your team what they need to know.
What should you tell the activity provider about your team?
Tell me what you want the day to achieve and how much time you have. Introducing colleagues across departments is a different brief from spending time with an existing team. If you are still choosing, explore our group activity ideas. Prepare these details:
- An estimated headcount, who will update it, and when the list will be finalized.
- Your preferred date, departure point, and required return time.
- The kind of day you want and the time available for activities, separate from travel.
- Accessibility needs, concerns and differences in ability to participate that need individual discussion.
'Everyone is up for it' does not tell me who is nervous about heights. Let employees raise concerns privately and ask us about individual suitability before booking. Our article on rappelling and overcoming fear can help frame a question; it is not an assessment of individual suitability.
For outdoor team challenges (Hebrew), tell me whether you want to mix departments or keep existing teams together. Include your proposed group divisions.
Your team outing checklist: assign responsibility
Give each row a named contact and a status: agreed, awaiting a response or needs a change. This table tracks decisions, not package inclusions. Activities, transport and food may come from separate suppliers.
| What to agree | Who coordinates and confirms | What to record in writing | What is still open |
|---|---|---|---|
| Group needs and activity plan | Organizers gather information; the activity provider confirms a suitable option | Estimated headcount, purpose, agreed plan and individual needs requiring discussion | Responses to individual needs or changes to the plan |
| Getting there and back | Transport coordinator, driver and activity provider | Pickup, drop-off and final pickup points, times and contacts | Vehicle access confirmation |
| Food and drinks | Organizers and the supplier taking the order | Order details, location, timing and confirmation of special requirements | A requirement the supplier has not confirmed |
| Personal items and activity equipment | The provider confirms instructions; organizers share them; participants prepare | A list for this plan and equipment supplied by the provider | An item or instruction needing clarification |
| Booking terms | The person authorized to book for the organization and each supplier | Services, payment, headcount changes, postponement and cancellation | A missing term or difference between quotes |
| Changes to the plan | The responsible professional and organization contact, as agreed | Who decides, who notifies everyone and arrangements for changes | An alternative or postponement terms not yet confirmed |
Send the table with your inquiry about a private corporate team building day (Hebrew). Unfinished fields help me see which questions to address.
Set one date for updating the headcount with all suppliers, so transport, food and activities are planned for the same groupHow do you coordinate group transport and the meeting point?
Confirm pickup at the end, not just the morning drop-off. Get both points from the activity provider and ask the transport company to confirm access for your vehicle. A reserve's name is not a precise meeting point.
I need your required return time before we fit activities into the day. Allow for travel, arrival and final pickup. Give the driver and your contact on site the same locations, timings and each other's phone numbers.
Name the person who reports delays or pickup changes. Include employees travelling independently in every update; they need the meeting point and contact details too.
How do you arrange food, drinks and dietary requirements?
Agree who orders and supplies the meal, where you will eat and when. I need that timing to fit the activity around it. Specify drinks throughout the day separately: what the supplier provides and what participants bring.
Get the food supplier's response to each kosher or dietary requirement. Allergies need individual discussion between the employee and the relevant person at the supplier; sending a list does not guarantee a suitable meal. Keep unanswered requirements open.
If another supplier delivers food, assign someone to receive it on site and update the supplier if the activity runs late. The food and trip preparation information (Hebrew) offers background; agree your own meal arrangements directly.
What to bring on a team outing
Get a personal packing list for your actual activity plan. Ask the provider about clothing, footwear, drinks and other required items. For rappelling, read about the guide's role in a rappelling activity to understand why equipment instruction belongs with the guide.
Separate what participants bring from the specialist equipment the provider supplies. I want questions about unfamiliar instructions or difficulty preparing raised before the outing. The packing message does not replace instruction on using activity equipment.
Date the list. If instructions change, send a clearly marked replacement rather than leaving conflicting versions in different messaging groups.
Include a private contact option in the preparation message, so employees can raise a concern without sharing it with the whole groupWhich booking terms should you agree in writing?
Agree services, payment and changes to headcount, date or activity plan in writing. Compare the quote with the website terms and booking conditions and resolve differences. Ask each supplier:
- Which services are included, which are excluded and who supplies each part?
- How and when can we update the headcount, and how does a change affect the booking?
- What are the payment terms, and who receives payment?
- What are the arrangements for rescheduling, cancellation or a change to the plan?
- Which participant details or approvals are needed, and who receives them?
If your organization requires training or insurance documents, obtain documents relevant to this activity and send them to the appropriate person for review with the quote.
Who decides on changes due to weather or a site closure?
Agree who decides whether conditions require a change and who sends the update. Weather or a site closure may affect the plan. I want that decision route clear before departure: participants' agreement cannot replace the provider's professional decision.
Ask what alternatives are possible and what postponement means for transport and food bookings. An activity change does not automatically change another supplier's booking. Name the organizer who will coordinate those decisions.
What should you send employees once the details are agreed?
Send one message covering the activity, travel and personal preparation. Use agreed details below. Mark any essential unresolved item as pending and name the person who will provide the answer.
On [date], we will have a team building day at [confirmed location]. Planned activity: [confirmed short description]. Meet at [exact meeting point]. Those using the arranged transport should arrive at [pickup point] at [agreed time]. Return arrangements: [final pickup point and return time as agreed].
Personal items to bring, following the provider's instructions: [confirmed list]. Food and drinks: [agreed arrangements and what to bring]. For questions or individual arrangements, contact [contact name and phone number] via [agreed contact channel]. Any change to the plan will be shared through [update channel].
Keep personal details in private conversations. Check this message against the table with your contact, including independent arrivals. Send everyone the same version and replace it clearly if plans change.
Bring the details together before heading outdoors
You do not need a finished plan before contacting me. Tell me about your team, your available time, and the decisions still open. I can then help connect the activity with the rest of your day.
To plan your day with Ashdot Extreme, send your group details and planning questions or call me on +972 52-230-0306. Include your preferred date, headcount, departure point, and purpose. We will set out the activity plan and booking terms in the quote you approve.
