1 8–12 weeks out: goals and scope

Write a one-sentence purpose for the event (bonding, motivation, onboarding a new team, reward, wellness).
Pin the headcount down as a range, keeping invitees and expected turnout separate.
Identify the decision-maker and the budget approval path; list the documents approval needs (quote, programme, risk plan).
Pick at least two candidate dates; check public holidays, quarter-end and shift patterns.
Decide half day or full day, in the office or off-site, and whether it is overnight.

2 6–8 weeks out: format and suppliers

Account for differing fitness levels: one main format everyone can join, plus a competitive side format for those who want it.
Choose between a tournament, team building activities or festival-style stations; sketch team numbers and squads.
Ask suppliers for a written quote with scope, inclusions, crew, equipment, insurance and cancellation terms on separate lines.
Get venue capacity, transport, parking, changing rooms/showers, a wet-weather option and accessibility details.
Check liability, weather cancellation and date-change clauses in the contract.

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