Best Practices for Organizing Team Activities During Business Travel

A business trip that involves multiple team members is a significant investment. While the primary objective might be a client meeting, a conference, or a project kickoff, the trip also presents a valuable secondary opportunity: the chance to strengthen team dynamics and foster deeper personal connections. However, this benefit is not automatic. Simply having a team in the same city does not guarantee bonding. To truly capitalize on the opportunity, it requires intentional planning and the thoughtful organization of team activities.

Organizing these activities on top of an already packed business schedule can be challenging. The key is to be strategic and efficient, choosing activities that add value without adding stress. A poorly planned "forced fun" event can be counterproductive, leaving team members feeling that their time is being wasted. A well planned activity, on the other hand, can boost morale, improve communication, and make the entire trip more successful and memorable.

This guide provides a comprehensive set of best practices for organizing team activities during business travel, ensuring that your efforts are both impactful and efficient.

1. Integrate Planning from the Start

Do not treat team activities as an afterthought. They should be considered an integral part of the trip planning process from the very beginning.

Define the Objective: Before you plan any activity, ask yourself: what is the goal? Is it to celebrate a successful client presentation? Is it to help new team members integrate with the team? Is it simply to provide a moment of relaxation and de-stressing during a grueling conference schedule? The objective will determine the type of activity you choose.
Allocate Time in the Itinerary: When you are building the master itinerary for the business trip, block out a specific time slot for the team activity. This ensures that it is treated as a priority and does not get squeezed out by last minute meeting requests. Even a 90 minute slot for a team lunch can be valuable if it is protected on the schedule.
Budget Accordingly: The cost of the team activity should be included in the overall trip budget that is submitted for approval. This avoids any surprises and ensures that you have the necessary funds allocated.

2. Choose the Right Activity for the Context

The type of activity you choose should be appropriate for the context of the business trip.

Keep it Simple and Low Pressure: Business trips are often tiring. The best activities are often those that are enjoyable and do not require a huge amount of extra energy. A relaxed team dinner at a well-chosen local restaurant is often more effective than a complex, high energy competition.
Leverage the Location: Use the destination city as your inspiration. Instead of a generic dinner, consider an activity that is unique to the location. This could be a food tour of a famous market, a visit to a local landmark, or attending a local cultural or sporting event. This creates a more memorable shared experience.
Consider Timing and Energy Levels:
- An activity scheduled for the evening after a long day of meetings should be relaxing.
- An activity scheduled before a high stakes client pitch should be something that builds confidence and team alignment, not something that is physically exhausting.
- During a multi day conference, a mid week break for a fun activity can be a great way to combat fatigue and re energize the team.

3. Inclusivity is Non-Negotiable

A team activity is only effective if everyone feels welcome and able to participate.

Consider All Personalities: Offer activities that appeal to both introverts and extroverts. While some may enjoy a loud, competitive game, others may prefer a quiet dinner or a walk in a park. If possible, offering a choice of activities can be a great way to ensure inclusivity.
Avoid Alcohol Centric Events: While a team happy hour can be fun, do not make it the only option. Always ensure there are non alcoholic alternatives and that the focus is on conversation and connection, not just drinking. Be mindful of team members who may not drink for personal or religious reasons.
Be Aware of Physical Limitations: Choose activities that can be enjoyed by people of all physical abilities. A strenuous hike might be great for some but could exclude others.

4. Communication is Key

Clear communication is essential for ensuring a smooth and enjoyable experience for everyone.

Provide Clear Details in Advance: Send out the details of the planned activity (what, where, when, dress code) well in advance as part of the main trip itinerary. This allows people to plan accordingly.
Set Expectations: Be clear about whether the activity is mandatory or optional. For a key team dinner, it is reasonable to set the expectation that everyone should attend. For a late night social event, making it optional allows people to bow out if they are tired.
Use a Central Communication Channel: Use a dedicated Slack channel or a group chat for the trip. This is a great way to send reminders, share photos, and communicate any last minute changes to the plan.

5. Streamline the Logistics with Technology

The logistical side of organizing a team activity, especially when it involves a group, can be complex. Leveraging your company's travel management platform is essential.

Use Guest Booking Features: If you are inviting clients or partners to join a team dinner, use the "guest" feature in your travel platform to manage their details and any associated costs.
Centralize Payments: Pay for the activity using a central company card or payment method. This avoids the awkwardness of asking a team member to put a large dinner bill on their personal card and wait for reimbursement.
Coordinate Ground Transportation: Use your travel platform to book group transportation (like a van or minibus) to and from the activity. This ensures everyone arrives on time and travels together, which is part of the bonding experience itself. Platforms like Routespring, with their robust group travel management features, are designed to handle exactly these kinds of complex logistics.

By thoughtfully planning and organizing team activities during your business trips, you can multiply the value of your travel spend. These shared experiences are a powerful investment in building a more collaborative, connected, and motivated team, which is a direct driver of business success.

Frequently Asked Questions (FAQ)

1. How do we get our team to be enthusiastic about a "mandatory fun" event? The key is to move away from the "forced fun" feeling. First, involve the team in the selection process if possible. Second, communicate the purpose of the activity. When it is framed as an opportunity to connect and de-stress, rather than just another work obligation, the reception is usually much more positive. Third, ensure the activity is genuinely enjoyable and well planned.

2. What is a good, simple activity for a team dinner that encourages interaction? Instead of just booking a table, consider a restaurant that offers a "family style" or shared plates menu. This naturally encourages interaction as people have to pass dishes and discuss the food. You can also prepare a few light, optional "icebreaker" questions to spark conversation if needed.

3. How do we handle expenses for a team activity? The company should pay for the activity directly. The cost should be pre budgeted as part of the overall trip expense. Use a corporate card or a central payment method to pay the vendor (e.g., the restaurant or the event company). This eliminates the need for any employee to pay out of pocket, which is a core principle of a good expense policy.

4. Should we invite clients to our team activities? This can be a great idea, but it depends on the activity and the goal. Inviting a key client to a team dinner can be a fantastic way to strengthen the business relationship. However, an internal team building activity focused on solving a specific company challenge would likely not be appropriate for clients. Be strategic about when and how you include external partners.

5. How has remote work changed the importance of team activities during travel? It has made them exponentially more important. For remote and hybrid teams, a business trip may be the only opportunity for colleagues to interact in person all year. This in person "face time" is incredibly valuable for building the trust and personal rapport that is difficult to foster over video calls. For distributed teams, the team building component of a business trip should be considered a primary objective, not a secondary one. This is a key aspect of managing travel for remote teams.