Confirming your venue, date, and activity provider is a big milestone. But if you stop there, you’re only halfway to delivering a successful experience.

The next step? Making sure your team is properly prepared — not just logistically, but mentally and physically as well. This kind of groundwork helps avoid last-minute surprises and sets the stage for a smoother, more enjoyable event.

Here’s a comprehensive checklist of what to gather and communicate to ensure your event runs like clockwork — and your participants show up ready and excited.

1. Confirm Attendance

Start with the essentials. Headcount affects almost every aspect of the event — from catering and transport to team allocation and space planning.

What to ask:

• Will you be attending on [EVENT DATE]?
  
• If not, is it due to leave, medical reasons, or a schedule conflict?
  

Why it matters:
A confirmed guest list helps you avoid over- or under-preparing and allows facilitators to adapt activities around group size or missing team leads.

2. Check for Activity Preferences (If Applicable)

If you haven’t finalised the activity or are deciding between a few options (e.g. physical vs puzzle-based challenges), a quick pulse-check can help you lock in the direction.

Tip:
Keep it simple. Offer 2–3 curated options max. Too many choices lead to indecision and lower response rates.

If the activity is already confirmed, this is still a good moment to set expectations — for example:
“This activity will include light movement and outdoor components. Please dress comfortably.”

3. Confirm Transport Arrangements

Transport is easy to overlook — until someone gets lost or shows up late.

What to ask:

• Will you be travelling from the office or heading straight to the venue?
  
• Do you require transport?
  
• Do you have any mobility or access needs?
  

Why it matters:
If you’re arranging chartered transport, knowing where people are coming from helps with route planning, vehicle count, and timing.

4. Ask About Parking Needs

If participants are driving, parking availability becomes a practical (and often budget) consideration.

What to ask:

• Will you be driving to the venue?
  
• Do you require a parking coupon?
  

Tip:
Some venues offer discounted parking coupons — but only if requested in advance. Knowing this early helps with both coordination and cost efficiency.

5. Gather Health & Physical Considerations

Especially important for physical or outdoor-based activities.

What to ask:

• Do you have any medical conditions or physical limitations we should be aware of?
  
• Are you currently recovering from any injury or illness?
  
• Are you comfortable with moderate physical activity?
  

Why it matters:
Knowing participant limitations allows you to adjust activities accordingly and ensure everyone can participate safely and confidently.

6. Collect Dietary Requirements

One of the most sensitive and essential details. Be specific in what you ask to avoid miscommunication.

Break it down:

• Do you require Halal food? If so, are shared kitchens acceptable?
  
• Are you vegetarian/vegan — and how strict is the requirement?
  
• Do you have any food allergies?
  
• Are there religious or cultural restrictions (e.g. no beef or pork)?
  

Tip:
Always ask how strict the requirement is. Some participants may prefer vegetarian food but don’t mind cross-contact; others may require full separation due to religious or health reasons.

7. Clarify Other Special Requirements

This category covers other needs that might not fall under health or logistics but are still important to acknowledge.

What to ask:

• Do you require prayer space or time for religious observances?
  
• Are there any sensory sensitivities (e.g. noise, lighting)?
  
• Any other access needs we should be aware of?
  

Why it matters:
These thoughtful touches help participants feel comfortable and included — and help you avoid surprises on the day itself.

8. Communicate Clothing and Gear Reminders

Now that the activity and venue are confirmed, it’s time to let participants know how to come prepared.

Examples:

• Covered shoes (no heels or sandals)
  
• Extra shirt or towel
  
• Water bottle
  
• Sunscreen / insect repellent / rain gear (for outdoor sessions)
  

Tip:
Send a short checklist in your calendar invite or final email — it reduces no-shows caused by “I didn’t know what to bring.”

9. Set the Tone with Mental Prep

How you frame the event shapes how participants show up.

Suggestions:

• Reiterate the goal (e.g. collaboration, connection, fun)
  
• Emphasise that it’s not a competition — everyone is welcome to participate at their own pace
  
• Reassure more introverted team members that there’s space for everyone
  

Why it matters:
Setting expectations helps manage nerves and encourages engagement — especially from those who may not typically enjoy team-building.

10. Getting People to Respond or Sign Up

Sometimes the hardest part isn’t collecting the info — it’s getting people to respond. Here are a few ideas to improve response rates and participation.

Ways to Improve Engagement:

• Design a simple poster or e-invite
  Highlight the event date, activity theme, and perks (e.g. lunch provided, prizes to be won).
  
  
• Use a QR code instead of a link
  It’s mobile-friendly, less clunky, and easier to scan in shared spaces.
  
  
• If your team isn’t used to filling out forms
  Consider using a calendar invite with RSVP buttons instead of a formal form. It’s especially useful for internal teams already synced to Outlook or Google Calendar.
  

Recommended Tools for Response Collection:

• Google Forms
  Free, mobile-friendly, and easy to set up.
  
  
• Microsoft Forms
  A solid choice if your company uses Microsoft 365. When sent internally, some fields like names and emails may auto-fill (check based on your organisation’s settings).
  
  
• Event-Specific Platforms with QR Integration
  For larger events (especially over 1,000 pax), platforms like Eventbrite, RSVPify, or Hubilo offer integrated QR codes, RSVP tracking, and check-in tools — useful if you’re managing multiple segments or registration flows.
  
  

Final Thoughts

Once your event is confirmed, the preparation doesn’t stop — it just shifts focus. At PulseActiv, we’ve seen time and time again that the difference between a good event and a great one lies in these details.

From dietary needs to transport plans, a little effort upfront goes a long way in making your team feel considered and supported — so they can focus on what really matters: connecting, collaborating, and having fun.

Need help building your participant prep process or managing the post-confirmation logistics? Reach out — we’re here to support you every step of the way.

Here are common mistakes to avoid as you go into planning stage.

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