What to ask before booking a team activity

Have four things ready

Your likely headcount and the largest it might become.
A preferred date, a backup date and your latest finish time.
Your total budget, including whether food must fit within it.
Any access or dietary requirements the provider needs to accommodate. Collect these privately rather than asking colleagues to explain them to the whole team.

Get the group arrangement in writing

Ask whether everyone takes part together, splits into smaller groups or shares the space with other customers. “Group booking” does not necessarily mean a private session.

What does the total include, and what is optional?
Is a host or instructor included throughout?
When is the final headcount due?
What changes if someone cancels or the group grows?
What deposit is required, and when is the balance due?

Check the parts that can derail the day

Arrival: get the exact entrance or meeting point, not just a postal address.
Access: ask about the route into the activity space, seating and washrooms for your group’s needs.
Weather: find out who decides to cancel, when you will hear and whether you can reschedule.
Timing: distinguish activity time from check-in, instructions and cleanup.

A message you can adapt

Replace the brackets, then send this to each provider you are considering.

Hi, I’m organising a team outing for [number] people on [date], with [backup date] as another option. We need to finish by [time]. Our budget is [CAD amount], including [food or other needs]. Could you confirm availability, the full group price and what is included? Would we take part together, and is the space private or shared? Please also send the deposit, cancellation and headcount-change terms, plus the arrival time and exact meeting point. We need to accommodate [access or dietary requirements]. Thanks, [name]

Before you tell everyone it is booked

Wait for the provider’s confirmation. Put the agreed price, headcount deadline and cancellation terms somewhere the organiser can find them. Send colleagues the meeting point, arrival time and anything they need to bring.

Keep the team’s choice separate from the booking itself: saving or sharing saved experiences does not reserve an activity.