Make sure everyone feels welcome at a company outing by choosing a varied program, a location that’s accessible to everyone, and by taking personal needs—such as dietary restrictions and physical abilities—into account. An inclusive outing isn’t about finding a single activity that everyone enjoys, but about creating a setup where no one is left out. In this article, we answer the most frequently asked questions about organizing a company outing that the whole team will enjoy.
What makes a company outing truly inclusive for everyone?
A company outing is truly inclusive when the program accommodates different energy levels, interests, and backgrounds. That means: activities that can be adapted to suit everyone’s participation, food that’s suitable for everyone, and an atmosphere where no one feels pressured to do anything that doesn’t suit them.
Inclusivity starts with the planning phase. Beforehand, briefly ask your team what they enjoy and what they’d rather avoid. It doesn’t have to be a lengthy form—a quick round of questions will suffice. This way, you’ll avoid finding out later that three colleagues who are afraid of heights managed to get through the climbing activity with their knees shaking.
Also consider the makeup of your team. Does everyone have similar physical abilities? Are there colleagues who are less comfortable in large groups? A program that includes both active and more relaxed activities gives everyone the opportunity to contribute in their own way. Inclusive planning isn’t just a box to check; it’s an approach you maintain throughout the entire program.
What activities work well for a diverse team?
Activities that work well for a diverse team combine easy participation with genuine collaboration. Think of beach games, power kiting, cooking workshops, or creative projects where everyone can take on a role that suits them, regardless of fitness level or experience.
The pitfall with team activities is that organizers often opt for a single large-scale activity that’s the same for everyone. That only works if you have a very homogeneous team. For a diverse team—with different ages, backgrounds, and fitness levels—a program that offers choices works better.
Low-threshold activities
Power kiting is a good example: you’re outdoors, working together, and the technique is easy to learn. You don’t have to be athletic to do it. Beach games like beach volleyball or a relay race are similar: accessible, energetic, and great for building connections.
More relaxed alternatives for a varied program
In addition to active activities, make sure there’s also time for conversation, a walk, or just sitting down with a drink. Not everyone recharges through physical activity. A well-organized outing allows those colleagues to feel included as well.
How do you choose a location where no one feels left out?
Choose a venue that is physically accessible to everyone, offers a variety of spaces, and has an atmosphere that feels both relaxed and professional. A good venue ensures that no team member feels like the outing isn’t “for them.”
Practical accessibility is the starting point. Can everyone get there by public transportation or car? Is the location wheelchair-accessible, if that’s relevant? Are there covered areas in case the weather turns bad? These are basic questions you should check in advance.
Next comes the atmosphere. A beach location like the one we offer at the Sand Motor works well for large teams because the setting is naturally relaxing. The sea air, the open space, the view: it literally takes people out of their office environment. That lowers barriers, even for colleagues who are usually a bit more reserved in group settings. At the same time, professional facilities such as AV equipment, Wi-Fi, and a private kitchen ensure that it feels professional enough for managers who need internal buy-in.
How do you accommodate different dietary needs during an outing?
Take dietary preferences into account by asking about them in advance, putting together a menu with plenty of variety, and choosing a venue with its own kitchen that can flexibly accommodate specific needs. This way, you’ll ensure that colleagues with allergies or specific dietary choices aren’t left out.
When people register, be sure to ask about dietary preferences: vegetarian, vegan, gluten-free, halal, kosher, or specific allergies. Forward this list to your caterer or venue and ask for confirmation that they can accommodate these requests. Don’t make assumptions.
A venue with its own kitchen has a clear advantage here. There’s no outside caterer to misinterpret the instructions. The kitchen staff know exactly what goes into each dish and can make adjustments without compromising on quality. This gives the organizer peace of mind and makes colleagues with specific dietary needs feel that their needs have truly been taken into account.
What are some common mistakes people make when planning a company outing?
The most common mistakes made when organizing a company outing are: starting to plan too late, failing to take the team’s diversity into account, creating an overly packed schedule, and forgetting to arrange practical matters such as transportation and dietary requirements in a timely manner.
An overloaded schedule is a classic mistake. Organizers often try to pack in as much as possible to make the day “worthwhile,” but the result is that people end up rushing from one activity to the next, stressed out and with no time for genuine connection. Make a point of building in some downtime: an informal get-together, a relaxed lunch, or a moment to catch up.
Another common mistake is choosing an activity that only works for part of the team. Extreme sports, alcohol-related activities, or anything that requires a high level of physical fitness will always exclude some of your colleagues. Opt for a basic activity that’s accessible to everyone and offer additional options for those who want more.
Finally: communicate clearly and well in advance. Let people know what to expect, what to bring, and what the day will look like. Uncertainty about the program makes it harder for people to attend, especially for more introverted team members.
When is a beach location the right choice for a team-building day?
A beach location is the perfect choice for a team-building day if you want a setting that takes people out of their daily routine—both literally and figuratively—where the combination of fresh air, open space, and activities helps build connections among team members. It works best for teams that need a real break from the office atmosphere.
The beach has a psychological effect that is difficult to replicate indoors. The open space, the sound of the sea, and the informal setting help to reduce the sense of hierarchy that can sometimes linger in a conference room. People interact differently with one another outdoors than they do indoors.
Practically speaking, a company outing at the beach works best when the venue offers more than just sand. Think of covered areas in case it rains, professional facilities for meetings, and excellent catering options. We offer all of this at the Zandmotor, just south of Scheveningen: a venue where you can hold meetings, go kitesurfing, enjoy a meal, and have drinks without having to change locations.
A beach location may not be the best choice if your team relies entirely on quiet, controlled conditions, or if many of the participants have difficulty participating in outdoor activities. In that case, it’s a good idea to organize a hybrid event: a morning indoors for the substantive session, and an afternoon outdoors for team-building activities. Would you like to know what options are available for your team? Feel free to contact us for a no-obligation consultation.
Frequently Asked Questions
How far in advance should I start planning an inclusive company outing?
We recommend planning at least 6 to 8 weeks in advance. This will give you enough time to identify dietary preferences and accessibility needs, book a suitable venue, and tailor the program to your team. For larger groups (20+ people), we recommend planning 10 to 12 weeks in advance so that you can also arrange transportation and any external support in a timely manner.
What should I do if a colleague says they don't want to participate in the activities at all?
Always provide an "opt-out" option without requiring anyone to justify their decision. Offer an alternative, such as quietly observing, going for a walk, or joining the social part of the event without participating in the activities. An inclusive outing also means that participation never feels mandatory—connection happens when people can choose for themselves how they want to contribute.
How do I put together a program that appeals to both introverted and extroverted colleagues?
Alternate group activities with smaller, quieter moments. Consider a group lunch where people can sit wherever they like, assignments in small subgroups instead of one large group, and unstructured time between activities. More introverted colleagues need time to recover from social stimuli and benefit from space to catch their breath, while more extroverted colleagues enjoy the collective energy during the active parts.
Is a company outing at the beach also a good idea in the spring or fall?
Absolutely—provided the venue offers indoor facilities. A beach venue with its own building, heated spaces, and a professional kitchen can be used year-round. In the spring and fall, the beach is actually less crowded, giving you more space and peace and quiet. Activities like power kiting actually work better in slightly windier conditions, which are more common during those seasons.
How can I gain management support for an inclusive and well-organized outing?
Link the outing to a specific goal, such as strengthening collaboration, welcoming new team members, or wrapping up a busy quarter. Present a clear plan that includes the program, location, budget, and expected outcomes. Managers are more likely to approve the outing if they see that it is professionally organized and aligns with a broader team objective.
What is a realistic budget per person for a well-organized company outing?
A day program that includes activities, catering, and venue rental costs an average of between €75 and €150 per person, depending on the activities and catering options. If you’re planning a full day that includes lunch, drinks, and professional guidance, expect to pay the higher end of that range. Being transparent about the budget also helps ensure that you choose activities that are accessible to everyone without imposing unnecessary costs on the participants themselves.
How do I assess after the fact whether the company outing was a success?
Within 48 hours of the outing, send out a short, anonymous survey with three to five questions: Did everyone feel welcome? What was the highlight? And what could be improved next time? Keep it simple to ensure a high response rate. The results will provide you with concrete feedback for the next outing and show that you take the team’s opinions seriously.
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