Organising a Group Event

Organising a group of people, some of whom you may have never met or spoken to before, can be tricky. You may be organising a company event or social group for a day, weekend or longer. The following information is a guide to help you through the process of arranging a hassle free event. 

Step 1  - Preparation

Make sure you have everyone’s contact details – get telephone numbers, mobiles or email addresses early in the planning process – you may need to speak to people at short notice.

Agree the event – select your region and choose your activities

·         Agree type and standard of accommodation?

·         Insurance required?

·         Lunch / evening meals required?

·         Check availability

·         Place an option – pending receipt of deposit or full payment

Step 2 - Payment – this can be the trickiest part!  Try to get a deposit from everyone – people will agree to go without checking diaries.  A payment will focus their attention - you gain firm commitment and save frustration at a later date.  Normally full payment is required by card or cheque 3 weeks prior when final numbers need to be  confirmed.        Additional people can be added later - subject to availability.  

Step 3 - Travel  - consider departure times for traffic, especially Friday evenings  

Car or minibus - Fewer cars are a good way to save on petrol and it’s good for the environment. Minibuses are sociable and can be the most economical. Hire costs for a weekend can be as low as £250 for collection Friday evening and return Monday morning, with everyone contributing to hire and petrol. Look for a central meeting point where people can leave cars safely and travel with others. Check out your local Yellow Pages under Van & Minibus hire.

Train - If you book in advance the train can be great value. It is less stressful than driving, more relaxing and very sociable.  

When you get there - What, when, where? Preparation is important to a successful event. Make sure you have your itinerary with you and travel directions - arriving late at an event or not being prepared will spoil the enjoyment.  

Step 4 - What to Take

Specialist clothing and equipment is included with your activity, however we suggest the following practical items to take with you. 

A day pack is essential for carrying keys, snacks, water, towel and extra clothing.  Always take a waterproof jacket and hat, you just never know the weather. And remember the camera, activities are packed full of Kodak moments.

Dress sense - We always recommend you wear thin layers of clothing rather than just one big chunky jumper. This allows you to regulate your body temperature by adding or taking off layers. At the beginning of an activity or in the morning your body will be quite cool (unless you have completed the vigorous TV early morning workout!). Once you commence an activity your body will warm up and you may wish to take a layer off.

Water Activity - Wetsuits are provided for all water activities with the exception of sailing.  A towel, swimming costume, shampoo and spare socks are useful items to take with you.

Footwear - We recommend sturdy activity shoes or walking shoes for general activities.   If you are doing a water based activity check to see if footwear is included or you will require an old pair of trainers to wear.

What NOT to take?

 Please try to leave valuables at home or safe in your hotel, if you lose valuables in the country finding them is almost impossible even if you have packed the metal detector! Leave the tiaras and diamonds at home, there are no prizes for the most glamorous dresser!

Adventure North Wales

0870 365 4265