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how to book a company outing correctly
Booking a Company Outing Properly: How to Make Your Team Event a Complete Success!
A successful company outing strengthens team spirit and boosts motivation. But how do you *properly* book a company outing? From budgeting to choosing activities, there are several factors to consider. Learn how to take all aspects into account and create an unforgettable experience. For individual advice and support in planning your next company outing, get in contact here with us.
The topic, briefly and concisely
A strategically planned company outing is an investment in your team and can significantly increase employee motivation and team cohesion.
Make optimal use of the tax-free amount of 110 euros per employee and ensure accurate documentation of all costs to avoid tax disadvantages.
Involve your employees in the planning, choose suitable activities, and communicate clearly and openly to create a successful and memorable company outing that can improve employee retention by up to 10%.
Plan the perfect corporate outing! Learn how to avoid legal pitfalls, consider employee preferences, and create an unforgettable team event.
A successful team outing is more than just a pleasant day out of the office. It is an investment in your team and its cohesion. But what truly makes such an outing successful? It starts with a clear strategic direction and well-defined goals. A team outing should not only be fun but also provide added value for the company. The strategic direction should aim at team building, employee motivation, or even health promotion.
Careful planning is crucial. This is the only way to avoid mistakes that could lead to dissatisfaction. Good planning ensures that the outing runs smoothly and achieves the set goals. It is important to consider the needs of different teams – whether they are remote, multi-office, or co-located. Adapting to the specific needs is crucial for success.
An ill-considered approach can quickly lead to frustration. Therefore, it is advisable to take sufficient time for planning and organisation beforehand. This is the only way to ensure that the team outing becomes a positive experience for all involved. Choosing the right destination and activities plays a central role.
Take advantage of tax benefits: Make optimal use of the 110-euro rule
When planning a company outing, legal and tax regulations play an important role. Particularly relevant is the tax-free amount of 110 euros per employee. This allowance can be optimally utilised to reduce the costs of the outing. However, it's important to know what falls under this regulation. The consideration of accommodation, activities, transport and catering is crucial in this case.
But what happens if the allowance is exceeded? In this case, it is referred to as a 'non-cash benefit' which is taxable. To avoid undesirable consequences, careful cost management is essential. Accurate documentation of all expenses helps to keep track of things and make the best use of the allowance. Consultation with a tax advisor can be extremely beneficial here.
The question of compulsory participation and working hours should also be clarified in advance. In principle, participation in a company outing is voluntary. However, it applies that employees who do not participate must fulfil their obligation to work during regular working hours. There is no automatic entitlement to overtime pay, even if the outing extends beyond regular working hours. Accident insurance coverage is in effect during the outing, including the journey to and from the event, as long as there is no misconduct. It is advisable to keep an eye on the tax aspects in order to create the best conditions for both the company and the employees.
Step-by-step to perfect planning: Distribute tasks clearly
Successful planning and organisation of a company outing requires a clear structure and responsibilities. A proven approach is to form an event team with clearly defined tasks. This team can be composed of various departments, such as Travel Management, Office Management, or a dedicated team. The clear distribution of roles ensures that all areas of responsibility are covered and no duties remain unclear.
The key areas of responsibility include compiling the participant list, managing the budget, and booking transport, accommodation, and activities. Early planning is crucial, especially for larger teams. For teams with over 100 people, it is advisable to start planning 6-12 months in advance. Creating the participant list can be facilitated by surveys on availability. It is important to set clear deadlines for responses to avoid unnecessary delays in planning. Budgeting and financing are other important aspects. All costs should be calculated here, including accommodation, activities, transport, and catering. Based on this, a budget per person can be established.
Selecting the location and planning the activities are crucial for the success of the company outing. When choosing a location, various factors should be considered, such as proximity to the company, the type of environment (city vs. nature), and transport options. The planning of activities should include a mix of activities and free time to meet the diverse needs of employees. It is important to select activities that are suitable for different levels of physical ability. Early booking of transport and accommodation can enable cost savings.
Teambuilding Activities: Promoting Motivation and Collaboration
Choosing the right activities is crucial to achieve the objectives of the company outing. Whether it's team-building, motivation, or knowledge exchange – the activities should be tailored accordingly. It is advisable to consider employee preferences and gather surveys and feedback in advance. An inclusive design of the activities is important to ensure that all employees can participate, regardless of their physical abilities.
There are numerous examples of successful activities suitable for a company outing. Creative and active team-building measures can strengthen teamwork and cohesion. Outdoor activities and trips into nature offer a welcome change from the work routine and promote relaxation. The right mix of activity and relaxation is crucial for success.
The activities should not only be entertaining but also provide added value for the company. They can help to improve team communication, foster creativity, or build trust among each other. The selection of appropriate activities is therefore an important factor for a successful company outing.
Clear communication: Inform staff in a timely and comprehensive manner
Clear and open communication is the key to the success of every company outing. It is important to inform employees in a timely and comprehensive manner about all relevant details. This includes the schedule, location, and travel details. A central communication channel can facilitate the distribution of information. Timely information for employees is crucial to ensure that everyone is well prepared.
External communication should also not be neglected. It is advisable to inform customers and business partners about the company outing to avoid possible misunderstandings. Out-of-office notifications can be helpful in this regard. Open communication helps ensure that the company outing runs smoothly and all parties involved are satisfied.
Communication should not only take place before the outing but also during it. A local contact person can answer questions and assist with any problems. After the outing, it is important to gather feedback to make future outings even better. Continuous improvement is an important factor for long-term success.
Avoid common mistakes: Sidestep pitfalls in planning
When planning a company outing, there are some pitfalls to avoid. Lack of planning and a missing concept can quickly lead to problems. Neglecting legal aspects can also have undesirable consequences. It is important to gather sufficient information in advance and consider all relevant aspects. Avoiding mistakes is crucial for success.
Another common mistake is ignoring staff preferences. It is important to take into account the needs and preferences of employees and involve them in the planning. Activities that promote division should also be avoided. Instead, activities that strengthen team cohesion should be chosen. Considering employee preferences is a key factor for a successful company outing.
Last but not least, the 'emergency staff' should not be overlooked. It's important to ensure that business operations continue during the company outing. Good planning and organisation can help meet this challenge. Considering all aspects is crucial to ensure a successful company outing.
Code of Conduct for the Company Outing: Follow the Etiquette for Employees
Even during company outings, it's important to observe certain codes of conduct. Mutual respect should be a given. Networking and engagement are encouraged to strengthen team cohesion. However, it's advisable to avoid excessive alcohol consumption and negative conversations. The adherence to certain codes of conduct helps ensure that the company outing is a positive experience for everyone involved.
Appropriate clothing also plays a role. Depending on the nature of the activities, clothing should be chosen accordingly. It's advisable to find out about the dress code in advance. Appropriate clothing contributes to everyone feeling comfortable and ensures the company outing is fondly remembered.
Codes of conduct should not be seen as restrictive, but rather as a guide. They serve to promote a positive and respectful environment. The adherence to codes of conduct is an important factor for a successful company outing.
Using Feedback: Evaluation and Optimization for Future Trips
After the company outing, it is important to gather feedback from employees. This can be done, for example, through anonymous surveys. Feedback helps to identify the strengths and weaknesses of the outing and to uncover potential areas for improvement. The gathering of feedback is an important step towards optimising future outings.
Analysing the feedback makes it possible to enhance the planning and organisation of future outings. For instance, new activities can be tried out or existing ones adjusted. Communication can also be improved to ensure all employees are informed in a timely and comprehensive manner. The continuous improvement is a key factor for long-term success.
Evaluating the feedback should not only serve to avoid mistakes but also to recognise and develop the strengths of the outing. It is important to involve employees in the optimisation process and consider their ideas and suggestions. The joint optimisation helps ensure that future outings are even better.
Company outings as an investment: Strengthening employee retention and motivation
More useful links
Wikipedia offers a general introduction to the topic of team building and its various aspects.
Deutsche Gesellschaft für Personalführung e.V. is a leading association for human resource management and provides information on current HR topics.
Statista provides statistical data and facts on the subject of events and event management in Germany.
Handelsblatt analyses the trend of involuntary games at company outings and their impact on team spirit.
FAQ
What are the main goals of a company outing?
The primary goals are team building, employee motivation, and enhancing cohesion. A well-planned outing boosts employee satisfaction and retention.
How much can a company outing cost per employee to remain tax-free?
The tax-free amount is €110 per employee for a maximum of two events per year. Ensure all costs (accommodation, activities, transport, catering) are covered.
What happens if the tax-free amount is exceeded?
Exceeding the allowance results in a 'monetary benefit' that is taxable. Detailed documentation of all expenses is therefore essential.
Is participation in a company outing mandatory?
No, participation is generally voluntary. Employees who choose not to participate must fulfil their work duties during regular working hours.
Who is responsible for planning and organising the company outing?
It is advisable to form an event team consisting of members from Travel Management, Office Management or a dedicated team. Clear role allocation is crucial.
Which activities are particularly suitable for a company outing?
Activities that promote collaboration, such as creative team-building measures, outdoor activities, or joint excursions into nature.
How important is communication with employees before the company outing?
Clear and open communication is vital. Inform employees promptly and comprehensively about all relevant details (schedule, location, travel details).
How can you ensure the company outing is successful?
Through meticulous planning, consideration of employee wishes, clear communication, and avoiding common mistakes. After the outing, gather feedback to improve future events.
