Winter’s shorter days and wet weather often make in-person sessions harder to organise, especially for teams spread across different parts of the UK. That’s where hybrid team building events come into focus, bringing remote and on-site teammates together in one shared experience. But to make them work well, the day needs structure. At Team Challenge Company, we bring more than 20 years of team building experience to designing in person, virtual and hybrid events that feel seamless for everyone attending.
Without a clear agenda, even the best ideas can feel scattered. People join from different spaces, working at different paces and juggling local distractions. A proper plan keeps everyone on track, hosts can guide the rhythm and each attendee hasn a chance to take part.
Creating a Balanced Schedule for On-Site and Remote Teams
Before anything else, we start by agreeing timings. Landing on shared start and end times builds alignment from the start. It respects people’s routines, especially for those joining in different time zones or locations.
We always keep space between activities. That includes time for tech hiccups, screen fatigue or simply a comfort break. By planning for these pauses, we make it easier for both remote and on-site teams to move smoothly from one session to the next.
A balanced schedule mixes moments of focus with moments of energy. Reflection time gives some people a break while active activities, like group problem-solving or timed challenges, tap into different kinds of engagement. Combining these helps every type of thinker stay involved.
Choosing the Right Activities for Large Hybrid Groups
Not every team building idea works well when part of the group is on video and the rest are in the room together. The key is picking activities that don’t rely too heavily on either format, but give both sides room to actively take part.
Some ideas we trust are breakout discussions with clear prompts, structured team tasks with a time limit and guided challenges. These play well across devices and don’t demand perfect tech or lightning-speed responses. Our virtual and hybrid experiences like Race Around the World and Globe Runner are built for 8 participants to unlimited guests and usually last between 1 and 2 hours, so they can slot neatly into a wider hybrid agenda.
We steer clear of anything where only one person speaks at a time or where high-speed action is needed. Those setups tend to favour people in the room and can leave online teammates behind. Equality in activity design leads to confidence in participation, wherever people are sitting.
Pacing the Day to Match Energy Levels
Energy doesn’t stay the same across a full team day. People’s energy naturally rises and dips, especially when screens are involved. For that reason, we stay aware of when to plug in certain sections so that attention and excitement doesn’t drop.
We usually plan fast-paced periods right after a proper break. Whether that’s a group energiser, a physical stretch or a quick creative challenge, these moments help people switch gears and come back in with focus. Many of our remote-friendly experiences run through a bespoke app, which keeps everyone in sync whether they are online or in the room.
Post-lunch is often where things need an extra lift. Nobody wants to feel sluggish at their desk while others are together in the room. We use short, varied segments that hold attention. And throughout the day, we build in screen-off zones to let people return fresh and ready for more.
Sharing the Agenda Early and Clearly
No one likes being caught off guard, especially when they’re joining from a different location. We send agendas a few days in advance, written in plain language, with timings, expectations and instructions included on one page.
People aren’t always sure what they’ll need to take part, so we include setup reminders early. That might be web link access, required log-ins or suggested desk space for creative tasks. We don’t make assumptions, we explain it.
We often use a simple graphic format to show how the day will run from start to finish. This makes it quicker to scan and easier to understand, especially for those jumping between meetings during their day. Setting clarity early makes room for smoother flow later on.
Building in Time for Connection
Beyond activities and structure, we leave space for something just as meaningful, connection. When teams don’t see each other regularly in one space, these small shared moments matter.
We start the day with a relaxed check-in. This helps set a calm tone and gives everyone a chance to be heard before the real work starts. It builds comfort which leads to more natural engagement later on.
We always close the day with space for sharing or reflection. This might mean a short group chat, a show of completed ideas or an informal round of feedback allowing both remote and in-person groups to leave feeling seen and heard..
Keeping It Smooth and Connected
Hybrid team building events don’t have to feel disjointed. With the right planning, structure and care, they become moments where full teams reconnect fully, wherever they’re based.
When people know what to expect, feel involved in the day’s rhythm and are given fair space to contribute, the whole experience is more successful. A strong agenda supports all of that, not as a script, but as the backbone of a shared experience where every voice can be part of the day.
Team structure, connection and energy all benefit from planning ahead, especially when some colleagues are remote while others are on site. With the right approach, large hybrid sessions feel aligned from start to finish and no one is left behind. Looking for ideas that bring everyone together, no matter where they’re joining from? Our selection of hybrid team building events can help set the pace. At Team Challenge Company, we support teams of all sizes across the UK and beyond with experiences that are as engaging as they are inclusive. Get in touch to talk through your next team day.