Team activity in Diest: discussing an alternative role
Not every colleague is willing or able to carry out the same physical tasks during a team activity. As an organiser, you can discuss in advance whether a different way of participating is possible. Create a short role description that the participant and the external provider can assess. The approach below is a planning suggestion, not an activity format offered by a provider or a guarantee that an activity will suit everyone.
Start with the participant's preference
First ask which tasks someone is comfortable with and what kinds of effort they would prefer to avoid. Think about walking, standing for long periods, time pressure or constant telephone use. Do not assume that less movement automatically means more puzzle work. Let the participant say what contribution seems suitable; they do not need to explain medical details to the whole team.
Then note the purpose of the role in one sentence. For example: organising clues so that the team can find them again. This is still a proposal. Ask whether the participant would like to try that task and what support is needed. If the role does not fit, discuss a different task or a different activity.
Create a short role card to fill in
Use these fields for your own role card: task, preferred level of movement, contact person, way of communicating, pace and when to take a break. Also describe how the task fits with the rest of the team’s work. Record any unknown points as questions so that an assumption is not mistaken for a confirmed arrangement.
A hypothetical example for an exercise you design yourself: a team collects clues on paper. One participant would like to organise those clues and ask for missing information. The role card sets out the task and the agreed way of staying in contact with the team. Whether a fixed location, materials and this division of tasks are suitable still needs to be discussed.
Present the role card to the relevant provider
Visit Diest lists local team-building options. Use this overview to contact a provider and send your role card as an enquiry. Ask which tasks the chosen game actually involves, whether adjustments are possible and how guidance would be arranged. The example role above does not describe the rules of an existing activity.
Also discuss the space and materials needed, how to reach the location and how communication would work. A central location is not automatically available or accessible. Let the provider explain what is possible and check with the participant whether the proposal suits them. Do not change existing game rules without agreement or treat an unanswered question as permission.
Confirm arrangements and leave room to adjust
Include the agreed task, contact person and practical conditions in your programme. Agree in advance how someone can say that a task is not working comfortably for them and who they can discuss it with. Afterwards, ask about the experience without assuming a positive outcome. Aim for a task that suits the person, rather than equal mental and physical demands.
Keep the external activity separate from your enquiry to Prins Van Oranje. You can request meeting space, catering or hotel rooms; the venue assesses availability and options separately. A function room enquiry does not confirm an external activity or give automatic permission for your own exercise. Keep the confirmations from the parties involved separate.
Check your proposed role
- The participant has discussed the proposed task and desired level of effort.
- The role card sets out the task, contact person, communication, pace and when to take breaks.
- The provider has confirmed the options and conditions required.
- The external activity and any hotel arrangements have separate confirmations.
Put your plans into action
Discuss your request for meeting space, catering or hotel rooms with Prins Van Oranje. Arrange the external activity separately with the provider.Availability, the full price and arrangements are confirmed before you agree. A request does not reserve a hotel room or function room.