How to plan a work function in Christchurch

Start with the purpose of the function

First, decide what you want the event to achieve. It might be an end-of-year celebration, a social activity for a small office, a welcome for new colleagues, a project milestone or simply time together away from the usual workplace.

That purpose should guide the format. A relaxed social function needs a different setting from formal facilitated training. If the aim is for colleagues to share an enjoyable experience, look for an activity with a clear beginning and end, enough structure to avoid awkwardness, and room for people to interact naturally.

Describe the desired outcome in one sentence, such as: “We want everyone to do something together and have time to talk afterwards.” This makes possible activities easier to assess.

Think about who is coming

Before booking, consider the group rather than an imagined average participant. Useful questions include:

• How many people are likely to attend?
• Is attendance optional or expected?
• Do people already know one another well?
• Is there a broad mix of ages, personalities or confidence levels?
• Could mobility, sensory or other access needs affect the choice?
• Would anyone feel uncomfortable with a highly physical or performative activity?

Give people a discreet way to raise practical needs, then check them with the venue before booking. You do not need personal medical information.

Mixed groups often respond well to different kinds of contribution: spotting patterns, communicating, tracking details or keeping the group calm. Avoid assuming everyone wants to be loud, athletic or under individual scrutiny.

Look for something people can participate in

A work function tends to feel more inclusive when people can take part rather than spend most of the event watching others. Ask how the activity works in practice: will everyone have something to do, or will several people be waiting for a turn?

Activities with several tasks can suit a workplace group because participation does not depend on one skill. In an escape room, a private team explores a themed space and works through connected clues and puzzles. People can contribute through observation, communication, organisation and problem-solving without performing in front of the wider workplace.

If that format sounds relevant, the Christchurch Team Building page explains the workplace experience. You can also explore the rooms before deciding whether a theme suits your group.

Plan the group size, not just the total headcount

Total attendance matters, but so does the number participating together. An activity may accommodate a large party while giving each person little to do. Smaller teams generally make it easier to see, communicate and contribute.

For Escape Artists Christchurch, sessions are private and teams of up to six are generally recommended. A larger workplace group can be divided across several rooms, subject to availability. Escape Artists has seven Christchurch rooms, so organisers should confirm the headcount early and ask how the available rooms and start times could be coordinated.

When comparing any group activity, ask:

• What is the recommended team size?
• Is the booking private or shared with other customers?
• How will a larger group be divided?
• Can the smaller groups begin and finish within a practical window?

For help coordinating several teams, see the Large Groups guide or enquire with the likely headcount and preferred date.

Allow enough time around the main activity

Do not build the schedule around the advertised activity time alone. Allow for travel, gathering the group, venue instructions and regrouping. Leave flexibility before a reservation elsewhere.

An Escape Artists game lasts about 60 minutes, with additional time needed around the session. The precise plan can depend on the booking, so use the confirmed booking instructions rather than assuming a universal arrival time or exact total visit length.

A simple running order might include:

1. Meet at an agreed location.
2. Check that everyone has arrived.
3. Complete the venue briefing and activity.
4. Regroup before moving to food, drinks or the next part of the event.

Send the final time, location, transport information and venue instructions in one message.

Plan food and drinks as a separate decision

Decide whether food and drinks come before or after the activity, then check that the timing works for both bookings. A meal beforehand can create a relaxed start, but delays may put pressure on a fixed activity time. Booking hospitality afterwards gives people somewhere to continue talking, although it still needs a sensible buffer.

Escape Artists is at Five Lanes in the BNZ Centre in central Christchurch. It is an activity venue rather than a catered function or bar package, so organisers should arrange hospitality separately and confirm details directly with their chosen provider.

Check:

• dietary requirements and how the hospitality venue records them;
• walking or travel time between locations;
• who is responsible for confirming numbers; and
• where the group should meet if people are joining at different stages.

Ask practical accessibility questions early

Ask participants privately whether there is anything practical the organiser should check, and give the venue enough detail to answer.

Depending on the activity, relevant questions may concern steps, narrow spaces, bending or reaching, seating, low light, sound, flashing effects, fog, colour-dependent tasks, reading, hearing or the intensity of a theme. Requirements vary between people and between experiences, so broad assurances are less useful than room-specific information.

Escape Artists publishes physical, access and sensory notes on individual room pages. Review the likely rooms and contact the team if a participant’s needs are not fully answered.

Decide how much competition suits the group

Some workplace groups enjoy friendly competition; others prefer a shared experience without a leaderboard. Choose the tone that suits your colleagues.

If a larger group uses different escape rooms, results are not directly comparable because the rooms and challenges differ. Any competition should therefore stay informal. Completion, time or a group photo can add some light-hearted conversation, but the activity should not be treated as a performance assessment.

The simplest framing is often the best: each smaller team has its own challenge, and the wider group can compare stories afterwards.

Confirm payment and approval before booking

Workplace bookings often involve more than the person organising the event. Before confirming, establish:

• who approves the spend;
• whether one person or the organisation will pay;
• whether an invoice is required;
• when final numbers need to be confirmed; and
• who can approve a change if the headcount moves.

Eligible businesses and organisations may be invoiced in advance where this has been arranged and approved. Current options and conditions are set out on the Pricing and Payment page.

Are escape rooms suitable for workplace groups?

Escape rooms can be a good fit when the group wants a shared indoor activity, a defined time together and several ways for people to contribute. They can work for a small team in one private room or for a larger workplace group divided across multiple rooms.

They may be less suitable when the main priority is a catered meal or bar time, when the group does not enjoy puzzle-based activities, or when the organisation needs formal facilitated training. Being clear about the purpose of the event is more useful than trying to make one format serve every goal.