Ask Ryan McKenzie, recreation manager, Hyatt Regency Lake Tahoe
Ah, the great outdoors. What can be more motivating than taking a group out in the fresh air for healthy activity to form bonds and make memories. Unless it isn’t managed well and nature (human and earthly) goes awry. We asked Hyatt Regency Lake Tahoe Recreation Manager Ryan McKenzie for tips on how to welcome everyone to al fresco team-building time.
When tasked with organizing an outdoor activity or team building for a group, what logistics does a planner need to consider?
It helps to get a feel for who’s coming and what kind of experience they’re hoping for. Asking about the group’s demographics and activity level gives you a sense of how energetic, relaxed or mixed the day should be. It’s also worth knowing whether this is the group’s first-time meeting, a perfect chance to weave in fun icebreakers or if they’re already familiar with one another and simply looking to share a memorable experience.
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Asking if the group has done similar activities before, tapping into what they enjoyed most and maybe some struggles they have had in the past. This helps tailor the outing so it feels thoughtful, smooth and genuinely enjoyable for everyone.
What size group works best for an outdoor physical activity?
All group sizes are welcome, as long as everyone is willing to get a little creative. Facilitating an activity for 100+ people at once can be a challenge, absolutely, but it’s far from impossible. With some thoughtful planning, we can break the group into segments and design an experience that still feels connected, engaging and fun for everyone involved.
Smaller groups of around 30 people or fewer tend to be more manageable and allow for more personalized interaction, but hosting a big event shouldn’t be something we shy away from. When the space is right and the energy is high, large-scale activities can be incredibly successful and memorable.
“All group sizes are welcome, as long as everyone is willing to get a little creative.”
What is the ideal amount of time?
A one- or two-hour window is the sweet spot for a group offering or team-building event for me. It’s long enough for everyone to settle in, get engaged and stay focused, but short enough to keep the energy high and the experience feeling fresh. This timeframe also makes it easy to run multiple sessions in a single day for the same group, perfect if you want to mix different activities, rotate teams or have meeting/free time for individuals in-between sessions. Plus, having time afterward to debrief and reflect helps people connect the dots about their experience.
What are know-before-you-go best practices?
Setting clear expectations is one of the most important parts of creating a smooth, enjoyable group offering. It really begins in the planning phase, painting a picture of what the day will look like, how active the group will be and what participants should plan to wear. Sharing details like where the group will meet and how physically involved the activity will be helps everyone arrive prepared and confident.
Equally important is the connection between the group’s event planner and the adventure department. When communication is uniform and seamless, the client experiences the day as one cohesive event rather than separate moving parts. That alignment ensures transitions are smooth, and the group can simply enjoy the experience without wondering what comes next.
“Equally important is the connection between the group’s event planner and the adventure department.”
What are the amenities that can make the experience more personalized and enjoyable?
Added amenities can really elevate a group offering, especially when they’re used to match the personality of the team. If a group wants to hand out swag, it adds a fun, memorable touch. And if they’re a competitive bunch, designing a challenge-style format with winners, medals or small prizes brings an extra layer of excitement that people genuinely enjoy.
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Amenities can also come from thinking beyond the activity itself and looping in other departments or experiences the group might not have considered. For example, pairing a nighttime disco rock-climbing wall with a cozy s’mores station turns a single activity into a full, immersive moment.
This article appears in the July/August 2026 issue. You can subscribe to the magazine here.
