Once you’ve gathered input from your team and have a clearer picture of what they want, the next big step is finding the right vendor to bring that vision to life.

Whether you’re organising a single event or a recurring series, choosing a suitable partner can make or break the experience. Here’s how to do it right—especially when working within a tighter budget.

STEP 1: START WITH RESEARCH

The best place to begin? A simple Google search. Most reliable vendors are well-indexed online, so take time to explore their websites, client lists, and available services.

As you browse, look out for:

• Real event photos (not just stock images)
• Sample activity ideas
• Testimonials or client logos
• Their focus—do they specialise in team building, or is it just one of many offerings?

Pro tip: Vendors who showcase actual event footage or behind-the-scenes content are more likely to deliver what they promise.

STEP 2: SHORTLIST A FEW VENDORS

Narrow it down to 2–4 vendors that seem aligned with your team’s goals and preferences. Before reaching out, be ready to share key details that will help them quote accurately:

• Event Date & Duration
• Team Size and Demographics
• Objectives (e.g. fun, bonding, trust-building)
• Past Activities (if any)
• Preferred Venues (if any)
• Budget Range

The more context you provide upfront, the more tailored their proposal will be.

STEP 3: COMPARE PROPOSALS THOUGHTFULLY

Don’t just look at the final price—dig deeper into the structure and what’s included.

Here’s what to review:

• Suitability Of Activity – Is the activity what you & your team are looking for?
• Package Inclusions – Are logistics, facilitation, and materials all covered?
• Venue Costs – Are they included or billed separately?
• Facilitator Experience – Are you getting trained professionals or volunteers?
• Activity Variety – Do their ideas match what your team is excited about?

Tip: Try to compare “like-for-like.” If one vendor is offering a full-service package while another offers à la carte pricing, ask for clarification to level the playing field.

And remember, expensive doesn’t always mean better—especially for small or mid-sized teams. Sometimes, the simpler options can be just as impactful (and more fun).

STEP 4: ASK FOR A CALL OR MEETING

Once you’ve reviewed the proposals, set up a quick meeting with your top 1–2 choices. This allows you to ask questions, get a feel for how they work, and see how flexible they are with budgets, customisations, or last-minute changes.

Here are some things to check during the chat:

• How experienced are they with similar teams or industries?
• Are they open to customising around your venue or needs?

A good vendor should feel like a partner—not just a provider.

STEP 5: MAKE YOUR PICK AND LOCK IT IN

Once you’ve done the research, compared your options, and had conversations, go with the vendor who aligns best with your team’s needs—not just the lowest quote.

Make sure to confirm:

• Final pricing with no hidden costs
• Scope of work and what’s included
• Roles and responsibilities on the event day

Final Thoughts

Finding the right vendor doesn’t have to be a complicated or costly process. With a bit of preparation and the right questions, you can find a trusted partner that delivers quality experiences—without blowing your budget.

At PulseLite, we believe that even budget-friendly team building can be professional, purposeful, and packed with fun. If you’re looking for ideas or just want a second opinion on a quote, we’re always happy to help.