With the UK world of work changing quickly in 2026, building real connections requires more than just a date in the diary and a train ticket. When British businesses invest in away days, the main goal is usually to bring people closer together. However, if the planning does not think about the different needs of a modern team, the trip can accidentally make some people feel left out. Learning the best 15 expert tips for inclusive group trips in 2026 is the first step in turning a standard work trip into a great way to keep staff happy and improve company culture.
Studies show that keeping staff involved through inclusive travel is a major reason why people stay with a company long-term. When team members see that their needs—whether that is physical access, neurodiversity, or religious practices—have been properly thought about, they feel they truly belong. This guide helps managers handle the details of group travel while making sure everyone feels looked after.
1. Doing the groundwork with team research
The best way to plan a trip that works for everyone is to listen first. Planning without asking the team often leads to mistakes. To start organising a trip that includes everyone, you need to get clear information from the people going. This is about more than just checking for nut allergies; it is about understanding how different people find travel. You can discover more content on the Naboo blog to see how other UK companies are handling these changes.
Using surveys that actually work
A good survey is the most important part of planning a trip where everyone feels valued. You should ask about things like mobility needs, sensitivity to noise or lights, and any religious requirements. It is best to keep these surveys anonymous, as some staff might not want to talk about their health or personal needs openly. By thinking about these inclusive details early on, you make sure the travel plans work for everyone from the moment they leave their front door.
Talking to the right people in the office
As well as asking the team, it is worth chatting with your HR department or any internal groups that focus on diversity. These teams often know the wider goals of the business and can help with inspiring event ideas that fit with your company policies. This helps ensure that your group travel is not just a one-off, but a real part of how the company works.
2. Choosing locations that everyone can enjoy
Where you go sets the tone for the whole trip. When looking at spots in the UK, look past how pretty they are and check if they are easy for everyone to get around. A place that is hard to reach or walk around can make some people feel stuck. Making everyone feel welcome starts with a venue that works for everyone, regardless of their physical ability.
Checking transport and local links
Try to pick places with good transport links. For a business trip, a city like Manchester or Birmingham with a solid tram or bus network and an accessible airport is a great choice. If you are heading to the Peak District or the Scottish Highlands, check how people will get from the station to the hotel. It is also important to think about the local area to ensure all staff, including those from minority backgrounds, will feel safe and comfortable in the community.
Checking the hotel and venue facilities
When booking a hotel or retreat centre, do a proper check of the building. Look for working lifts, wide doors, and toilets that everyone can use. It is not just about the physical stuff like ramps; it is also about the people working there. Accessibility in work travel is just as much about having helpful, trained staff as it is about the building itself.
3. Planning activities for different ways of working
Once you have the venue, you need a plan for the day. Improving team spirit requires a schedule that works for people of different ages, roles, and personalities. If the whole trip is non-stop high-energy activities, the quieter members of the team might end up feeling burnt out. The best tips for inclusive trips always highlight the need for a mix of things to do.
Giving people a choice of what to do
One of the best ways to plan an inclusive trip is to offer a choice-based agenda. Instead of making everyone do the same thing, offer a few different options at the same time. This could be a hike, a quiet creative session, or some structured time to chat. Giving people this choice helps them manage their own energy levels and makes the trip much more relaxing.
Having a diverse range of speakers
The people leading the sessions say a lot about your company culture. Make sure that any speakers or trainers you hire reflect the diversity of your own team. This means thinking about gender, ethnicity, and different levels of seniority. Team members feel more involved when they see people like themselves leading the sessions.
4. Thinking differently about food and socialising
Food and drinks are usually when people bond the most, but they can also be where people feel most left out. Traditional "pub sessions" or drinks rounds can exclude those who do not drink for religious, health, or personal reasons. You need to rethink how the team spends time together to make sure no one is sitting on the sidelines.
Handling dietary needs properly
To make everyone feel welcome, the food needs to be right. This means more than just a basic vegetarian option. Work with the caterers to ensure Halal, Kosher, gluten-free, and vegan meals are just as good as the rest of the menu. Clearly label everything so people with allergies feel safe. Using a simple app or meal cards can help everyone know exactly what is in their food.
Creating social spaces without alcohol
To really get group travel right, try to host events that do not just revolve around the bar. Think about mocktail making, board game nights, or even a late-night wellness session. By moving the focus away from alcohol, you make the social side of the trip accessible to everyone on the team.
5. Support during the trip and getting feedback
The job is not finished once the trip starts. You might need to change things quickly to keep things inclusive. It helps to have someone on the trip who is the main point of contact for any issues. This person can deal with anything from a broken lift to someone feeling uncomfortable, making sure problems are sorted out straight away.
The role of the inclusion lead
When planning the trip, name one person as the "Inclusion Lead". This person should be easy to find and have the power to change plans if needed. This is a huge help for making sure the trip stays accessible, as it gives staff a safe way to raise any concerns without feeling like they are making a fuss.
Asking the team what they thought
To keep getting better at planning these trips, you must ask for feedback afterwards. Ask specific questions about the venue, the food, and the activities. Use this info to make the next trip even better. Each time you go away, it should be easier and more inclusive than the last one based on what your team tells you.
Common mistakes in inclusive planning
Even with good intentions, some mistakes can ruin the experience. One common one is "mandatory fun", where everyone is forced to join every single activity. This does not work for everyone, especially those who need a bit of quiet time to recharge. Another mistake is forgetting about small costs that might be hard for staff on lower salaries to cover.
Organisers also often forget to schedule downtime. Planning for well-being means giving people time to rest. A packed schedule can be very tiring for neurodivergent staff who might need a break from the group. Avoiding these errors is a key part of making everyone feel valued.
The inclusion scale for UK businesses
To help you see how you are doing, we use a simple scale to measure inclusive travel:
- Level 1: The Basics. Meeting legal accessibility rules and having standard food options.
- Level 2: Awareness. Using surveys and offering a few activity choices, but with no one in charge of inclusion on the day.
- Level 3: Strategic. Using an inclusion guide, having a diverse range of speakers, and giving people real choices.
- Level 4: True Belonging. Inclusion is part of everything, from the travel policy to the evening social, making the team feel genuinely connected.
A real-world example: The Leeds Tech Summit
Imagine a tech firm planning a three-day summit in Leeds for its engineering team. Following these tips, they pick a hotel right by the train station and ensure it has accessible rooms and gender-neutral toilets. They send a survey out early and find that several people are neurodivergent and others need specific religious meal options.
Instead of one long meeting, they have shorter sessions with different speakers. For the evening, they set up a quiet lounge with games next to the main dinner area. They have an inclusion lead who organises a quiet space for prayer. The result is a much happier team and better feedback than the year before. This shows that planning with everyone in mind really pays off for the business.