Project Overview

The Naivasha Team Building event was a well-executed internal retreat aimed at strengthening team bonds through shared activities, food, and site visits. While the trip faced a small deficit due to one fewer participant than planned and unbudgeted transaction costs, group coffers support helped close the gap. The event was completed successfully and provided valuable lessons on participant confirmation and contingency budgeting.

Comments & Key Reflections

The main reason for the deficit was the shortfall from one unconfirmed participant (planned for 27 members but only 26 contributed). Transaction costs during payments and transfers to service providers were also not fully accounted for in the initial budget.
Group coffers provided critical support (KSh 2,800), which significantly reduced the financial gap.
The trip was still considered a success in terms of team bonding and overall experience.

Recommendations for Future Projects

Base planning strictly on confirmed participants only, using non-refundable deposits upfront.
Include a contingency buffer of 10–15% to cover unexpected costs such as transport changes or transaction fees.
Clearly divide costs into fixed (shared equally) and variable (per person) categories.
Enforce a firm payment deadline with a strict “no late tapping out” policy once members commit.

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