Best Practices for Group Events During Winter Season

1 October 2025

Estimated reading time: 6 minutes

Planning group events during the winter season in the Netherlands is an exciting challenge, filled with opportunities for creativity, connection, and memorable experiences. At UP Events, we specialize in crafting seamless, fun, and impactful gatherings — no matter the weather! Here’s how to ensure your winter event is not only successful but truly unforgettable.

Understanding the Dutch Winter Event Landscape

The Dutch winter is known for its chilly temperatures (2°C to 6°C), frequent rain, and occasional snow. These conditions demand thoughtful planning, especially for group events. Whether you’re organizing a corporate team-building day, a school outing, or a festive celebration, the right approach can transform winter’s challenges into unique opportunities for bonding and fun.

Key Considerations for Winter Events

  • Weather Preparedness: Always have a robust Plan B. Heated indoor spaces, covered outdoor areas, and flexible programming are essential.
  • Regulatory Compliance: Stay updated on local permits, environmental regulations, and safety guidelines.
  • Participant Comfort: Prioritize warmth, accessibility, and engaging activities that keep spirits high.
  • Sustainability: Embrace eco-friendly practices, especially with new zero-emission zones in major cities.

Venue Selection: Warmth, Flexibility, and Atmosphere

Choosing the right venue is the foundation of a great winter event. Our Amsterdam West and Weesp locations offer both indoor and outdoor facilities, ensuring your group stays comfortable regardless of the weather. Heated tents, cozy lounges, and adaptable spaces mean you never have to compromise on atmosphere or fun.

Pro Tip: Always check for robust heating, windbreaks, and contingency plans. For outdoor elements, provide covered walkways and warm-up stations.

Navigating Dutch Regulations and Permits

Event Permits and the Omgevingswet

Most public events require an evenementenvergunning (event permit) from the local municipality. The new Environment and Planning Act (Omgevingswet, 2024) emphasizes early engagement with local stakeholders. While consensus isn’t mandatory, transparent communication is key.

“The new Environment and Planning Act requires event organizers to demonstrate how they have engaged with local stakeholders, but does not require consensus — early and transparent communication is key to smooth permitting.”

Checklist:

  • Consult your municipality for permit requirements.
  • Inform local residents early, especially for large or disruptive events.
  • Prepare for noise and festivity regulations, especially during holidays.

Fireworks and Festivities

Fireworks are strictly regulated — allowed only between 6 PM on December 31 and 2 AM on January 1, and only from certified vendors. Some cities, like Utrecht, have full bans or designated fireworks-free zones, opting for light or laser shows instead. Always check local rules before planning festive elements.

Read more about Dutch fireworks regulations.

Zero-Emission Zones and Logistics

From January 2025, 14 Dutch cities — including Amsterdam — will restrict older, high-emission vehicles from city centers. This impacts event logistics and supplier access. Choose eco-friendly transport and coordinate with compliant vendors.

Learn about zero-emission zones.

Health, Safety, and Accessibility

Weather-Ready Safety

Winter weather can be unpredictable. Ensure clear emergency procedures, provide first aid, and have plans for hypothermia or slips on ice. For school groups, maintain high staff-to-student ratios and clear supervision protocols.

Inclusivity

Make sure your venue and activities are accessible to all, including those with disabilities. This not only fulfills legal requirements but also ensures everyone feels welcome and included.

Tips for accessible events.

Creative Winter Activities for Groups

At UP Events, we offer a wide range of activities perfect for winter, both indoors and outdoors:

  • Expedition Robinson Team Challenge: Test your team’s resilience and creativity in a fun, competitive setting.
  • VR Team Challenge: Bring the excitement indoors with immersive virtual reality experiences.
  • Outdoor City Games: Bundle up and explore Amsterdam or Weesp with interactive, app-based adventures.
  • Cocktail Workshops & Drinks: Warm up with hands-on mixology sessions and festive drinks.
  • BBQ Parties with Live Entertainment: Enjoy the cozy atmosphere of a winter BBQ, complete with music and entertainment.

Explore all our activities and workshops for more inspiration.

Sustainability: A Winter Imperative

With the introduction of zero-emission zones and growing environmental awareness, sustainable event planning is more important than ever. We recommend:

  • Using digital tickets and minimizing single-use plastics.
  • Partnering with eco-friendly suppliers.
  • Encouraging public transport or group shuttles for attendees.

Discover sustainable event tips.

Budgeting for Winter Events

Be aware of rising costs, such as the 6.18% increase in Dutch Railways (NS) ticket prices in 2025 and the new minimum wage of €14.06/hour for staff over 21. Factor these into your event budget and consider group discounts or alternative transport options.

Cultural Touches: Embrace Dutch Traditions

Incorporate beloved Dutch winter traditions — like Sinterklaas, oliebollen, or the New Year’s Dive — to create a sense of community and local flavor. These touches make your event more engaging and memorable.

Why Choose UP Events for Your Winter Gathering?

With over 15 years of experience and a 4.8 Google review score from more than 2,600 customers, we know how to deliver seamless, high-quality events. Our full-service approach covers everything: activities, catering, decorations, music, and entertainment. We’re experts at creating connections, fostering team spirit, and ensuring every detail is handled — so you can focus on enjoying the moment.

  • Large-scale capacity: Up to 5,000 participants.
  • Complete event packages: Including catering and entertainment.
  • Customization: Tailored experiences for every group and occasion.
  • Expertise: Deep knowledge of Dutch regulations, logistics, and best practices.

Explore our corporate events, team-building, school activities, and outings in Amsterdam or Weesp.

Frequently Asked Questions

What are the best practices for group events during winter season in the Netherlands?

  • Choose venues with robust heating and weather protection.
  • Always have a backup plan for outdoor activities.
  • Stay updated on local regulations and permits.
  • Prioritize participant comfort and safety.
  • Incorporate sustainable practices and local traditions.

Do I need a permit for my winter event?

Most public events require a permit from the local municipality. Requirements depend on event size, location, and impact. Always check with your local authority and start the process early.

How can I ensure my event is accessible and inclusive?

Select venues with accessible entrances and facilities. Plan activities that cater to a range of abilities and provide clear communication for all participants.

What are the latest regulations affecting winter events?

Key updates include the Environment and Planning Act (Omgevingswet), stricter fireworks regulations, and the introduction of zero-emission zones in major cities from 2025.

How can UP Events help with my winter event?

We offer full-service event management, from concept to execution, including venue, catering, activities, and entertainment. Our team ensures your event is safe, compliant, and unforgettable.

Ready to Plan Your Winter Event?

Let us help you create a winter event that’s warm, welcoming, and truly memorable. Contact us for a personalized quote or consultation, and discover why UP Events is the leading event agency in Amsterdam.

For more on Dutch event regulations, visit the Government of the Netherlands and Amsterdam’s event guidelines.

Create connections, spark creativity, and make memories this winter with UP Events — where every detail is designed for your success.