How to Plan an Offsite Team Building Event

There are many benefits to remote or hybrid work. But if we’ve learned anything in the last two years, it’s that meeting in person is crucial for relationships. That’s why many remote and hybrid companies are relying on offsites to bring their team together. Whether it’s annually or a few times a year, meeting in person solidifies working relationships, deepens trust, and cultivates a sense of belonging.

Since remote teams have the opportunity to save money on office space, they’re often reallocating funds in a different way….creating unique experiences for their employees IRL, often in desirable destinations.

If you’re a team leader or in charge of creating a sense of company culture, planning a well-organized offsite team building event may feel a bit overwhelming. Here are a few tips to get you started:

1.) Budget. This is step one.

Start by setting aside a conservative amount of money that you are able to spend on the offsite. From there, you’ll have a realistic sense of the type of retreat you’ll be able to curate. You may want a full five days away for your team, but realistically, two nights will allow you to do everything you have in mind without cutting corners. You can deliver a high-end retreat over the course of two days vs. a mid-budget experience over the course of a week. Perhaps you’ll realize that you CAN provide a luxury retreat in addition to a semi-annual casual meet-up.

Be firm and realistic with your numbers. And not unlike a wedding, be mentally prepared (or plan) to go over budget. Once you have a number set, you’ll be able to enjoy the process with more ease.

2.) Start with accommodations.

It may be tempting to jump into planning adventures and delicious dinners for your group but start by booking your accommodations. Activities in and flights to a preferred destination can be abundant. However, hotel rooms are limited. To save yourself a giant headache, start with where the group will stay.

Depending on the size of the group, you may be eligible for a room block at a discounted rate. However, larger groups may be difficult to accommodate. Thus, begin the process early BEFORE you begin orchestrating your entire retreat. Knowing your home base allows you to plan your activities wisely. Plus, once you know how much accommodations will cost, you’ll have an accurate sense of how much you can spend on the fun stuff.

3.) Research.

This is probably the most important element. You can learn a lot from your computer. Verifying reviews, scouring TripAdvisor, and more can help solidify the quality of the vendors. But don’t just rely on reviews. Take your interactions with each of these companies into account too. Do you like working with them? Are they warm and hospitable?

Chances are, you’re planning this experience in advance, so you’ll be in touch with them over the course of a few months. Choose your vendors wisely based on both reviews AND your direct interactions. Better yet, plan a day trip (or two) to meet with the vendors and experience their hospitality firsthand. This is a surefire way to ensure the experience will live up to your expectations.

If the vendor doesn’t align with your standards, you have the opportunity to find an alternative. Otherwise, it can be an expensive gamble that can lead to some disgruntled employees. Protect yourself. Know exactly what you’re signing up for by taking a day trip prior to the offsite.

4.) Survey Your Employees.

At the end of the day, this retreat is for YOUR employees. You want to make them happy. So, ask for their input. They’ll value the chance to be heard. You may also be surprised to learn what excites them. An activity that you believe will be a guaranteed success may evoke minimal interest. Something a little more quirky or off the beaten path may excite them.

Surveying your employees will not only give you the chance to deliver an experience that piques their curiosity but will also provide them the opportunity to be included in the planning process.

5. Ask for help.

Putting together an offsite can be demanding, time-consuming, and often overwhelming. Lean into the resources at the hotel, consult a destination management company, or ask for a local’s perspective in your network.

For those who already feel spread thin in their current role, consider hiring an independent contractor to plan the experience. They’ll most likely work in tandem with your intention, survey your employees, and take care of the nitty-gritty details. If they’re really good, they’ll be a pleasure to work with while easing your load. You’ll still be involved with the process, but you’ll have a right-hand person to alleviate the burden. YOU can enjoy the offsite as well. It’s a win-win for all.

We’re thrilled to see companies getting creative with how they gather and why. The days of boring conferences are going out of vogue. Curated, inspiring off-sites provide a whole new opportunity for your company to attract talent and gain loyalty. Plus, you have the chance to see your team members thrive in a whole new light. We’re all about this positive shift. Should you need help, let us take you to where you want to go.