When Should You Start Planning Your Company OFF-SITE
You’ve been putting in the hard work to make this company OFF-SITE a fantastic experience for your team. They need it, and you know that planning ahead is critical to giving them what they deserve. As you know, a successful retreat doesn't just happen overnight—it takes plenty of time, thought, and effort to get right.
With interest in corporate team-building at an all-time high—the market is predicted to top $510 billion by 2030—you know locking down the best venues and speakers is going to be tight. So when should you start planning to make sure you get your top picks?
We’re going to give you all the details for planning a successful corporate off-site, including when to start looking and what will make it memorable. If you get out in front of it, you can give your people an experience that will send them back to the office re-energized, revitalized, and ready to hit those deadlines with momentum to spare.
Let’s dive in!
What’s the Least Amount of Time You Need to Plan Your Company off-site?
The minimum lead time you’re going to want to plan your off-site is about six months. However, depending on the size of your organization and the scope of your vision, you might need up to a year to get all the pieces in place.
In addition to all the logistical legwork, you also want to give your employees enough notice so they can plan accordingly. They’re thinking about their vacation to Cancun, too, and you don’t want to start off the conversation about your company off-site with scrapping a family trip.
Other time-intensive things to consider are:
Researching and choosing a destination
Booking flights and accommodations
Planning activities
Selecting food and beverage options
Doing any of these things at the last minute could easily mean scrambling to book your fifth- or sixth-best choice, or worse, having to call the whole thing off. Don’t risk it.
Creating a Plan
Events that involve a lot of people are going to be complicated, and getting the basic elements of your event in place are the heavy lift of event planning. Let’s examine some of the most critical logistics you'll need to prioritize when organizing your next company off-site
Securing a Budget
You’re not getting anything for your off-site you can’t pay for, and your budget will determine all your other choices. It’s the first thing you need to know.
Take stock of the funds you either have or can get, and decide how much you're willing to spend before selecting any potential venues or activities. Careful budgeting will help keep costs manageable, but still provide an experience to knock your employee's socks off.
Number of Employees
A second consideration is how many employees will attend the off-site. You'll need to have an accurate headcount to make sure the facility can accommodate everyone, as well as plan any meals or activities that may be included.
Research and Choose the Event Center
Once you know how many team members are attending, it's time to start researching potential venues. Location, size, and facilities are the big factors to consider when selecting a prime spot.
If possible, make sure to plan a day trip to check out the venue before finalizing anything. As we all know, what looks good online may be unimpressive in person! Also, the most attractive facilities are usually the most popular, so book early.
Remember—you snooze, you lose!
Lodging and Transportation
Finally, you'll need to figure out the logistics of getting everyone there, both in-state or out-of-state. This may include booking hotels, booking flights, and car rentals. Don’t forget that booking 50 rooms and 25 cars is not a given 2 months in advance—plan ahead (and ask for a discount!).
Building Out the off-site
Now that the framework is laid, the real fun starts: building out those all-important details that will make your off-site un-freaking-forgettable. Zero in on the following:
Catering
Depending on where you decide to stay, catering may be included in the package. If it’s not, make sure to book caterers as soon as possible so they can put together a menu tailored specifically for your group.
And don’t forget that dietary restrictions and allergies are real! Ask you people what they prefer so everyone can enjoy their meals.
Scheduling Activities
A lot of off-sites also have speakers to book, and now’s the time to line them up. Keep in mind that you’re only able to finalize them after you solidify a lot of other details, so the earlier you can get to this point the better. They’re planning their lives too.
Depending on how long you’re going to stay, it may be necessary to set up some activities or entertainment during the off-site. Look into what’s in the area and consider the interests of your group when making decisions.
Finalizing Daily Schedules
You’re in the home stretch! Create an agenda for each day of the off-site and some individual schedules as needed. This will help ensure that everything runs smoothly and that everyone is on the same page about what’s happening throughout the retreat.
And of course:
Confirm, Confirm, Confirm!
Read that several times, and confirm you read it. Trust us—we’ve been doing this a long time and we’ve seen it all.
Plan the Company off-site Your Team Deserves
Congrats! You’ve got the basics of retreat planning, but it’s a major process and you may not have the time or the head space to get it all right. Don’t worry. We’ve got you covered.
The Triangle Sessions pampers your team with everything from thrilling team-building events to restorative corporate retreats. Our goal is simple: to help your top talent feel their best. We also provide fun and interactive wellness sessions to ensure your employees go home refreshed and ready for action.
So what are you waiting for? Get in touch with and let’s discuss how we can make your next company off-site an unforgettable experience!