Corporate retreats are special events for employers and employees alike. These off-site events often aim to engage coworkers in fun and unique ways — which may bring more benefits. Corporate retreats are perfect for team building, training, bonding, and, of course, relaxing.
However, organizing a company retreat requires meticulous planning to be successful. Businesses must consider their employees and the retreat’s location, transport, activities, and budget, to name a few. Balancing every aspect can be overwhelming.
Planning a retreat can be challenging, especially if it involves many people with different needs and preferences. To help with your corporate retreat planning, we broke down each step of how to organize a retreat — categorized under key stages. Here’s your step-by-step guide on how to plan a retreat.
The pre-planning stage is the most crucial stage of planning a corporate retreat.
It all starts with a clear goal in mind. What does the business want to achieve from this corporate retreat? Here are a few examples of goals to help you brainstorm and refine your own:
Establishing and understanding the retreat’s primary objective helps plan its events and activities. Afterward, company heads can use this goal to measure the retreat’s success and apply improvements for future events.
Before you scout and book any of the retreat’s logistics, you need a firm budget. Start by determining the maximum amount of money the company is able to allocate for the corporate retreat. Next, allocate portions of the budget to the different expenses. Common expenses to consider include:
Another factor to consider in the budget is whether the company retreat will be hosted during office hours. If so, you’ll need to do a few calculations to help determine the costs.
Typically, the main goal for many corporate retreats is to bring everyone together to bond and have fun. Due to this, you’ll want to select a date that suits the majority of staff. To ensure availability, consider the following:
Also, consider the duration of the company retreat. Will it be a quick weekend getaway or a full five-day workweek experience?
Find and book a venue that meets your retreat’s needs — from its availability and location to its size and amenities. The venue should allow you to easily achieve the retreat’s goal. For example, if the goal is simply to have fun and relax, you’ll look for a venue away from the city’s hustle and bustle. The venue should also have amenities, such as spas or yoga and meditation classes.
Also, does the venue accommodate employees with physical restrictions? A fully accessible venue means every staff member can enjoy the experience. Moreover, check whether the venue is near important touch points like hospitals, stores, major highways, or airports. Doing so will help with logistics later on.
If possible, visit the venue beforehand to better assess whether it will meet the retreat and your employees’ needs.
With a solid pre-planning foundation built, we can start booking other important logistics.
In some cases, the chosen venue also provides accommodation. However, if that’s not the case, search for lodging nearby to make logistics easier. When looking for accommodation, consider getting in touch with them directly instead of through a third party. Doing so can allow you to negotiate with the resort or hotel.
While communicating with them, consider booking a few room blocks to get a possible discount for your employees’ stay.
Determine how your staff will get to and from the venue and accommodation. If the corporate retreat is local, consider using a motorcoach for transporting employees to and from the city. However, for in-town travel, shuttle buses are ideal for transporting employees between the hotels and venues.
With transportation, there are a few factors to keep in mind:
Take the stress of food and drinks away and hire caterers for the retreat’s duration. If the venue or lodging can provide meals and drinks, you can also opt to use their services. The choice between the venue and caterers depends on the company’s budget and willingness to cover. The plus point of using caterers is they may cover all meal times — from breakfast to dinner and perhaps snacks as well.
Remember to note employees’ special dietary restrictions or allergies.
With all the logistics booked, we can start planning the activities and events of the company retreat.
Now’s the time to plan and schedule the corporate retreat’s activities. The activities you choose depend on the retreat’s goal. That said, you’ll want to have a mix of work-related and fun or relaxing activities. Here are a few activity examples:
There are many corporate retreat activities to explore and help engage your employees. Do include some free time throughout the retreat to provide your teams time to recharge and refresh.
If required, prepare the necessary materials needed for the activities, workshops, or meetings. These materials can include pens, notebooks, and other goodies. Speaking of goodies, consider gifting each employee a survival kit or goodie bag. These bags can be filled with retreat materials and other handy items, such as mini toiletries, snacks, water, and company merchandise.
It’s time to share and build excitement for the corporate retreat.
With everything prepped and planned, it’s time to send out the invite to employees. Ensure you provide crucial information, such as:
Remember to include an RSVP date to track and finalize the number of employees who can attend.
Provide enough information on what employees can expect — but not giving away too much if there are surprises involved. An itinerary gives employees an idea of what to pack as well.
The health and safety of your employees must remain a priority throughout the retreat.
Plan to bring enough first-aid kits to cover for the amount of employees attending. Also, ensure you bring one or more people who are trained in first aid in case of an emergency. Consider any special health considerations of employees. If someone has a serious allergy or has a condition like asthma, remind them to bring their medications. Note the closest hospital to the venue.
If you plan on doing outdoor or high-risk activities, ensure you conduct safety briefings. Employees must be aware of emergency procedures.
As the company retreat’s date draws closer, take this time to confirm the final preparations and numbers.
For peace of mind, reconfirm your reservations made and verify any special requests or arrangements.
Remember to assign important retreat roles, such as activity leaders and first aid responders. If everyone knows their role and responsibilities, the retreat will run more smoothly.
Planning a retreat takes a lot of time and consideration. What if you could start the fun during transport? As they say, it’s not always the destination but the journey toward it. Hype your team up for a fun company retreat with luxury charter vehicles from CIT Signature Transportation.
With over 30 years under our belt, many passengers have trusted us for a reliable and unforgettable transportation experience. Our fleet has something for every group — from spacious motorcoaches for up to 60 passengers to a cozy executive vehicle for smaller teams.
Rest assured, you’re in good hands with our seasoned team and well-maintained vehicles. Get a free quote today for pricing and bookings! Now, sit back, relax, and enjoy the journey!
