How to Organize Corporate Team Building Retreats

Tips for Organized and Stress-Free Planning of a Business Retreat

Jun 18, 2009

Planning off-site meetings can be complicated; from choosing a venue and organizing events to planning travel arrangements, event planners must make many arrangements.

Off-site corporate meetings can have many purposes – sales meetings, leadership retreats, management meetings, or training seminars. For any retreat, organization is key. Here's how to organize a corporate meeting.

Form a Corporate Retreat Planning Committee

Many organizations form planning committees to help divide the many tasks involved in planning an event. Two or more people should be involved in the planning, with tasks clearly defined. In addition, all individuals on the planning committee should touch base, either in meetings or by conference call, on a regular basis to keep each other updated and to mitigate any problems that might arise.

The planning committee should be formed as soon as possible, so that the meeting can be planned well in advance. This will help to find vendors and keep the planning running smoothly, as well as to take advantage of any early booking discounts that may be available.

Set a Budget for the Company Meeting

Before any planning can take place, a budget must be created. Include any expenses that may be incurred, such as transportation, lodging, food and beverage, speaker fees, and taxes and tips.

Choosing a Venue for a Corporate Retreat

Consider the purpose and mood of the meeting; is it a focused meeting to discuss crucial information, or a reward for a job well done? Will team building activities or workshops be included? How far should employees travel to the venue? If air travel is involved, will they need overnight accommodations and transportation to and from the airport?

Decide on the purpose of the meeting and set the agenda accordingly. Guest speakers, workshop facilitators and other guests can help to meet the goals of the meeting and keep employees engaged and focused.

If the meeting will take place over two or more days, schedule some down time for employees to see the sights or other attractions in the area, especially if the retreat takes place out of town.

Be sure to also set a dress code for attendees so that they know how to pack and what to plan for; include specific items, such as swimwear, if necessary.

Meals and Catering at Off-Site Meetings

For any meeting, meals and snacks are important. Will a caterer be needed, or does the venue offer food services? How will special dietary restrictions, such as allergies or vegetarians, be handled? Plan for three meals a day, plus snacks and drinks throughout the day. In addition, have bottles or pitchers of water handy, as well as coffee and tea.

Planning a corporate retreat can be complicated; by staying organized and focused, planners can ensure that employees get the most of the meeting.

The copyright of the article How to Organize Corporate Team Building Retreats in Business Travel is owned by Teresa Shaw. Permission to republish How to Organize Corporate Team Building Retreats in print or online must be granted by the author in writing.