Nowadays, these scheduled getaways from the rush of everyday life are becoming a central component in corporate culture — especially as companies notice the benefits they provide to employee morale. Corporate retreats are useful for strengthening team bonds and fostering innovation, supercharging your team's efficiency along the way.
However, there's no guarantee a corporate retreat will result in a success. Without meticulous planning and proper timing, these team-building exercises could become a terror for a simple reason: people might be apprehensive about company-mandated fun, and that’s a fact that organizers should always keep in mind.
Everyone in charge of corporate retreat planning must learn the basics of optimal timing for a successful event. Learning the essentials of early preparation and venue selection will increase the odds of a smooth retreat planning process.
There's no set time for securing a retreat, but there are a few general guidelines depending on how many people are in your party. For teams with fewer than 50 members, six months is the sweet spot to plan a retreat. With this lead time, you'll still likely find a suitable venue, and it may open the possibility for better-than-average rates.
Planning should start at least nine to twelve months in advance for larger teams — especially those with more than 100 participants. Large venues that can handle these big groups are often in high demand, particularly during peak seasons, so they aren't as easy to schedule as the retreat draws closer. Starting early is the only way to secure a preferred venue and account for any logistical challenges with managing big groups.
Nailing the timing of your booking is also important for your budget. Popular destinations tend to get a lot pricier during their peak seasons. Ski resorts will charge a premium in winter, while seaside and lakeside retreats might cost more during summer’s high season. If you’re flexible with your team, consider scheduling your retreat during the shoulder season—the blissful in-between times between major holidays.
When planning your retreat, it’s worth putting together a few location and timing combos to see what works best. Aligning your goals with the season—and the budget—can make all the difference. Plus, if you’re clever about timing, you might even afford that extra round of fancy team swag.
Planning a corporate retreat isn't just about getting the timing right. Sure, it's essential to prepare as soon as possible, but don't forget about the theme of the retreat. Whether the goal is team-building, leadership development, or strategic planning, everyone needs to be clear on the objectives of this meeting.
Knowing the "why" behind a retreat helps select the perfect venue to support the stated goals. This is where working with professional retreat planners like OnsiteHub can be helpful, since we can tailor an experience to match your specific needs.
By the time your company retreat draws to a close, you’ve probably accomplished something—that could be solving a big problem, generating a few ideas, or simply discovering who snores loudest in a shared room. Anyhow, another huge part is to make sure those accomplishments don’t get left behind.
The last thing you want is to head back to work with everyone thinking, Well, that was fun. Now what? So before the retreat wraps up, set aside some time for everyone to sit down, ideally without snacks as a distraction, and figure out how you’ll turn all those brilliant ideas into actual work. Because let’s face it, no one wants to be the person who suggested “bold cultural transformation” only to realize it’s now their job to make it happen.
This is where action points come in—your post-retreat survival kit. What needs to be done, who’s responsible for doing it, and when the deadlines will be. Write it all down. If possible, put it in a spreadsheet or your project management tool of choice, so someone can color-code it and feel important.
More importantly, make sure everyone agrees to these plans before you all scatter back to your desks. Without clear next steps, the retreat becomes nothing more than a distant memory—just you and your coworkers reminiscing over boxed lunches about that one time you all built a raft together. And while that raft may have been very symbolic of teamwork, it won’t help anyone when there’s still no plan for fixing the Q2 budget.
The standard advice for a six to twelve-month timeframe works well because it avoids the extremes of planning too early or too late. While you need enough time to prepare everything for a team-building retreat, planning too far in advance can introduce a few issues. For instance, company priorities can change over time, which could mean the retreat's stated purpose no longer aligns with your current needs. To stay adaptable, consider including a few contingencies in the planning process to adapt to potential changes.
On the opposite end of the spectrum, people who wait too long to plan a retreat face more significant challenges in finding an available venue. Even if retreat planners find a suitable venue, they will likely face higher costs due to premium prices for late bookings. You may also have to compromise on the quality of your retreat as many amenities and experiences are already taken by this point.
Generally, planning too late creates more issues than planning too soon, so it's better to be an early bird.
Even with enough time, you may run against a few challenges when researching and choosing a venue. This is especially true when booking large groups because many venues prefer smaller (and more manageable) teams.
Anyone organizing a large group retreat needs the extra time to organize and book their destination effectively, especially in high-demand locations. Venues are also more likely to negotiate favorable terms if they have enough time to prepare for this meeting.
Keep in mind that there tend to be more issues securing venues in the high booking season, which typically falls in May, June, September, and October. If companies plan to book in any of these months — or if they know their destination has high tourist demand during a particular time of year — they should consider starting the booking process nine to twelve months in advance, regardless of group size.
Also, be wary of the "leisure high season" between July and August, which often limits group bookings due to the influx of individual travelers. For corporate retreats planned during these months, early booking is crucial to secure space and services.
Aside from setting more time to plan a retreat, there are a few simple ways to deal with the issues related to seasonality in retreat planning. For instance, simply plan a retreat during the shoulder or off-season for better pricing and flexibility. Consider looking into seaside retreats during winter or a mountain retreat in the summer. While these dates don't offer the "standard" experience, they provide unique experiences at a lower cost with lower crowds.
Some organizations play it safe with a venue near the airport. “It’s convenient!” they say. “We have everything there, and we don’t need any airport transfers”, “People can go exploring the city at the end of the day!” they add as well. This means you are bringing people into venues that are convenient and saving some money. Sure, you’ll save – but at what cost?
A relaxing and inspiring option, preferably out-of-town, is always the better option. Yes, it might be more expensive and with more things to consider, but it comes with its own perks. The promise of a stay at a decent hotel in a beautiful surrounding makes people feel important—or at least distract them from the fact that they’re going to spend time brainstorming company values, strategy or other topics. And there’s something about being far from home that forces people to focus, to talk to their colleagues in person, to bond, and to build a culture together. For more insights into the value of off-site gatherings, check out our blog post on unlocking remote team performance and engagement.
Choosing the right venue for your company retreat is a tug of war between cost saving and ensuring everyone is comfortable. The location sets the tone for the whole event, so you’ll want to think carefully about what you’re signing everyone up for. Pick a place with charm—maybe a quirky inn, a rustic lodge, or even just a hotel with a decent breakfast buffet—you’d be surprised how many people are fans of a good meal.
The goal is to find a location that makes your team excited to show up. If your venue makes them feel like they’re attending jury duty, well, you get what you pay for. Spend a little more on a memorable setting, and you might just get results that feel less like “mandatory corporate fun” and more like actual progress. Or at the very least, you’ll give them something to talk about at the next team lunch.
Along with timing and venue-specific considerations, retreat planners and coordinators have to fit human-centric concerns into their framework. Remember that each employee invited to a retreat has multiple personal obligations they have to fulfill before committing to this event. From arranging childcare to securing visas and arranging travel, attendees have a lot of factors to square away before going on their retreat. That’s where our Destination Management services come in, to streamline the process and ensure a seamless experience for everyone involved. Early planning allows employees to manage these affairs ASAP to avoid last-minute stress and ensure a higher turnout.
It's also important to consider how a retreat's location affects attendees' preferences for free time. For example, urban settings tend to offer more structured activities, while remote locations can provide opportunities for relaxation or nature excursions. Be sure to understand a group's preferences beforehand to enhance the retreat experience as much as possible. Learn more about why working with local experts is the smart choice in our blog post: Why Are Local Experts the Way to Go When Planning a Company Retreat.
Company retreats, or off-sites as they’re frequently called, are the corporate world’s answer to summer camp, a setting where people get together to bond and develop certain skills. Retreats provide a rare opportunity for remote team members to meet face-to-face, build stronger connections, and overcome the unique challenges of working apart. These gatherings are great for cultivating a sense of belonging, collaboration, and shared purpose, elements that are usually missing from distributed teams.
This bonding could happen in a conference room at the airport Hilton, a yurt in Bali, or some great location in Europe. For many remote workers, it might be the first time they meet their colleagues in person. It’s a valuable asset for the culture of any company to turn those virtual interactions into real, human connections.
There’s something undeniably refreshing about bringing remote teams together in person. Away from their isolated work environment, distributed workers will often rediscover creativity, empathy, and sometimes even an appreciation for their teammates. All these might not be easily measured, but rest assured – retreats will impact your business significantly.
Research supports the idea that stepping away from the usual work place can boost creativity and productivity. A study highlighted by McKinsey found that spending time in nature enhances cognitive function and emotional well-being, leading to increased creativity and problem-solving abilities.
Planning a corporate retreat requires a targeted and timed approach — but you don't have to go it alone! With OnsiteHub by your side, you'll have a powerful partner for creating a memorable experience that suits your team's needs. From leadership retreats to team-building events, we have the expertise to handle all the logistical hurdles and get you to your perfect venue. Let's get in touch and discuss how we can help you plan your retreat today.
Let us do the hard work for you. Bring your team together with ease and enjoy an unforgettable European company retreat experience.