Focus on the big picture

First Steps – Initial Planning Meeting

• Get management/team leads together to discuss goals and outcomes
• Assign a point-person to lead organization of the retreat
• Figure out budget, a general date range, and a list of possible locations
• Plan for next meeting

Determine your goals

• Why are you bringing everyone together?
• What outcomes are desired?
• What kind of activities you plan help achieve those goals?
• Will you have a theme for the retreat?

Know your team

• What is the adventure level of your team?
• What do they love to do?
• Are there any activities you feel you should shy away from?

Where and when are you going?

• Will the retreat be at an office? A destination?
• Will it be convenient to most of the team?
• When will they be available or not available?
• Let the team know once you have a scheduled date

Finances

• What is your budget?
• How will the trip be paid for?

Dial in the structure

Collect Information From Potential Attendees

• Everyone’s home airport (+alternative airports)
• Preferred airlines
• Frequent flyer numbers
• Known traveler numbers (if applicable – anyone with pre-check has one)

Flights

• Book flights for each team member
• Share their flight information with them

Lodging

• Determine your lodging type (hotel, airbnb, etc.)
• Research and present lodging options
• Confirm availability
• Check wi-fi speed
• Book lodging

Team meetings

• Where will team meetings and discussions take place?
• What strategic goals does each team need to accomplish?
• What big organizational goals need to be completed?
• Are there any customers in the area you can visit or have come meet you?

Going International?

• Will you need Visas?
• Visa/tourist fees – let team members know if they may be required to pay a fee on the way out or in and that you’ll reimburse them for it or if needed, provide them with the currency to do so

Work Activity scheduling

• How many work sessions will you have time for?
• Who will be leading each session?
• What will each session be about?
• Determine allotment for team sessions, all-hands, fun activities, and down time
• Schedule in time for “regular work” catch-up sessions

Fun Activity scheduling

• Plan activities but allow for spontaneity
• What are the top tourist attractions in the area? Are there any very unique ones your team can try out?
• Take pictures and videos

Nail the details

Run a pre-retreat team meeting

• discuss goals
• discuss logistics
• address concerns and questions
• Get the team excited

Information to share before leaving

• Packing list based on planned activities
• Dress code for certain events if applicable
• Itinerary
• Important points of contact

Transportation

• How will everyone get to your lodging?
• Will you rent separate vehicles? A team vehicle? Hire a driver? Take ubers?
• If people are getting in at similar times, can you set up rideshare?

Eating

• Are there any dietary restrictions you need to be aware of?
• Make reservations or ensure restaurants are open on days you plan to eat there
• If you’re renting an entire place, where will you do the grocery shopping, who will do it, and what do you need to buy?
• If you’re renting a place and cooking, who will cook? What dishes will be served? Will there be a chore schedule?

Downtime

• Everyone needs some downtime to relax, talk to family, catch up on work. Make sure to schedule it in and not have team members feel pressure to always socialize
• Bring some games

Supplies

• What supplies will you need? Where will you get them?
  • post it notes, writing pads, easel, markers, index cards
• Retreat swag
  • Get t-shirts made
• Get travel insurance for everyone or get a group policy
• Snacks, Coffee, Tea, and other assorted munchies

Handling people who can’t make it

• Video conference them in
• Take minutes or pictures of whiteboards, notes, etc.

Create policies or house rules

• Significant others
  • Create a significant other plan or policy. If they tag along, what are they allowed to participate in?

• Alcohol & behavior
  • What is acceptable? What isn’t?
• House rules
  • When is lights out?

If traveling internationally

• Remind everyone to register with the consulate, make passport copies
• Check for any travel warnings to the destination

Contingency planning

• What will happen if your team or someone can’t get to the destination?
• Do you have all important documents before leaving? Like travel insurance, reservations, itinerary, etc.?

After the retreat

Keep the energy going

• Collect team photos and do a slideshow
• Share action items, topics discussed, big takeaways, etc.
• Schedule any necessary follow-up meetings
• Incorporate photos from the retreat into your about us page or recruiting efforts
• Collect evaluations of the retreat asking what went well and what could have been improved for next retreat

Logistics and Minutiae

• Collect expense reports for any approved expenses
• Collect reviews and evaluations on the retreat of what went well and what did not

Travel planning tips and tricks

• Don’t schedule tight layovers or layovers at places where gates are far apart or they may be impacted by weather
• Plan for social time, but also for chill time
• Be sure that groups who normally wouldn’t interact with one another have to interact