How to Plan an Effective 2-Day Offsite for 50 to 100 Employees

Did you know that 86% of employees say they would work harder if they were better recognized? Planning an effective offsite for your medium-sized team can be a game-changer for employee engagement and morale. However, the logistics can be daunting, especially when coordinating for 50 to 100 employees. Here’s a detailed, practical guide to help you navigate the planning process in 2026.

Timeline for Planning Your Offsite (8-12 Weeks Out)

| Week | Milestone | |------|-----------| | 12 | Define objectives and goals for the offsite. | | 11 | Set a budget (see budget breakdown below). | | 10 | Research and shortlist venues. | | 9 | Book venue and accommodations. Consider room blocks. | | 8 | Finalize agenda and select activities. | | 7 | Coordinate transportation options. | | 6 | Confirm catering and AV needs. | | 5 | Send out calendar invites to all attendees. | | 4 | Prepare materials and welcome packets. | | 3 | Conduct a final check-in with vendors. | | 2 | Finalize headcount and dietary restrictions. | | 1 | Execute the offsite! |

Budget Breakdown for a 2-Day Offsite

| Category | Estimated Cost | Percentage of Total Budget | |------------------|-------------------|---------------------------| | Venue | $40,000 | 40% | | Food & Beverage | $25,000 | 25% | | Activities | $15,000 | 15% | | Travel | $15,000 | 15% | | Contingency | $5,000 | 5% | | Total | $100,000 | 100% |

Note: This breakdown is based on an estimated cost of $2,000 per person for a 50-person group over two days.

Venue Comparison Table

| Venue Name | Location | Capacity | Price/Person/Night | Best For | F&B Included | AV Quality | |--------------------------|------------------|------------|--------------------|-----------------------|--------------|--------------| | The Lodge at Torrey Pines| La Jolla, CA | 50-100 | $250 | Team Building | Yes | High | | The Brown Hotel | Louisville, KY | 50-100 | $220 | Networking | Yes | Medium | | The Ritz-Carlton | Atlanta, GA | 50-100 | $275 | Leadership Retreats | Yes | High | | The Kimpton Hotel | Chicago, IL | 50-100 | $200 | Creative Workshops | Yes | Medium | | The Westin | Denver, CO | 50-100 | $180 | Outdoor Activities | Yes | High | | The Omni Nashville | Nashville, TN | 50-100 | $230 | Entertainment Focused | Yes | High | | The Hyatt Regency | San Francisco, CA | 50-100 | $240 | Innovation Sessions | Yes | Medium | | The Fontaine | Kansas City, MO | 50-100 | $210 | Casual Gatherings | Yes | Medium | | The Fairmont | Austin, TX | 50-100 | $260 | Luxury Experience | Yes | High | | The Marriott | Seattle, WA | 50-100 | $190 | Tech-Focused Events | Yes | Medium | | The Hilton | New Orleans, LA | 50-100 | $175 | Cultural Immersions | Yes | Medium | | The Loews | Philadelphia, PA | 50-100 | $225 | Historical Themes | Yes | High |

Our Top Picks

• Best for Team Building: The Lodge at Torrey Pines - Perfect for outdoor activities and team bonding.
• Best for Networking: The Brown Hotel - An elegant setting ideal for building connections.
• Best for Innovation: The Hyatt Regency - A modern space equipped for tech-focused discussions.

Vendor Coordination Checklist

• Venue: Book 3-4 months in advance for best rates.
• Catering: Confirm menu selections 4 weeks out.
• AV: Ensure all tech needs are addressed 2 weeks prior.
• Transportation: Arrange shuttle services 2 weeks prior.
• Activities: Finalize bookings and logistics 3 weeks out.

Risk Mitigation Strategies

• Venue Issues: Have a backup venue in mind just in case.
• Weather Concerns: Always have indoor options for outdoor activities.
• Low Attendance: Send reminders and confirm attendance a week before.
• Catering Problems: Discuss dietary restrictions early to avoid issues.

Conclusion

Planning a successful 2-day offsite for 50 to 100 employees requires careful consideration of logistics, budget, and venue selection. By following this step-by-step guide, you can ensure that your offsite is engaging, productive, and memorable.

Action Items:

1. Define your offsite objectives.
2. Create a detailed budget based on your team's needs.
3. Start researching and booking venues as soon as possible.