How to Choose the Perfect Venue for a 20-Person Retreat in 7 Steps

Planning a retreat for a small team can feel daunting, especially when the stakes are high. Did you know that 86% of employees believe team offsites improve collaboration? Yet, many leaders struggle to find the right venue that meets their specific needs. In this guide, we’ll walk you through seven actionable steps to help you choose the perfect venue for your 20-person retreat in 2026.

Step 1: Define Your Retreat Goals

Before diving into venue options, clarify the purpose of your retreat. Are you focusing on team building, strategic planning, or relaxation? This will help narrow down venue characteristics. For example, if your goal is brainstorming, look for spaces with creative setups.

Step 2: Determine Your Budget

Having a clear budget is crucial. For a 20-person retreat, you can expect costs to range from $150 to $300 per person per day, including lodging, meals, and activities. Here’s a simple budget breakdown to consider:

• Venue: 40%
• Food & Beverage: 25%
• Activities: 15%
• Travel: 15%
• Contingency: 5%

This means for a 2-day retreat, you might budget around $6,000 to $12,000 total.

Step 3: Select Your Location

Choosing the right city can enhance your retreat experience. For this guide, we recommend considering cities known for their conducive environments. Here are three excellent options:

• Austin, TX: Vibrant tech scene, great food, and outdoor activities. Best visited in spring or fall.
• Nashville, TN: Rich in culture with a focus on music and creativity. Ideal in late spring.
• Sedona, AZ: Stunning landscapes promoting relaxation and mindfulness. Best in early fall.

Step 4: Evaluate Venue Options

Here’s a selection of venues across different price points ideal for a 20-person retreat:

Venue Comparison Table

| Venue Name | Location | Capacity | Price/Person/Night | Best For | Standout Feature | |--------------------------|----------------|----------|---------------------|--------------------|----------------------------------| | Hotel Van Zandt | Austin, TX | 20 | $200 | Team Building | Rooftop pool with views | | The Graduate Hotel | Nashville, TN | 20 | $175 | Creative Meetings | Unique decor, local touches | | Enchantment Resort | Sedona, AZ | 20 | $250 | Relaxation | Spa and outdoor activities | | The LINE Hotel | Austin, TX | 20 | $220 | Modern Aesthetics | Artistic design and vibe | | Omni Nashville Hotel | Nashville, TN | 20 | $230 | Business Retreat | Central location with amenities | | L'Auberge de Sedona | Sedona, AZ | 20 | $300 | Luxury Experience | Riverside dining | | Kimpton Hotel Van Zandt | Austin, TX | 20 | $210 | Music & Culture | Live music events |

Step 5: Assess Amenities and Services

Check what each venue offers in terms of amenities. Consider the following:

• Food & Beverage: Are meals included? What dietary options are available?
• AV Equipment: Is there high-quality audio/visual equipment?
• Breakout Rooms: Are there spaces for smaller group discussions?

Step 6: Plan for Logistics

Consider how your team will get to the venue. Look for locations that are easily accessible from major airports. For example, the Hotel Van Zandt is a quick 20-minute drive from Austin-Bergstrom Airport (AUS) with shuttle services available.

Step 7: Review and Decide

After gathering all necessary information, compare your top options. Discuss with your team to ensure the chosen venue aligns with your goals. Don’t forget to book early—especially for popular venues—ideally 4-6 months in advance, particularly for fall dates.

Conclusion

Choosing the perfect venue for your 20-person retreat doesn’t have to be overwhelming. By defining your goals, setting a budget, selecting a location, evaluating venues, and checking logistics, you’re well on your way to a successful offsite.

Action Items:

1. Define the primary goal of your retreat.
2. Establish a budget based on the breakdown provided.
3. Choose your preferred city and shortlist venues.
4. Assess venue amenities and logistics.
5. Book your venue at least 4 months in advance.