How to Choose the Right Venue for Your 25-Person Team Retreat (2026)

Planning a retreat for your team can be a daunting task, especially when it comes to selecting the perfect venue. Did you know that 70% of employees feel more engaged after attending an offsite retreat? Choosing the right setting can enhance collaboration, spark creativity, and strengthen team bonds. In this guide, we’ll walk you through the essential steps to select a venue for your 25-person team retreat in 2026.

Why Location Matters: The Right City

When selecting a venue, the city plays a vital role. Here are some top cities for team retreats, along with their best seasons and travel logistics:

• Austin, TX: Known for its vibrant culture and tech scene, Austin is best in the spring (March-May) when temperatures are mild. It’s a 20-minute drive from Austin-Bergstrom International Airport (AUS).
• San Diego, CA: Offers beautiful beaches and a laid-back atmosphere. The best time to visit is from September to November, with a direct flight from major cities.
• Chicago, IL: A hub for business and culture, Chicago shines in spring and early fall. O’Hare International Airport (ORD) is just 30 minutes from downtown venues.

Venue Selection Criteria

When choosing a venue, consider these essential factors:

1. Capacity: Ensure the venue can comfortably accommodate your team of 25.
2. Budget: Determine your budget per person and factor in all expenses, including lodging, meals, and activities.
3. Facilities: Look for venues with necessary amenities like AV equipment, breakout rooms, and Wi-Fi.
4. Atmosphere: Choose a location that aligns with your retreat goals—whether you want a relaxed setting or a more formal environment.

Venue Comparison Table

| Venue Name | Location | Capacity | Price/Person/Night | Best For | Standout Feature | F&B Included | |-------------------------|-------------------|----------|---------------------|--------------------|--------------------------------|--------------| | The LINE Hotel | Austin, TX | 30 | $225 | Creative brainstorming | Rooftop bar with city views | Yes | | The Lodge at Torrey Pines | San Diego, CA | 50 | $250 | Relaxation & team bonding | Spa and golf course | Yes | | The Palmer House Hilton | Chicago, IL | 40 | $200 | Historic ambiance | Iconic architecture | Yes | | The Driskill Hotel | Austin, TX | 25 | $240 | Luxury experience | Historic charm | Yes | | Hotel del Coronado | San Diego, CA | 100 | $300 | Beach activities | Beachfront location | Yes | | The Langham | Chicago, IL | 50 | $260 | Formal meetings | Opulent ballrooms | Yes | | The Fairmont | San Diego, CA | 80 | $275 | High-end retreats | Stunning ocean views | Yes | | The Kimpton Gray Hotel | Chicago, IL | 40 | $210 | Modern aesthetics | Rooftop terrace | Yes | | South Congress Hotel | Austin, TX | 30 | $215 | Trendy atmosphere | Unique local art | Yes | | The Westin | San Diego, CA | 60 | $230 | Wellness retreats | Fitness classes available | Yes | | The Ritz-Carlton | Chicago, IL | 50 | $290 | Luxury experience | Award-winning dining | Yes | | The Thompson | Chicago, IL | 40 | $240 | Urban chic | Roof deck with skyline views | Yes |

Budget Breakdown for a 25-Person Retreat

Creating a budget is essential for a successful retreat. Here’s a breakdown of expected costs for a 3-day retreat:

• Venue: 40% - $2,250
• Food & Beverage: 25% - $1,406
• Activities: 15% - $843
• Travel: 15% - $843
• Contingency: 5% - $281

Total Estimated Cost: $6,623 or approximately $265/person for a 3-day retreat.

Timeline for Planning Your Retreat

8-12 Weeks Out:

• Week 12: Define goals and objectives for the retreat.
• Week 11: Set a budget and decide on a city.
• Week 10: Research and shortlist venues.
• Week 9: Visit venues or schedule virtual tours.
• Week 8: Book the venue and request room blocks.
• Week 7: Finalize the agenda and activities.
• Week 6: Coordinate transportation and logistics.
• Week 5: Confirm food and beverage options.
• Week 4: Send out invites and collect RSVPs.
• Week 3: Prepare materials and finalize activities.
• Week 2: Confirm all details with vendors.
• Week 1: Conduct a final check-in with the venue and suppliers.

Risk Mitigation: What Could Go Wrong?

• Venue Cancellation: Book a flexible venue with a clear cancellation policy. Consider travel insurance.
• Weather Issues: Always have a backup plan for outdoor activities.
• Food Restrictions: Gather dietary restrictions early to accommodate all team members.

Conclusion: Action Items

Selecting the right venue is a critical step in planning a successful team retreat. Start by defining your goals, setting a budget, and researching venues that fit your requirements. Use the comparison table to weigh your options and remember to plan well in advance to secure the best locations.

As you prepare, keep in mind the importance of fostering team connections and ensuring everyone has a memorable experience.