How to Conduct Site Visits for Your Team Retreat in 2 Days

In 2026, companies are investing more than ever in team retreats, with 78% of organizations reporting improved team dynamics after offsite events. However, planning an effective retreat can feel overwhelming, especially when it comes to selecting the right venue. Conducting a thorough site visit is an essential step in ensuring your offsite meets your team’s needs. Here’s a practical guide to conducting site visits in just two days.

Day 1: Preparation and Initial Visits

Create a Venue Shortlist

Start by identifying 6-8 venues that fit your budget, capacity, and location requirements. Consider the following venues in Austin, TX, which is known for its vibrant culture and accessibility.

| Venue Name | Location | Capacity | Price/Person/Night | Best For | Standout Feature | |-----------------------|-------------------|--------------|--------------------|------------------|------------------------------------| | The LINE Hotel | Downtown Austin | 50-150 | $200-300 | Creative Teams | Rooftop bar with city views | | Hotel Van Zandt | Rainey Street | 40-120 | $175-250 | Music Lovers | Live music events on-site | | South Congress Hotel | SoCo | 30-100 | $180-270 | Trendy Offsites | Unique local art throughout hotel | | Omni Barton Creek | West Austin | 100-300 | $190-280 | Large Groups | Golf course and spa amenities | | Fairmont Austin | Downtown Austin | 50-200 | $220-320 | Formal Retreats | Award-winning dining options | | The Driskill Hotel | Downtown Austin | 30-80 | $210-310 | Historical Vibe | Iconic architecture and history |

Prepare a Site Visit Checklist

Before heading out, create a checklist of items to assess during your visit:

• Meeting Spaces: Layout options and technology availability
• Accommodation Quality: Room size and amenities
• Dining Options: Menu flexibility and dietary accommodations
• Activities: On-site team-building opportunities
• Accessibility: Proximity to the airport and local attractions

Schedule Appointments

Reach out to venue coordinators to schedule your visits. Aim for back-to-back appointments on Day 1 to maximize your time. Start your visits around 10 AM and plan to see 2-3 venues before lunch.

Day 2: Final Visits and Decision-Making

Conduct Final Site Visits

On Day 2, return to your top 2-3 venues for a more detailed walkthrough. Ensure you revisit key areas such as:

• Breakout Rooms: Evaluate size and setup options
• Outdoor Spaces: Check for team-building suitability
• Technology: Test AV equipment and Wi-Fi speeds

Gather Feedback

After each visit, hold a quick debrief with your team to gather impressions and insights. Consider using a scoring system to evaluate each venue based on your checklist.

Make Your Decision

By the end of Day 2, compile the feedback and scores to make a final decision. If you’re leaning towards a venue, ask for a proposal including pricing, room blocks, and any special offers.

Budget Breakdown for Site Visits

Budget for your site visits, accounting for travel, meals, and any potential lodging. Here’s a sample budget:

| Item | Estimated Cost | |--------------------------|-------------------| | Travel (transportation) | $100 | | Meals (2 days) | $150 | | Lodging (1 night) | $200 | | Miscellaneous (parking) | $50 | | Total | $500 |

Risk Mitigation

To ensure a smooth site visit process, consider these potential risks and how to address them:

• Last-Minute Changes: Confirm appointments the day before.
• Travel Delays: Allow extra time between visits.
• Limited Availability: Schedule visits during off-peak hours.

Sample Itinerary for Site Visits

• Day 1:

  • 10 AM: Visit The LINE Hotel
  • 12 PM: Lunch at a local eatery (budget $20)
  • 1 PM: Visit Hotel Van Zandt
  • 3 PM: Visit South Congress Hotel

• Day 2:

  • 10 AM: Final visit to Omni Barton Creek
  • 12 PM: Lunch and debrief
  • 1 PM: Final visit to Fairmont Austin
  • 3 PM: Decision-making session

Conclusion

Conducting effective site visits in two days requires thorough preparation and a focused approach. By following this guide, you can ensure that your team retreat venue aligns with your goals and needs.

Action Items:

1. Create a shortlist of potential venues.
2. Schedule site visits and prepare your checklist.
3. Budget for travel and meals.
4. Conduct visits and gather team feedback.
5. Make a final decision and book your venue.