How to Evaluate Offsite Venues: 5 Key Questions to Ask in 2026

In 2026, companies are increasingly recognizing the value of offsite retreats, with 75% of leaders reporting improved team collaboration and innovation following these events. However, choosing the right venue can be a daunting task. Here are five critical questions to ask when evaluating potential offsite venues to ensure a successful corporate retreat.

1. What is the Venue's Capacity and Layout?

Understanding the venue's capacity is crucial for your offsite's success. Ensure the space can comfortably accommodate your team while facilitating collaboration.

Venue Comparison Table

| Venue Name | Location | Capacity Range | Price/Person/Night | Best For | Standout Feature | |---------------------|-------------------|----------------|---------------------|-------------------|----------------------------------------| | The Ritz-Carlton | Atlanta, GA | 50-200 | $250 | Large Teams | Rooftop terrace with city views | | The Westin | Seattle, WA | 30-150 | $200 | Mid-Sized Teams | Waterfront access | | Kimpton Hotel | San Francisco, CA | 20-80 | $175 | Small Teams | Unique local art installations | | The Langham | Boston, MA | 40-120 | $225 | Focused Workshops | Historic architecture | | Hyatt Centric | Denver, CO | 25-100 | $180 | Casual Gatherings | Outdoor patio with fire pits | | The Four Seasons | Chicago, IL | 50-300 | $275 | Executive Retreats | On-site Michelin-starred restaurant | | The Omni | Nashville, TN | 30-200 | $220 | Music Events | Live music venue on-site | | The Kimpton | Austin, TX | 20-90 | $195 | Creative Teams | Rooftop pool and bar |

2. What Are the Total Costs and What’s Included?

Break down the total cost per person to avoid hidden fees. Ask about what F&B, AV equipment, and amenities are included in the price.

Budget Breakdown Example

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

For a 20-person retreat, you might expect a cost of around $240/person, which would break down as follows:

• Venue: $96
• F&B: $60
• Activities: $36
• Travel: $36
• Contingency: $12

3. What Are the Venue's Amenities and Services?

The right amenities can significantly enhance your offsite experience. Inquire about Wi-Fi quality, AV capabilities, breakout rooms, and on-site catering.

Vendor Coordination Checklist

• 8 Weeks Out: Confirm venue booking and request room block.
• 6 Weeks Out: Finalize AV equipment needs.
• 4 Weeks Out: Coordinate catering menu and dietary restrictions.
• 2 Weeks Out: Confirm room setups and any special requests.

4. What Is the Venue's Location and Accessibility?

Consider the venue's proximity to airports, public transportation, and lodging options. Accessibility can impact attendance and overall satisfaction.

Getting There

• The Ritz-Carlton Atlanta: 20 min from ATL airport with shuttle service.
• The Westin Seattle: 30 min from SEA-TAC airport, close to light rail.
• Kimpton Hotel San Francisco: 25 min from SFO, easily walkable to downtown.

5. What Is the Venue's Cancellation Policy?

Understanding the cancellation policy is crucial for financial planning. Ask about deadlines and potential penalties for changes.

Conclusion

Choosing the right offsite venue involves careful evaluation and consideration of several critical factors. By asking these five questions, you can ensure that your corporate retreat is not only productive but also enjoyable for your team.

Action Items:

1. Create a list of potential venues based on the criteria above.
2. Reach out for quotes and availability.
3. Schedule site visits to assess the venue's fit for your team.