How to Organize a 100-Person Retreat in 60 Days

Did you know that 85% of teams report increased collaboration after attending a well-organized retreat? However, planning such an event can feel daunting, especially with a tight timeline. In this guide, we’ll break down the steps to effectively organize a 100-person retreat in just 60 days—whether you're an HR leader, Chief of Staff, or a founder.

Overview: Why Choose This City for Your Retreat

Let's consider Austin, Texas, a vibrant city known for its tech scene and cultural diversity, making it an ideal location for corporate retreats. With a mild winter and pleasant spring, the best seasons to visit are from February to May and September to November. Austin is easily accessible, with Austin-Bergstrom International Airport (AUS) located just 20 minutes from downtown.

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

Week 8-7: Define Your Objectives

• Establish goals for the retreat (team building, strategic planning, etc.)
• Set a budget: $250-$350 per person per day, including lodging, meals, and activities.

Week 6: Venue Selection

• Shortlist venues based on capacity (100+), availability, and amenities.
• Schedule site visits to ensure the atmosphere aligns with your goals.

Week 5: Finalize Venue and Accommodations

• Confirm your venue and negotiate group rates.
• Book hotel accommodations if the venue doesn’t provide on-site lodging.

Week 4: Plan Activities and Catering

• Select team-building activities and decide on meal options.
• Consider dietary restrictions and preferences.

Week 3: Logistics Coordination

• Arrange for transportation to/from the venue.
• Confirm AV requirements and seating arrangements.

Week 2: Finalize Agenda

• Create a detailed agenda, including breaks and meals.
• Share the agenda with participants for feedback.

Week 1: Confirm and Communicate

• Confirm all bookings and send out a final itinerary to attendees.
• Prepare welcome packets with essential information.

Budget Breakdown for a 100-Person Retreat

| Category | Percentage | Estimated Cost ($) | |------------------|------------|---------------------| | Venue | 40% | $10,000 | | Food & Beverage | 25% | $6,250 | | Activities | 15% | $3,750 | | Travel | 15% | $3,750 | | Contingency | 5% | $1,250 | | Total | 100% | $25,000 |

Venue Options for Your Retreat

Best for Large Groups

| Venue Name | Location | Capacity | Price/Person/Night | Best For | Standout Feature | |--------------------------------|------------------|----------|--------------------|------------------|---------------------------------| | The Westin Austin at The Domain| Austin, TX | 200 | $200-$250 | Corporate Retreat | Rooftop pool with city views | | Hyatt Regency Hill Country Resort | San Antonio, TX | 300 | $175-$225 | Team Building | Golf course and water park | | Fairmont Austin | Austin, TX | 150 | $225-$275 | Networking | Luxurious amenities |

Best for Unique Experiences

| Venue Name | Location | Capacity | Price/Person/Night | Best For | Standout Feature | |--------------------------------|------------------|----------|--------------------|------------------|---------------------------------| | The Driskill Hotel | Austin, TX | 100 | $250-$300 | Historical Retreat| Iconic architecture | | 800 Congress | Austin, TX | 120 | $200-$250 | Innovation Labs | High-tech meeting spaces | | The Line Hotel | Austin, TX | 150 | $200-$275 | Creative Retreat | Artistic design and local vibes |

Activity Recommendations

Indoor Activities

1. Escape Room Experience

   • Time: 2 hours
   • Group Size: Up to 10
   • Cost: $40/person
   • Energy Level: Moderate
   • Logistical Notes: Book in advance to secure a slot.

2. Cooking Class

   • Time: 3 hours
   • Group Size: Up to 20
   • Cost: $75/person
   • Energy Level: Moderate
   • Logistical Notes: Venue must provide kitchen access.

Outdoor Activities

1. Kayaking on Lady Bird Lake

   • Time: 3 hours
   • Group Size: 15-100
   • Cost: $30/person
   • Energy Level: High
   • Logistical Notes: Ensure weather conditions are favorable.

2. Team Scavenger Hunt

   • Time: 2 hours
   • Group Size: 100
   • Cost: $25/person
   • Energy Level: High
   • Logistical Notes: Can be organized in downtown Austin.

Our Top Picks

• Best for Team Building: The Westin Austin at The Domain
• Best for Unique Experiences: The Driskill Hotel
• Best Budget Option: Hyatt Regency Hill Country Resort

Conclusion

Organizing a 100-person retreat in 60 days requires careful planning and execution. Start by defining your objectives, selecting the right venue, and budgeting effectively. Remember to communicate clearly with all stakeholders to ensure a smooth experience.

Action Items:

1. Define your retreat goals and budget.
2. Choose a venue and book it within the next week.
3. Plan your agenda and activities to maximize engagement.