How to Organize a 3-Day Offsite for 100+ People in Just 21 Days
How to Organize a 3-Day Offsite for 100+ People in Just 21 Days
In 2026, many teams are finding that offsite retreats can significantly boost morale and productivity. In fact, studies show that 70% of employees feel more engaged after attending an offsite. However, planning a successful offsite for over 100 people in just 21 days can seem daunting. Fear not, as we break down a practical timeline, budget, and venue options to help you execute a memorable offsite efficiently.
Overview: Why Choose Austin, Texas for Your Offsite
Austin, known for its vibrant culture and tech scene, is an ideal location for large team offsites. The city boasts a variety of venues, excellent food options, and plenty of activities to keep your team engaged.
- Best Seasons: Spring (March to May) and Fall (September to November) are ideal for pleasant weather.
- Getting There: Austin-Bergstrom International Airport (AUS) is just 20 minutes from downtown, making it accessible for teams traveling from various locations.
Timeline: 21 Days to an Offsite
Here’s a day-by-day breakdown to keep your planning on track:
Week 1: Initial Planning
- Days 1-3: Define goals and objectives for the offsite.
- Days 4-7: Research and shortlist venues. Aim for at least 5 options.
Week 2: Venue Selection and Booking
- Days 8-10: Visit selected venues (if possible) or conduct virtual tours. Check availability.
- Days 11-14: Finalize venue and sign contracts. Book accommodations if necessary.
Week 3: Logistics and Activities
- Days 15-17: Coordinate logistics (transportation, catering, AV needs).
- Days 18-20: Plan activities and finalize the agenda.
- Day 21: Confirm all details with vendors and send out final itinerary to attendees.
Venue Options for Large Teams
Comparison Table of Venues
| Venue Name | Location | Capacity | Price/Person/Night | Best For | Standout Feature | |------------------------------|-------------------|-------------|---------------------|------------------------------|--------------------------------| | The LINE Austin | Downtown Austin | 150 | $200 | Tech Workshops | Rooftop bar with city views | | Omni Austin Hotel | Downtown Austin | 300 | $220 | Large Conferences | On-site catering options | | JW Marriott Austin | Downtown Austin | 700 | $250 | Corporate Retreats | Large ballroom space | | Kimpton Hotel Van Zandt | Rainey Street | 200 | $210 | Creative Brainstorming | Live music on-site | | Fairmont Austin | Downtown Austin | 400 | $230 | Formal Gatherings | Luxurious spa facilities | | The Westin Austin at The Domain | The Domain | 300 | $190 | Team Building Activities | Outdoor fire pits | | Austin Convention Center | Downtown Austin | 10,000 | $150 | Trade Shows | Flexible space for large groups | | South Congress Hotel | South Congress Ave | 100 | $180 | Casual Meetups | Unique local art décor | | The Driskill Hotel | Downtown Austin | 200 | $240 | Historic Events | Iconic architecture | | The Domain | The Domain | 250 | $175 | Shopping and Dining | Outdoor shopping area | | Zilker Park | South Austin | 500 | $50 | Outdoor Activities | Scenic views | | The George Washington University | Downtown Austin | 300 | $210 | Academic Conferences | On-campus amenities |
Our Top Picks
- Best for Tech Workshops: The LINE Austin
- Best for Large Conferences: JW Marriott Austin
- Best for Casual Meetups: South Congress Hotel
Budget Breakdown for a 3-Day Offsite
For a team of 100, consider the following budget allocation:
- Venue (40%): $8,000
- Food & Beverage (25%): $5,000
- Activities (15%): $3,000
- Travel (15%): $3,000
- Contingency (5%): $1,000
Total Estimated Budget: $20,000
Risk Mitigation Strategies
- Vendor Reliability: Confirm contracts with multiple vendors and have backups ready.
- Weather Contingencies: Have indoor activities planned if outdoor options are affected.
- Communication: Ensure clear communication with attendees about logistics and any changes.
Conclusion
Organizing a successful offsite for 100+ people in just 21 days is entirely feasible with the right planning and resources. Start by defining your goals, selecting a venue that fits your needs, and keeping a close eye on your budget. Don’t forget to confirm all details with your vendors as your date approaches.
Ready to start planning your offsite? Act now to secure the best venue for your team!
Get a Free Custom Offsite Proposal
Tell us your team size, dates, and goals. We'll send venue options, activity ideas, and a full budget breakdown within 48 hours.