How to Organize an Effective 30-Person Offsite in Denver in 6 Weeks

Did you know that 85% of employees report feeling more connected and engaged after attending a well-organized offsite? However, planning one can be a daunting task, especially with a tight timeline. In this guide, we’ll walk you through the essential steps to organize an effective offsite for 30 people in Denver within just 6 weeks.

Week-by-Week Timeline for Planning Your Offsite

6 Weeks Out: Define Your Objectives and Budget

• Milestones: Discuss with stakeholders to clarify goals (team building, strategy planning, etc.). Set a preliminary budget.
• Budget Template:
  • Venue: 40%
  • F&B: 25%
  • Activities: 15%
  • Travel: 15%
  • Contingency: 5%

5 Weeks Out: Select Your Venue

• Book early: Popular venues fill up quickly, especially in Denver. Aim for a deposit by this week.
• Checklist:
  • Capacity: Ensure it accommodates 30 comfortably.
  • Price: Confirm cost per person.
  • Amenities: Check for AV and F&B options.

4 Weeks Out: Finalize Logistics

• Confirm transportation arrangements, especially if the venue is outside downtown.
• Book accommodations if needed, aiming for a hotel that offers a group discount.

3 Weeks Out: Plan Activities

• Choose 2-3 activities that align with your offsite objectives. Consider team-building exercises or strategic workshops.

2 Weeks Out: Confirm Catering and AV Needs

• Finalize your food and beverage requirements. Ensure dietary restrictions are accounted for.
• Test AV equipment if possible.

1 Week Out: Send Out Itinerary

• Distribute a detailed agenda to participants, including travel details, venue information, and what to expect.

Day of Offsite: Execute Your Plan

• Arrive early for setup. Ensure all equipment is functioning and the venue is prepared for your group.

Venue Options for Your Denver Offsite

Here's a comparison of some top venues in Denver that can accommodate your 30-person offsite.

| Venue Name | Location | Capacity | Price/Person | Best For | F&B Included | AV Quality | |---------------------|-----------------------|-------------|---------------|------------------------|--------------|-----------------| | The Curtis Hotel | Downtown Denver | 30-50 | $100-$150 | Creative brainstorming | Yes | High | | The Maven Hotel | LoDo District | 30-40 | $120-$170 | Casual gatherings | Yes | Excellent | | The ART Hotel | Golden Triangle | 20-40 | $150-$200 | Upscale retreats | Yes | High | | The Brown Palace | Downtown Denver | 30-60 | $180-$250 | Formal meetings | Yes | Premium | | The Oxford Hotel | LoDo District | 30-50 | $110-$160 | Historic charm | Yes | Good | | The Source Hotel | RiNo Art District | 30-50 | $130-$180 | Unique atmosphere | Yes | Excellent | | The Hilton Denver | Downtown Denver | 30-100 | $130-$190 | Corporate events | Yes | Good | | The Westin Denver | Downtown Denver | 30-80 | $140-$200 | Wellness-focused retreats| Yes | High |

Our Top Picks

• For a Creative Vibe: The Curtis Hotel
• For a Unique Experience: The Source Hotel
• For a Formal Setting: The Brown Palace

Activity Recommendations

Consider these activities for your offsite, designed to foster team-building and engagement:

Indoor Activities

1. Escape Room

   • Time Needed: 1.5 hours
   • Group Size: Up to 30
   • Cost: $35/person
   • Energy Level: High
   • Logistical Notes: Book in advance; venue provides everything.
   • Skip If: Your team prefers outdoor activities.

2. Cooking Class

   • Time Needed: 2 hours
   • Group Size: 10-30
   • Cost: $75/person
   • Energy Level: Moderate
   • Logistical Notes: Choose a local chef for a unique experience.
   • Skip If: Dietary restrictions are complex.

Outdoor Activities

1. Hiking at Red Rocks
   • Time Needed: 3 hours
   • Group Size: Up to 30
   • Cost: Free (transportation costs apply)
   • Energy Level: High
   • Logistical Notes: Plan for transportation from the venue.
   • Skip If: Weather is inclement.

Budget Breakdown for a 30-Person Offsite

• Venue: $3,000 (assuming $100/person)
• F&B: $1,500 (assuming $50/person)
• Activities: $1,500 (assuming $50/person)
• Travel: $1,000 (local travel arrangements)
• Contingency: $250 (5% of total)

Total Estimated Cost: $7,250

Conclusion

Planning a successful offsite in Denver for 30 people in just 6 weeks is entirely achievable with the right strategy. Start by defining your objectives and budget, select a venue that fits your needs, and finalize logistics and activities in advance.

Action Items:

1. Set a meeting with stakeholders to define goals.
2. Select and book your venue within the next week.
3. Plan activities and finalize your budget.