How to Plan a 100-Person Offsite in 2 Months

Did you know that 70% of employees say that offsite retreats significantly improve team morale and collaboration? However, planning a successful 100-person offsite in just two months can feel overwhelming. With the right strategies, you can create an impactful experience that aligns with your team's goals and budget. Here’s how to execute a seamless offsite retreat in 2026.

Why Choose Austin for Your Offsite?

Austin, Texas, is a vibrant city known for its live music, innovative tech scene, and diverse culinary offerings. With a range of venues and activities, it’s an ideal location for corporate retreats. The best times to visit are spring (March to May) and fall (September to November), when temperatures are pleasant, and the city is buzzing with events.

Getting There

Austin-Bergstrom International Airport (AUS) is conveniently located just 20 minutes from the city center, making it easy for your team to travel. Consider booking a hotel that offers a complimentary shuttle service to streamline logistics.

Venue Options for 100-Person Offsite

Here’s a list of venues to consider for your 100-person retreat, categorized by price range:

Mid-Range Venues

| Venue Name | Location | Capacity | Price/Person/Night | Best For | Standout Feature | |------------------------------|------------------|----------|--------------------|-------------------|-----------------------------------| | The LINE Austin | Downtown Austin | 150 | $175-225 | Casual Meetings | Rooftop bar with skyline views | | Hotel Van Zandt | Rainey Street | 120 | $180-230 | Creative Sessions | Live music and vibrant atmosphere | | South Congress Hotel | South Congress | 100 | $200-250 | Team Bonding | Unique local art installations |

Premium Venues

| Venue Name | Location | Capacity | Price/Person/Night | Best For | Standout Feature | |------------------------------|------------------|----------|--------------------|-------------------|-----------------------------------| | Four Seasons Hotel Austin | Downtown Austin | 200 | $250-350 | High-End Retreat | Luxurious spa services | | JW Marriott Austin | Downtown Austin | 150 | $220-300 | Formal Meetings | State-of-the-art AV technology | | The Driskill Hotel | Downtown Austin | 150 | $200-280 | Historic Charm | Stunning Victorian architecture |

Budget Breakdown

For a typical 100-person offsite, here’s a potential budget breakdown:

• 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

Timeline for Planning Your Offsite

Here’s a week-by-week breakdown to keep you on track:

8 Weeks Out

• Finalize Objectives: Define what you want to achieve during the offsite (team bonding, strategy planning, etc.).
• Select Venue: Book your venue. Consider negotiating for discounts if booking directly.

6 Weeks Out

• Plan Agenda: Outline sessions, activities, and breaks.
• Book Accommodations: Reserve a room block for attendees.

4 Weeks Out

• Confirm Vendor Services: Hire catering, AV, and any facilitators.
• Send Invitations: Communicate details to all participants.

2 Weeks Out

• Finalize Headcount: Confirm numbers with the venue and caterers.
• Prepare Materials: Create any necessary presentations or handouts.

1 Week Out

• Conduct a Final Walkthrough: Visit the venue to ensure everything meets your expectations.
• Pack Supplies: Gather any materials or equipment you need to bring.

Risk Mitigation Strategies

Ensure a smooth event by considering potential risks:

• Venue Issues: Always have a backup venue in mind. Confirm all details multiple times.
• Weather Concerns: If planning outdoor activities, have an indoor alternative ready.
• Low Attendance: Send reminders and provide incentives for participation (e.g., raffle prizes).

Conclusion: Your Action Items

1. Choose Austin as your offsite destination for its vibrant atmosphere and accessibility.
2. Select a venue that fits your budget and needs, using the provided comparison table.
3. Follow the timeline to stay on track, and ensure you have contingency plans in place.

Planning a successful offsite in just two months is achievable with careful organization and clear communication.