How to Plan a 100-Person Offsite in 60 Days

Did you know that 70% of employees feel more engaged after an offsite retreat? However, planning one for 100 people in just 60 days can feel overwhelming. With the right approach, you can create an impactful experience that strengthens your team's bond and drives productivity. Let’s dive into a practical guide to help you execute a seamless offsite in just two months.

8-Week Timeline for Planning Your Offsite

Week 1: Define Objectives and Budget

• Milestone: Identify the purpose of your offsite (team building, strategy session, etc.).
• Budget Template:
  • Venue: 40%
  • Food & Beverage: 25%
  • Activities: 15%
  • Travel: 15%
  • Contingency: 5%
• Action: Set a budget of approximately $20,000-$25,000 for 100 people.

Week 2: Choose a Location

• Tip: Consider accessibility for all participants.
• Action: Research venues in desirable locations.

Week 3: Venue Selection

• Milestone: Narrow down your venue options and make initial contact.
• Action: Book the venue that fits your budget and capacity needs.

Week 4: Finalize Venue and Logistics

• Action: Confirm your venue booking. Discuss amenities, AV requirements, and catering options.
• Tip: Book direct to save up to 15% on venue costs.

Week 5: Plan Activities

• Milestone: Choose engaging activities that align with your objectives.
• Action: Research vendors and book activities.

Week 6: Coordinate Travel and Accommodations

• Action: Arrange transportation and lodging for attendees.
• Tip: Request a room block early to secure lower rates.

Week 7: Final Details and Confirmations

• Milestone: Confirm all arrangements with vendors and the venue.
• Action: Create an agenda for the offsite.

Week 8: Pre-Offsite Communication

• Action: Send out details to all participants, including travel schedules, agenda, and what to bring.

Venue Comparison Table

| Venue Name | Location | Capacity | Price/Person | Best For | F&B Included | AV Quality | |-----------------------|------------------|----------|---------------|----------------------|--------------|----------------| | The Westin Seattle | Seattle, WA | 100 | $200 | Corporate Retreats | Yes | High | | The Drake Hotel | Chicago, IL | 120 | $225 | Team Building | Yes | Excellent | | The Ritz-Carlton | San Francisco, CA | 150 | $250 | Strategy Sessions | Yes | Premium | | Kimpton Gray Hotel | Chicago, IL | 100 | $175 | Workshops | Yes | Good | | The Langham | Boston, MA | 100 | $220 | Executive Retreats | Yes | Excellent | | The Conrad | New York, NY | 120 | $240 | Networking Events | Yes | High | | Fairmont Scottsdale | Scottsdale, AZ | 100 | $180 | Outdoor Activities | Yes | Good |

Activity Recommendations

1. Team Scavenger Hunt

• Time Needed: 2 hours
• Group Size: Up to 100
• Cost: $30/person
• Energy Level: High
• Logistics: Requires a facilitator and materials.
• Skip if: Your team prefers a more relaxed pace.

2. Cooking Class

• Time Needed: 3 hours
• Group Size: Up to 50
• Cost: $100/person
• Energy Level: Medium
• Logistics: Venue must have a kitchen or partner with a local cooking school.
• Skip if: Team members have dietary restrictions.

3. Outdoor Adventure Course

• Time Needed: 4 hours
• Group Size: Up to 100
• Cost: $80/person
• Energy Level: High
• Logistics: Travel to a local facility required.
• Skip if: Weather conditions are unsuitable.

Budget Breakdown for 100-Person Offsite

• Venue: $20,000 (Average $200/person)
• Food & Beverage: $12,500 (Average $125/person)
• Activities: $8,000 (Average $80/person)
• Travel: $4,500 (Average $45/person)
• Contingency: $2,500 (Average $25/person)
• Total: $47,500

Conclusion

Planning a successful 100-person offsite in just 60 days is entirely achievable with a structured approach. Start by defining your objectives, choosing the right venue, and carefully coordinating logistics. Don't forget to engage your team with exciting activities that foster collaboration and camaraderie.

Action Items:

1. Establish your objectives and budget.
2. Research and book your venue.
3. Plan engaging activities tailored to your team's interests.