How to Plan a 100-Person Offsite in 60 Days: A Step-by-Step Guide

Planning an offsite for 100 people can feel daunting, but did you know that companies that invest in team retreats report a 50% increase in employee engagement? In 2026, with remote work becoming the norm, offsites are not just a luxury; they're a necessity for fostering collaboration and connection. Let’s break down how to pull off a successful offsite in just 60 days!

8-Week Planning Timeline

Week 1-2: Define Goals and Budget

• Define Objectives: What are the key outcomes? Team bonding, strategy sessions, or training?
• Set Budget: Budget for venue (40%), F&B (25%), activities (15%), travel (15%), contingency (5%). For a 100-person group, aim for $20,000 - $30,000 total.

Week 3: Research Venues

• Identify Potential Venues: Look for venues that can accommodate 100 people in your preferred location. Consider logistics like transportation and accommodation.

Week 4: Venue Visits and Finalization

• Site Visits: Schedule visits to shortlist venues. Check capacity, meeting spaces, and accommodations.
• Finalize Venue: Book your venue and request a room block for attendees.

Week 5: Plan Activities

• Select Activities: Choose team-building or leisure activities that align with your goals. Consider both indoor and outdoor options.

Week 6: Catering and AV

• Menu Selection: Work with the venue on catering options. Budget $50-75 per person for meals and snacks.
• AV Needs: Confirm AV equipment and setup requirements with the venue.

Week 7: Logistics Coordination

• Transportation: Arrange shuttle services from the airport or accommodation to the venue.
• Communication: Send save-the-dates and detailed itineraries to attendees.

Week 8: Final Touches

• Confirm All Details: Reconfirm catering, activities, and AV setup.
• Prepare Welcome Kits: Consider including agendas, maps, and branded merchandise.

Budget Breakdown Example

| Category | Percentage | Amount (for 100 people) | |------------------|------------|-------------------------| | 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 100-Person Offsites

Best for Corporate Retreats

| Venue Name | Location | Capacity | Price/Person/Night | Best For | Standout Feature | |--------------------------|------------------|----------|---------------------|--------------------------|--------------------------------| | The Omni Hotel | San Diego, CA | 100 | $250 | Team bonding | Ocean view meeting rooms | | The Ritz-Carlton | Denver, CO | 120 | $350 | Luxury experience | Rooftop terrace | | The Westin | Austin, TX | 120 | $175 | Tech team retreats | On-site bar and lounge | | The Fairmont | Chicago, IL | 150 | $225 | Executive strategy | Historic ballroom | | The Marriott | Atlanta, GA | 100 | $200 | Conferences | Central location with amenities |

Best for Outdoor Activities

| Venue Name | Location | Capacity | Price/Person/Night | Best For | Standout Feature | |---------------------------|------------------|----------|---------------------|--------------------------|--------------------------------| | The Lodge at Breckenridge | Breckenridge, CO | 100 | $220 | Adventure retreats | Skiing and hiking nearby | | Camp Tamarancho | Marin County, CA | 100 | $150 | Team-building | Outdoor ropes course | | The Greenbrier | White Sulphur Springs, WV | 120 | $300 | Relaxation | Historic spa |

Our Top Picks

• Best for Budget: The Westin, Austin, TX - $175/person, great for tech teams.
• Best for Luxury: The Ritz-Carlton, Denver, CO - $350/person, ideal for executive retreats.
• Best for Outdoor Activities: Camp Tamarancho, Marin County, CA - $150/person, excellent for team-building.

Conclusion

Planning a successful offsite for 100 people in 60 days is entirely feasible with a structured approach. Start by defining your goals and budget, and then choose a venue that aligns with your needs. Keep communication open with your team and attendees to ensure everyone is prepared and excited. By following this guide, you’ll set your team up for an engaging and productive offsite experience.