How to Plan a 100-Person Offsite in Just 14 Days

Did you know that 70% of employees feel more engaged after attending an offsite? However, planning an effective offsite retreat can feel overwhelming, especially with a tight timeline. If you’re tasked with organizing a 100-person offsite in just 14 days, fear not! Here’s a practical guide to help you execute a successful retreat without the stress.

Day-by-Day Planning Timeline

Days 1-2: Define Objectives and Budget

• Objectives: Identify key goals for the offsite (team building, strategy sessions, etc.).
• Budget: Set a budget cap. For a 100-person offsite, consider $20,000-$30,000, breaking down as follows:
  • Venue: 40% ($8,000-$12,000)
  • Food & Beverage (F&B): 25% ($5,000-$7,500)
  • Activities: 15% ($3,000-$4,500)
  • Travel: 15% ($3,000-$4,500)
  • Contingency: 5% ($1,000-$1,500)

Days 3-4: Select and Book Venue

• Research and shortlist venues (see below for options).
• Book directly for potential savings (up to 15%).
• Request room blocks if overnight accommodations are needed.

Days 5-6: Plan Activities

• Choose activities that align with your objectives. Consider logistics and group size.

Days 7-8: Finalize F&B and AV Needs

• Confirm catering options and AV requirements with the venue.
• Ensure dietary restrictions are accommodated.

Days 9-10: Send Out Invitations

• Use a digital tool for RSVPs to track attendance efficiently.
• Include details on travel and accommodation.

Days 11-12: Confirm Logistics

• Finalize transportation arrangements if needed.
• Double-check all vendor contracts and services.

Days 13-14: Final Check and Preparation

• Conduct a final walkthrough of the venue if possible.
• Prepare materials and welcome kits for attendees.

Venue Options for a 100-Person Offsite

Comparison Table

| Venue Name | Location | Capacity | Price/Person/Night | Best For | Standout Feature | |---------------------------|----------------|------------|---------------------|------------------------|------------------------------------| | The Westin Seattle | Seattle, WA | 150 | $180-$250 | Corporate Retreats | Rooftop views | | The Kimpton Gray | Chicago, IL | 120 | $200-$300 | Team Building | Modern design | | The Ritz-Carlton | San Francisco, CA | 200 | $250-$350 | Luxury Experiences | World-class service | | The Omni Nashville | Nashville, TN | 130 | $175-$225 | Creative Sessions | Live music venue | | The Hyatt Regency | Austin, TX | 150 | $175-$225 | Tech Retreats | Central location | | The Standard | New York, NY | 100 | $300-$400 | Networking Events | Rooftop bar | | The Langham | Boston, MA | 120 | $225-$325 | Formal Meetings | Historic charm | | The W Hotel | Miami, FL | 200 | $200-$300 | Beachfront Retreats | Ocean views | | The Four Seasons | Philadelphia, PA | 150 | $250-$350 | High-end Offsites | Elegant ballrooms | | The Loews Hollywood | Los Angeles, CA | 100 | $200-$300 | Entertainment Focused | Proximity to Hollywood attractions | | The Marriott Marquis | Atlanta, GA | 200 | $175-$225 | Large Gatherings | Convention center facilities | | The Hilton Riverside | New Orleans, LA | 150 | $150-$200 | Cultural Experiences | Scenic river views |

Our Top Picks

• Best for Luxury: The Ritz-Carlton, San Francisco
• Best for Budget: The Hilton Riverside, New Orleans
• Best for Unique Experiences: The Omni Nashville

Activity Recommendations

1. Escape Room Challenge

   • Time: 2 hours
   • Group Size: Up to 100
   • Cost: $50/person
   • Energy Level: High
   • Logistics: Book in advance, requires transportation.
   • Skip if: Your team prefers outdoor activities.

2. Team Building Workshops

   • Time: 3 hours
   • Group Size: 20-100
   • Cost: $75/person
   • Energy Level: Moderate
   • Logistics: Venue must provide breakout space.
   • Skip if: Your team is already comfortable with each other.

3. Cooking Class

   • Time: 3 hours
   • Group Size: Up to 50
   • Cost: $100/person
   • Energy Level: Moderate
   • Logistics: Requires kitchen facilities.
   • Skip if: Team members have dietary restrictions.

Budget Breakdown

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

• Venue: $10,000 (40%)
• F&B: $6,000 (25%)
• Activities: $4,000 (15%)
• Travel: $4,000 (15%)
• Contingency: $1,000 (5%)

Conclusion

Planning a 100-person offsite in just 14 days is achievable with a focused timeline and clear objectives. Start by defining your goals and budget, select the right venue, and finalize logistics promptly. Remember to keep communication open with your team and vendors to ensure a seamless experience.