How to Plan a 100-Person Offsite Retreat in 60 Days (2026)

Did you know that 78% of employees report increased productivity after attending an offsite retreat? However, planning a successful offsite for 100 people in just 60 days can feel daunting. Whether you're a Chief of Staff, VP of People, or a Founder, this guide will provide you with specific, actionable steps to create a memorable and productive experience for your team.

Overview: Why Choose Austin, Texas for Your Offsite?

Austin is a vibrant city known for its unique blend of culture, outdoor activities, and excellent venues. With a warm climate and a booming tech scene, it's an appealing choice for corporate retreats. The best seasons for offsites are spring and fall, when temperatures are mild and outdoor activities are more enjoyable.

Getting There

Austin-Bergstrom International Airport (AUS) is just 20 minutes from downtown, making it convenient for teams traveling from various locations. Many hotels offer shuttle services, so be sure to inquire when booking.

Venue Options for Your 100-Person Retreat

Here are some excellent venue options in Austin, grouped by price point, to accommodate your 100-person team.

High-End Venues

| Venue Name | Location | Capacity | Price/Person/Night | Best For | Standout Feature | |--------------------------|---------------------|----------|---------------------|----------------------|-------------------------------| | The Driskill Hotel | Downtown Austin | 100 | $250 | Luxury Experience | Historic charm and elegance | | Fairmont Austin | Downtown Austin | 200 | $230 | Corporate Events | Rooftop pool with city views | | JW Marriott Austin | Downtown Austin | 120 | $245 | Large Conferences | State-of-the-art AV equipment |

Mid-Range Venues

| Venue Name | Location | Capacity | Price/Person/Night | Best For | Standout Feature | |--------------------------|---------------------|----------|---------------------|----------------------|-------------------------------| | The LINE Austin | South Congress | 100 | $195 | Creative Meetings | Artistic design and atmosphere | | Austin Marriott Downtown | Downtown Austin | 150 | $215 | Team Building | Flexible meeting spaces | | Omni Austin Hotel | Downtown Austin | 120 | $210 | Networking Events | On-site dining options |

Budget-Friendly Venues

| Venue Name | Location | Capacity | Price/Person/Night | Best For | Standout Feature | |--------------------------|---------------------|----------|---------------------|----------------------|-------------------------------| | Holiday Inn Austin | North Austin | 100 | $140 | Casual Gatherings | Affordable and convenient | | Best Western Plus | South Austin | 100 | $125 | Small Workshops | Complimentary breakfast | | La Quinta Inn & Suites | North Austin | 100 | $130 | Budget-Conscious Teams| Spacious rooms |

Our Top Picks for Different Scenarios

• Luxury Experience: The Driskill Hotel - Ideal for impressing clients or hosting high-level meetings.
• Mid-Range Value: The LINE Austin - Perfect for creative teams wanting an inspiring atmosphere.
• Budget-Friendly: Holiday Inn Austin - Great for casual team-building without breaking the bank.

Sample 60-Day Timeline for Planning Your Offsite

Week 1-2: Initial Planning

• Define objectives and goals for the retreat.
• Finalize budget: $200/person/day including lodging, meals, and activities.

Week 3: Venue Selection

• Research and contact venues (book 4+ months ahead for Q4 dates).
• Schedule site visits (if possible) to finalize the venue choice.

Week 4: Logistics Coordination

• Confirm AV needs, catering, and accommodation blocks.
• Book transportation for the team (consider shuttles from AUS).

Week 5: Finalize Activities

• Select team-building activities (see the activities section below).
• Confirm any facilitators or speakers.

Week 6: Communication

• Send out invites and details to all participants.
• Create a shared itinerary and coordinate travel arrangements.

Week 7: Final Checks

• Confirm headcount with the venue.
• Review all logistics and prepare materials.

Week 8: Execute

• Arrive early to ensure everything is set up.
• Have a contingency plan for any last-minute changes.

Budget Breakdown for a 100-Person Retreat

Here’s a sample budget breakdown based on a total of $20,000 for your retreat:

• Venue Rental: 40% - $8,000
• Food & Beverage: 25% - $5,000
• Activities: 15% - $3,000
• Travel: 15% - $3,000
• Contingency: 5% - $1,000

Risk Mitigation: What Could Go Wrong?

• Venue Issues: Always have a backup venue option in case of last-minute cancellations.
• Weather: Plan for indoor activities if your offsite includes outdoor events.
• Travel Delays: Allow for extra time in your schedule for arrivals.

Conclusion: Action Items

1. Define your retreat's objectives and budget.
2. Choose the best venue based on your team’s needs and preferences.
3. Follow the timeline to ensure a smooth planning process.
4. Communicate clearly with all participants and vendors.

Planning a successful offsite retreat doesn’t have to be overwhelming. With this guide, you can create a productive and enjoyable experience for your team in just 60 days.