How to Plan a 2-Day Retreat for a 25-Person Team in Austin: A Step-by-Step Guide
How to Plan a 2-Day Retreat for a 25-Person Team in Austin: A Step-by-Step Guide
Did you know that 92% of employees report feeling more engaged after attending an offsite retreat? Yet, planning a successful retreat can often feel like a daunting task, especially in a vibrant city like Austin. With its eclectic culture, delicious food scene, and beautiful venues, Austin offers an abundance of options for corporate retreats. Let’s break down how to plan a 2-day retreat for your 25-person team in Austin, ensuring that everything runs smoothly from start to finish.
Why Austin for Your Retreat?
Austin is known for its unique blend of innovation and fun, making it an ideal destination for corporate retreats. The best time to visit is during the spring (March to May) or fall (September to November) when temperatures are mild, and the city is alive with activities. Plus, Austin-Bergstrom International Airport (AUS) offers easy access for out-of-state teams.
8-Week Planning Timeline
Week 8: Define Objectives
- Establish the goals for the retreat (team building, strategy sessions, etc.).
- Determine the budget (average $250 per person, including lodging and meals).
Week 7: Venue Selection
- Research and choose venues that fit your budget and capacity (see comparison table below).
Week 6: Activities Planning
- Decide on team activities (consider both indoor and outdoor options).
- Book facilitators if needed.
Week 5: Logistics Coordination
- Arrange transportation to and from the venue.
- Coordinate meals and catering services.
Week 4: Communication
- Inform team members about the retreat details and objectives.
- Gather any dietary restrictions.
Week 3: Finalize Bookings
- Confirm venue, catering, and transportation.
- Ensure all contracts are signed.
Week 2: Prepare Materials
- Create an agenda and prepare any necessary materials for sessions.
- Pack any equipment needed for activities.
Week 1: Confirm Attendance
- Send out reminders and confirm the final headcount.
- Review all logistics one last time.
Budget Breakdown
| Category | Percentage | Estimated Cost | |-----------------------|------------|------------------| | Venue | 40% | $2,500 | | Food & Beverage | 25% | $1,500 | | Activities | 15% | $900 | | Travel | 15% | $900 | | Contingency | 5% | $300 | | Total | 100% | $6,100 |
Venue Comparison Table
| Venue Name | Location | Capacity | Price/Person/Night | Best For | F&B Included | AV Quality | |--------------------------------|------------------|-----------|---------------------|---------------------|--------------|------------| | The LINE Austin | Downtown | 25 | $220 | Creative Sessions | Yes | High | | Hotel Van Zandt | Rainey Street | 30 | $200 | Music & Culture | Yes | Medium | | South Congress Hotel | South Congress | 25 | $250 | Trendy Vibes | Yes | High | | Omni Austin Hotel | Downtown | 30 | $230 | Large Groups | Yes | High | | AT&T Executive Education Center | North Austin | 50 | $175 | Focused Workshops | Yes | High | | The Contemporary Austin | Near Zilker Park | 25 | $210 | Arts & Creativity | No | Medium | | The Domain Hotel | North Austin | 25 | $240 | Shopping & Dining | Yes | High | | Kimpton Hotel Van Zandt | Rainey Street | 30 | $235 | Chic Atmosphere | Yes | High | | The Driskill Hotel | Downtown | 25 | $250 | Historic Experience | Yes | High | | JW Marriott Austin | Downtown | 50 | $245 | Luxury Retreat | Yes | High | | The Ruby Hotel | East Austin | 25 | $190 | Boutique Experience | Yes | Medium | | The Westin Austin at The Domain| North Austin | 30 | $225 | Wellness Retreat | Yes | High |
Recommended Activities
1. Team Cooking Class
- Time Required: 3 hours
- Group Size: Up to 25
- Cost: $100/person
- Energy Level: High
- Indoor/Outdoor: Indoor
- Logistical Notes: Venue provides kitchen; bring your own ingredients.
- Skip if: Your team dislikes cooking or has dietary restrictions.
2. Kayaking on Lady Bird Lake
- Time Required: 2 hours
- Group Size: Up to 25
- Cost: $35/person
- Energy Level: Medium
- Indoor/Outdoor: Outdoor
- Logistical Notes: Rentals available on-site; safety gear provided.
- Skip if: Weather is inclement.
3. Guided City Tour
- Time Required: 4 hours
- Group Size: Up to 25
- Cost: $50/person
- Energy Level: Low
- Indoor/Outdoor: Outdoor
- Logistical Notes: Arrange transportation; consider a themed tour.
- Skip if: Your team prefers a more active experience.
Conclusion: Action Steps
Planning a successful 2-day retreat for your 25-person team in Austin doesn't have to be overwhelming. Start by defining your goals, creating a timeline, and securing a venue that fits your budget. Remember to incorporate engaging activities that foster team bonding.
Immediate Action Items:
- Finalize your retreat objectives.
- Choose a venue from the comparison table.
- Start coordinating activities and logistics.
Get a Free Custom Offsite Proposal
Tell us your team size, dates, and goals. We'll send venue options, activity ideas, and a full budget breakdown within 48 hours.