How to Plan a 30-Person Retreat in 60 Days: A Step-by-Step Guide

Did you know that 70% of employees feel more engaged after attending a well-planned team retreat? However, planning one can feel overwhelming, especially with a tight timeline. This guide will help you organize a successful 30-person retreat in just 60 days, ensuring you cover all essential details from venue selection to activities.

8-Week Planning Timeline

Week 1: Define Your Goals

• Milestone: Identify the purpose of your retreat (team bonding, strategy planning, etc.).
• Action: Create a one-page document outlining objectives.

Week 2: Budget Formulation

• Milestone: Establish a budget.
• Action: Use the budget breakdown below for categories.

Week 3: Venue Research

• Milestone: Compile a list of potential venues.
• Action: Reach out to venues for availability and quotes.

Week 4: Venue Selection

• Milestone: Choose your venue.
• Action: Book the venue and request a room block if required.

Week 5: Finalize Activities

• Milestone: Select activities that align with your goals.
• Action: Coordinate with vendors for activities.

Week 6: Logistics Coordination

• Milestone: Arrange transportation and catering.
• Action: Confirm AV requirements and other logistics with the venue.

Week 7: Communication

• Milestone: Send out itinerary and details to attendees.
• Action: Include travel tips and packing lists.

Week 8: Final Checks

• Milestone: Conduct a final review.
• Action: Confirm all bookings and prepare for on-site execution.

Budget Breakdown

| Category | Percentage | Amount (for $15,000 budget) | |-------------------|------------|------------------------------| | Venue | 40% | $6,000 | | Food & Beverage | 25% | $3,750 | | Activities | 15% | $2,250 | | Travel | 15% | $2,250 | | Contingency | 5% | $750 |

Venue Options for Your Retreat

Best for Professional Development

| Name | Location | Capacity | Price/Person/Night | Best For | Standout Feature | |-----------------------|---------------------|-----------|---------------------|-------------------------|---------------------------------| | The Westin Boston | Boston, MA | 30-50 | $200-250 | Strategy sessions | Rooftop terrace for evening events| | Kimpton Hotel Van Zandt | Austin, TX | 30-40 | $175-225 | Team bonding | Live music in the lobby |

Best for Relaxation

| Name | Location | Capacity | Price/Person/Night | Best For | Standout Feature | |-----------------------|---------------------|-----------|---------------------|-------------------------|---------------------------------| | The Ritz-Carlton | Half Moon Bay, CA | 30-60 | $300-400 | Relaxation retreats | Ocean view meeting spaces | | Lake Arrowhead Resort | Lake Arrowhead, CA | 30-50 | $150-200 | Nature retreats | Private lake access |

Best for Adventure

| Name | Location | Capacity | Price/Person/Night | Best For | Standout Feature | |-----------------------|---------------------|-----------|---------------------|-------------------------|---------------------------------| | The Omni Homestead | Hot Springs, VA | 30-80 | $250-350 | Outdoor activities | Historic hot springs | | Camp Sunshine | Lake Tahoe, CA | 30-50 | $100-150 | Team building | Team-oriented outdoor activities |

Our Top Picks

1. For Strategic Planning: The Westin Boston
2. For Relaxation: The Ritz-Carlton, Half Moon Bay
3. For Adventure: The Omni Homestead

Risk Mitigation

Potential Issues and Solutions

• Issue: Venue double-booked.

  • Solution: Confirm booking 1 month prior and have a backup venue.

• Issue: Weather impacts outdoor activities.

  • Solution: Have indoor alternatives planned ahead.

Conclusion

Planning a successful 30-person retreat in 60 days is absolutely achievable with a structured timeline and a clear budget. Start by defining your goals, followed by diligent venue research, and ensure you have contingency plans in place.

Action Items:

• Finalize your venue and budget within the first two weeks.
• Create a detailed itinerary and communicate with your team.
• Confirm all logistics by the end of week eight.