How to Plan a Weekend Retreat for 20 People in 2 Months

Planning a weekend retreat for your team can feel overwhelming, especially when you're on a tight timeline. Did you know that 83% of teams report improved collaboration after attending offsite retreats? With just two months to go, this guide will help you navigate the logistics to create a memorable and productive experience for your team in 2026.

Overview: Why Choose Austin for Your Retreat?

Austin, Texas, consistently ranks as one of the top cities for corporate retreats due to its vibrant culture, beautiful landscapes, and diverse venues. The best seasons for retreats are spring and fall, with mild weather perfect for both indoor and outdoor activities.

Getting There: Austin-Bergstrom International Airport (AUS) is just 20 minutes from downtown, making it accessible for teams coming from various locations.

Venue Options for Your Weekend Retreat

Here’s a curated list of venues in Austin that can accommodate your group of 20, organized by price range and overall vibe.

Best for Relaxation and Nature

| Venue Name | Location | Capacity | Price/Person/Night | Best For | Standout Feature | |-----------------------------|------------------|----------|---------------------|-------------------------------|-------------------------------------| | The Lakeway Resort & Spa| Lakeway, TX | 20-200 | $175-225 | Relaxation and team bonding | Stunning lake views, spa services | | Travaasa Austin | Austin, TX | 20-150 | $200-250 | Wellness and adventure | Outdoor activities like yoga | | The Wildflower Center | Austin, TX | 20-120 | $150-200 | Nature experience | Beautiful gardens for team activities|

Best for Modern Amenities

| Venue Name | Location | Capacity | Price/Person/Night | Best For | Standout Feature | |-----------------------------|------------------|----------|---------------------|-------------------------------|-------------------------------------| | Hotel Van Zandt | Austin, TX | 20-300 | $200-250 | Modern vibe and nightlife | Rooftop bar with views | | The LINE Austin | Austin, TX | 20-500 | $220-270 | Urban experience | Waterfront location | | Kimpton Hotel Van Zandt | Austin, TX | 20-300 | $225-275 | Stylish and trendy | Live music events on-site |

Best for Unique Experiences

| Venue Name | Location | Capacity | Price/Person/Night | Best For | Standout Feature | |-----------------------------|------------------|----------|---------------------|-------------------------------|-------------------------------------| | The Domain | Austin, TX | 20-150 | $150-200 | Shopping and dining | Vibrant outdoor spaces | | The Blanton Museum | Austin, TX | 20-100 | $100-150 | Art and culture | Private tours available | | Zilker Park | Austin, TX | 20-500 | Free (permit fees) | Outdoor team building | Scenic park for picnics and games |

Our Top Picks

1. Best for Relaxation: The Lakeway Resort & Spa - Perfect for teams needing downtime and rejuvenation.
2. Best for Modern Amenities: Hotel Van Zandt - Ideal for teams that want to blend work with nightlife.
3. Best for Unique Experiences: The Blanton Museum - Great for teams interested in culture and art.

Timeline: 8-Week Planning Milestones

1. Week 8: Define retreat goals and objectives.
2. Week 7: Finalize venue selection and book accommodations.
3. Week 6: Create a detailed agenda including activities and meals.
4. Week 5: Coordinate transportation and logistics (airport shuttles, rental cars).
5. Week 4: Confirm catering and dietary restrictions.
6. Week 3: Finalize activities and book any external vendors.
7. Week 2: Send out final itinerary to participants.
8. Week 1: Confirm all bookings and prepare materials needed for the retreat.

Budget Breakdown for a Weekend Retreat

| Category | Estimated Cost | Percentage of Total | |----------------|----------------|---------------------| | Venue | $4,500 | 40% | | Food & Beverage| $2,500 | 25% | | Activities | $1,500 | 15% | | Transportation | $1,500 | 15% | | Contingency | $500 | 5% | | Total | $12,500 | 100% |

Vendor Coordination Checklist

• Venue: Book and confirm 8 weeks ahead.
• Catering: Finalize menu 4 weeks ahead.
• Transportation: Arrange shuttles 3 weeks ahead.
• Activities: Confirm bookings 2 weeks ahead.

Risk Mitigation: What Could Go Wrong

• Venue Cancellation: Always have a backup venue in mind.
• Weather Issues: Select venues with indoor options.
• Dietary Restrictions: Collect information well in advance to avoid issues.

Conclusion: Action Items

• Identify your team’s goals for the retreat.
• Select and book a venue from the options provided.
• Create a detailed agenda and budget breakdown.
• Confirm all logistics and communicate with your team.

With this guide, you’re well on your way to planning a successful weekend retreat for your team in Austin, TX. Don't forget to book early, especially if your retreat falls during peak seasons!