How to Successfully Plan a 25-Person Offsite in 60 Days

Planning an offsite for your team can feel overwhelming, especially when you're working with a tight timeline. Did you know that 75% of teams report feeling more connected after attending an offsite? However, only 50% of organizations believe their offsites are effective. With the right planning, you can ensure your 25-person team has a productive and memorable experience. Here’s how to do it in just 60 days.

Overview: Why Choose Austin for Your Offsite

Austin, Texas, is a vibrant city known for its lively culture, tech scene, and diverse culinary offerings. The city is a fantastic spot for corporate retreats, especially in the spring and fall when the weather is mild and outdoor activities abound. With convenient access via Austin-Bergstrom International Airport (AUS), your team will have no trouble getting there.

Best Seasons to Visit

• Spring (March to May): Ideal for outdoor activities and festivals.
• Fall (September to November): Mild temperatures and fewer tourists.

Getting There

Austin is easily accessible, with AUS being just a 20-minute drive from downtown. Many hotels offer shuttle services, making logistics simpler for your team.

60-Day Planning Timeline

8 Weeks Out: Initial Planning

• Set Objectives: Determine the goals of the offsite (team bonding, strategy sessions, etc.).
• Budget Setup: Allocate funds for venue, food, activities, and travel.

6 Weeks Out: Venue Selection

• Research Venues: Shortlist options based on capacity and budget.
• Book Venue: Secure the venue with a deposit to lock in your date.

4 Weeks Out: Finalize Details

• Confirm F&B Options: Decide on meals and snacks.
• Plan Activities: Choose team-building exercises or workshops.

2 Weeks Out: Logistics Coordination

• Arrange Transportation: Book any necessary shuttles or group transportation.
• Send Agenda: Distribute a detailed agenda to all participants.

1 Week Out: Final Confirmation

• Confirm Headcount: Get final numbers from attendees.
• Check AV Needs: Ensure that all audio/visual equipment is set up.

Venue Options for Your 25-Person Offsite

Here are some venues in Austin that can accommodate your team, complete with details on capacity, pricing, and standout features.

| Venue Name | Location | Capacity | Price/Person/Night | Best For | Standout Feature | |---------------------------|----------------------|----------|--------------------|----------------------|----------------------------| | The LINE Austin | Downtown Austin | 50 | $200 | Modern vibes | Rooftop pool with views | | South Congress Hotel | South Congress Ave | 30 | $175 | Boutique experience | Unique local art | | Hotel Van Zandt | Rainey Street | 40 | $225 | Music lovers | Live music on weekends | | Kimpton Hotel Van Zandt | Downtown Austin | 50 | $240 | Luxury experience | Outdoor terrace | | The Driskill Hotel | Historic District | 30 | $210 | Historical charm | Iconic architecture | | Austin Proper Hotel | Downtown Austin | 50 | $250 | High-end luxury | Rooftop bar | | The Westin Austin | Downtown Austin | 40 | $185 | Corporate meetings | Extensive meeting space | | The Fairmont Austin | Downtown Austin | 50 | $230 | Large groups | Spa and wellness options |

Our Top Picks

• Best for Budget: South Congress Hotel ($175/person/night)
• Best for Luxury: The LINE Austin ($200/person/night)
• Best for Unique Experience: The Driskill Hotel ($210/person/night)

Budget Breakdown

Here’s a sample budget for a 25-person offsite in Austin:

| Category | Estimated Cost | Percentage Allocation | |------------------|----------------|-----------------------| | Venue | $5,000 | 40% | | Food & Beverage | $3,750 | 25% | | Activities | $2,250 | 15% | | Travel | $2,250 | 15% | | Contingency | $1,000 | 5% | | Total | $14,250 | 100% |

Risk Mitigation Strategies

1. Weather Issues: Plan for indoor activities or have contingency plans for outdoor events.
2. Low Attendance: Send reminders and check in with participants to ensure a solid headcount.
3. Last-Minute Venue Changes: Book your venue early and have a backup option ready.

Conclusion: Action Items

1. Finalize your offsite goals and budget.
2. Research and book your venue within the next week.
3. Plan your activities and confirm logistics in the following weeks.

With this guide, you can confidently plan a successful offsite for your team in just 60 days.