Your Complete Guide to Organising a Company Retreat

Your Complete Guide to Organising a Company Retreat

Established in 2006, Travel Out There’s key objective is to help ignite team spirit, raise morale and develop a more connected culture for our clients. A happy, motivated and aligned workforce is a productive one! We aim to accelerate trust, respect and friendship within your team by providing tailor made and remarkable experiences for your company.

Travel Out There aim to help companies serious about development and change as well as having some fun! Travel Out There 3-T Experiences combine Travel, Team Building with Training. Our professional facilitators provide the methodology and structure for your retreat and our experience managers handle all your ground handling requirements in your specified destination. Together they make the perfect team to ensure you make the most of the limited and extremely valuable time that you are all together.

Before embarking on a company retreat or off-site it is important to have some clear and specific objectives in place that is why we have created this complete guide to organising a company retreat that covers all 4 corners of the Square of Effective Communication!

Click on each link to read each post accordingly!

Right Time to Organise your Company Retreat

Right Place for your Company Retreat

Right Agenda for your Company Retreat

Right Way for your Company Retreat 

Please do not hesitate to contact us should you require any further information about organising a company retreat for your team!

10 STEPS – HOW TO PLAN A CORPORATE EVENT

How to plan a Corporate Event

If you are given the task to organise an event for your company or working with an event management company – this 10 step guide should help ensure you do not trip up during the planning stages.

A basic procedural outline to consider when planning an event or activity for your company that we use here at Travel Out There.

STEP 1:

Identify what type of event/activity you would like to do.

STEP 2:

Determine the goals of the event and what you would like to accomplish.

Define your objectives and outcomes of the event or activity.

Identify the target audience and event emphasis: Education, Health etc.

STEP 3:

Decide on a date and time for the event or activity.  

STEP 4: 

Consider locations and types of facilities to host event.

Determine the use of space and or seating arrangement and capacity required for the event or activity.

Decide who will be responsible to secure the facility and be the event coordinator.

STEP 5:

Consider establishing partnerships with other organizations or people to assist with the execution of the event.

Identify their role when determining key decisions.

STEP 6:

Create an event/program budget.

Identify the sources and amounts of potential revenue and expenses.

Revise for realistic and necessary true cost and revenue updates.

STEP 7:

Create an event timeline.

Outline all essential decisions/activities in a time sequential order from the point of initial consideration to decision being finalized and decisions being executed.

Document who is responsible for each function.

Communicate the timeline to everyone involved in the planning or fulfillment of the event.

STEP 8:

Determine Key Decisions: 

Program 

  • Determine the order of activities that need to occur at the event or activity.
  • Determine who will perform or execute the agenda items.
  • Determine if a published program is necessary. If so decide who will create and print the program.

Presentation(s)/ Speakers 

  • Identify the topics of information to be shared.
  • Determine if presenters/speakers are needed. If so identify potential presenters or speakers to invite to participate.
  • Decide on the time frame for each presentation or speech.
  • Decide the type of communication that should transpire with the presenters/speaker, when it should occur and who will be responsible to execute and follow-up.

 Equipment 

  • Identify what equipment is necessary for the event or activity.
  • Identify potential sources to secure needed equipment.
  • Evaluate the cost of the equipment.
  • Decide who will be responsible for the pick up and return of the equipment.

Materials 

  • Determine what materials are needed, and identify potential sources to purchase them.
  • Decide who will be responsible for purchasing, preparing and storing the materials.

Awards 

  • Determine who will receive awards – presenters/speakers.
  • Decide on awards items and identify sources to purchase them.
  • Decide who will be responsible for purchasing awards and presenting them.

Public Relations 

  • Identify the method(s) which will be used to publicize the event or activity.
  • Decide who will be responsible for the development of invitations, flyers, press releases, emails, etc.
  • Decide who will be the contact for public inquires on the event or activity.
  • Decide who will be responsible to disseminate the types of information on the event or activity.
  • Decide who will be documenting, photographing / filming the event to help with increased client engegement post event.

Internal Communication 

  • Determine the method of communication to the people within the organization to inform them, include them and encourage them to participate. For instance communicating by email, newsletter, Whatsapp etc.

STEP 9:

Take into consideration these special additions/items if needed:

  • Food
  • Music
  • Activities (at Travel Out There we like to incorporate activities and ice breakers in to the event to help drive more connectivity)
  • Decorations
  • Flowers
  • Photography/video
  • Clean up

STEP 10:

You have planned well and are ready to go. Have a Successful Event!

Hope this helps to ensure you have a remarkable event or activity. Should you need any further assistance please do not hesitate to contact us!

Tips on setting the right agenda for your company retreat?

Why it is important to set the Right Agenda for your Company Retreat?

So we have written about how to recognise it is the right time and factors to think about when deciding the right place, now we understand the right way for your company retreat or off site.  Right time, place and way make up 3 corners of the square for effective communication. In this post, we cover the fourth and final corner the ‘right agenda’ for your company retreat!  Covering all corners of the square of communication will ensure your corporate offsite is effective, hits the key objectives and has a positive ROI.

Square of Communication

1) Work with the facilitator to draft an agenda.

Be mindful of the time. You do not want to keep people later than you have scheduled them. Put together an agenda that focuses on the specific goals in the time allotted. Distribute the agenda ahead of time. Giving everyone a chance to review the agenda before the retreat will help them feel more prepared.

2) Give people sufficient recreation and downtime

It is often the during the ‘down time’ during a retreat when best ideas are created, when in the bar or enjoying an team building activity. Be sure to not go too heavy on the meeting / conference agenda and incorporate the sufficient activities and rest time for people to really value this time that you are all together. At Travel Out There recommend the 80/20 rule. 80% work to 20% fun!

Striking the balance between work and play

  • opt for 80/20.
  • Incorporate team building with training (helps reinforce objectives)
  • Give options. Some team activities as well as time for downtime (‘Me time..individual activities’)
  • Include activities such as early morning run to promote wellness, see the city and also get in the right frame of mind for day 

Typical Programme:

  • Day 1. Arrive.
  • Day 2. Training: 09.00 -15.30   Team Build: 16.00 – 19.00   Dinner 20:00
  • Day 3. Training: 09.00 -15.30   Team Build   16.00 – 19.00 Dinner: 20:00
  • Day 4. Leave

3) Document Everything!!

Travel Out There team can capture the key points and take notes during the retreat and immediately process these results in to a written report summarising the discussions, any decisions that were made, and action steps to be taken. Having a list of action items will keep everyone engaged even after the retreat, and it is important to hold people accountable for what they agreed to do…That is something we cannot do 😉