Pre-Planning
Define objectives: Set clear goals and expectations for your retreat, whether it’s for team building, strategic planning, brainstorming a specific project or just to have fun.
Set — and save — the dates: Consider the best season for the activities you have in mind, and work around any major business deadlines as well as your employees’ schedules. Be sure to let potential attendees know what you have planned, and gauge their interest and availability.
Create a budget: Depending on the event, include costs for accommodation, transportation, activities, speakers, meals and supplies.
Select the venue: It should meet your needs in terms of size, amenities and location. If possible, do a site visit beforehand.
Logistics
Plan the event: Depending on the goal of the retreat, organize a mix of work-related sessions and fun activities, including downtime for attendees to recharge. If needed: Book speakers or hire facilitators to lead the events.
Send invitations: Include dates, times, location, agenda, dress codes and anything else attendees need to know. Keep track of RSVPs and the number of expected attendees.
Plan travel: If the retreat is out of town and/or overnight, organize and book accommodation for all attendees and arrange transportation to and from the event. Alternatively, make sure all employees have the necessary information to book their own.
Plan meals and snacks: This could mean booking a restaurant, ordering catering or planning on-site cooking. In any case, make note of any dietary restrictions.
Provide an itinerary: Closer to the date of the event, create and share a detailed schedule that includes meetings, seminars, breakout sessions, speakers, etc., as well as team-building activities, meals, free time and contact information.
Prepare materials: Gather any projectors, flip charts, pens or other materials needed for workshops or meetings, and prepare any handouts or presentations in advance.
Assign roles: Designate responsibilities among team members, and make sure everyone knows their role.
Finally…
Confirm bookings: Right before your event, reconfirm all reservations and verify any special arrangements.
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