Your retreat is quickly approaching! All final decisions are being made, your co-hosts are asking for details, and the guests are getting excited for their adventure. To smooth the process and reduce stress on-site, start to compile all retreat details in an internal overview before you head out of the office.
The magic is in the details! When starting your internal overview for both yourself and the other retreat hosts and leaders, think for a moment that if you were not present, what details would someone need to successfully execute the retreat seamlessly? This starts with the basics. Begin your overview with the overarching details, including retreat dates, time, location, and headcount.
With this, be sure that all addresses, both departure and destination are listed. If there are any stops along the way, make special note of them in the beginning section as determining the locations is the first step in getting the group to flow to the next activity.
Starting with your locations, be sure to have a phone number listed for where you are going to and how you are getting there. If you are headed to the Dream Inn in Santa Cruz on a charter bus, be sure to note the bus company contact, and the point of contact at the hotel or venue to smooth the transportation and arrival of your group. Every destination, vendor, and transportation company needs a contact listed.
Who is helping to provide the services for your retreat? Are there catering companies, hiking guides, table rentals, DJ’s, or any other service providers that you will be working with? We find it helpful to organize all contacts towards the beginning of your overview with detailed information on when they will be arriving, and exactly what they will be providing. That way, if another coordinator greets them upon arrival, they can be sure to confirm exactly what they will be providing based on the previously signed contracts. The goal of this is to simplify loads of information into a sheet that will bridge the gap between the planning process and the retreat execution, keeping you team in the loop and allowing everyone to be on the same page with expectations.
At this stage, it is important to note who will be leading the flow of events. If the people on the planning side won’t be on-site for the event, be sure that the planning team has open communication with the execution team. Additionally, it is a great idea to consider bringing on an On-site Event Director for your event to reduce stress on-site, as they are seasoned professionals at leading large groups that can help immensely with the flow of events. Also, Event Directors with the Offsite can offer additional activities such as Team Olympics, Guided Hikes, and Icebreakers to uplevel your company’s Team Building mission for the week and ease the process and aiding in creating the perfect atmosphere for you and your team’s epic retreat.
The next component is taking a look at your week’s itinerary and adding a detailed version of this into your overview. List out an hour by hour schedule to ensure that all parties are aware of what is happening at what time, and where they should be. If you have meetings scheduled from 9AM- 4PM, with a lunch break at 12:30 PM, be sure to share this scheduled itinerary with the meeting space, hotel, and other applicable venues and vendors, so they are fully ready for your arrival and departure. We find that it is helpful to note not only what the group will be doing, but where they will be at and who is facilitating that portion of the day.
While looking at the itinerary and scheduling out meals, make note of where each meal is coming from. Maybe you are starting the day with breakfast at the hotel, and then lunch will be served by a local deli out at the ropes course, followed by a specially catered dinner in the Apple Orchard. Provide a description of the menus decided upon, so that your team can easily cross reference to be sure that there are no hiccups with delivery.
How is your team handling beverages? Often times this can be built in to your catering package menus at a hotel, but if you are lucky enough to secure a venue with a bring your own policy, this is a great way to cut costs and personalize the experience even more for your team. Find out your leadership team’s favorite liquors, survey your team’s beer and wine choice, and create a shopping list for all your alcohol needs.
In efforts to keep things organized during arrival, we also recommend creating a rooming list beforehand based on the layout of the property and requirements of each guests so that the execution team as well as each team member is aware of where they will be staying, and who their roommate is. Getting a detailed list of the accommodations for your group allows you to accurately place each guest based on their needs and requests. Be sure to survey the group beforehand to ensure comfortability from the entire team in regards to any medical or religious needs to be sure they are met.
Now that your ducks are in a row, what will you physically need to pull of your incredible retreat? This looks a little different for each team, but think through the days and what equipment will bring together your event. Make sure you have power cords, laptop cables, and adapters to project your screen during meetings, Plastic cups or preferably reusable water bottles to keep the lawn a glass-free area, or coolers for fresh beverages after a day of Team Olympics. Think of additional items that will add to your retreat, maybe it is board games for those who want a more low key night or a karaoke machine for after hours. Having a list of all required equipment will make the packing process way less stressful in eliminating the feeling of… “I feel like I forgot something.”
Now, what do people need to bring with them? Lots of retreats leave much to be anticipated by the guests, but be sure that each person is bringing their own essential items that will ensure their comfort, even if you choose to keep the itinerary a secret! A few items to keep in mind, especially for an outdoor based retreat, would be sunscreen, portable power source, and shoes that you don’t mind getting dirty. If you are hosting a more upscale retreat experience in the city, let people know of the dress code so they are well prepared upon arrival.
You’ve compiled all of the nitty gritty details, and from here your overview can be simplified, repurposed, and shared with all applicable parties. We always recommend sending a condensed version of your overview with all attendees. Although they do not need your vendor contact information, details such as the rooming list, menu, and packing list can help them properly prepare for your team’s unique adventure. We’ve outlined a sample retreat itinerary below for brainstorming what yours can look like. Starting with all of the details in one place ensures that congruent information is being sent out within your organization, eliminating any confusion or misconceptions about what is to come.
After months of planning, ensuring that all the fine details come together means keeping all lines of communication open between all vendors, venues, and your employees. Ask any important questions right as they come up to help mitigate any uncertainties on site. Keep a running budget as prices become solidified and negotiate with your key vendors strategically to make sure you’re on track. Most of all when the time comes to adventure offsite, enjoy every moment!
EVENT OVERVIEW
Dates: Tuesday, Jan 1 2019- Wednesday, Jan 2 2019
Weather Forecast: 75 and Sunny!
Headcount: 12 guests
Location: The Lodge
1 River Rd, Guerneville, CA 95446
Connor: 111-222-3333
On-site Event Directors:
Mat: 111-222-3333
Vanessa: 111-222-3333
Rachel: 111-222-3333
Transportation:
Nation’s Transportation
Jerry: 111-222-3333
(1) 15-Passenger Sprinter Van
Tuesday 1/1/19:
9:00 AM pickup for 12 people from Civic Center to Lodge
Departing Bus 1: 311630
Contact at pickup location is Chase Smith 111-222-3333
Wednesday 1/2/19:
12:00 PM drop off for 12 people from Lodge to Civic Center
Return Bus 1: 311632
Deliveries & Contacts:
Rosa Area Party Rentals: May Valdes 111-222-3333
May will call the day before to provide with the most updated delivery time to drop off 2 tables and 20 chairs on Tuesday 1/1
Yoga Instructor- Joan Brown 111-222-3333
Bringing mats for 15 people for a 10AM class on Wednesday 1/2
King’s Kayak: Bryce Hanner 111-222-3333
Will be there to drop off enough for 15 people to Kayak by 11AM/ 11:30 on Tuesday
Equipment to bring:
5 gallon Water Jugs & Dispensers
Giant Jenga
Sound System
Ice & Coolers
Firewood + Lighter Fluid
Cups (Cocktails & Wine)
Folding Tables
Poster Board for Signs for Tent Numbers
Sharpies
Projector Screen
“PhotoBooth”
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iPad
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iPad stand
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Printer
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App
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Background set-up
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Fun stuff for photos
Itinerary
Monday 12/31/18:
2:00pm: The OFFSITE Team Arrives On-Site
Event set-up and preparation
PM Table & Chair Delivery
Local vendor check-in
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Blow Up All Rafts
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Find and Test Hiking Trails
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Set-up All Lawn Games
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Buy Firewood & All Things for Bonfire
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Run through check-in for the following day
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Table Set-up for check-in
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Bar set-up for arrival of Clients
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Alcohol Run
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Number Each Tent
Tuesday 1/1/19:
6:00am-10:00am: Tents Arrive and Set-Up
8:30 AM Group meets at Civic Center
9 am: Team departs via bus
10:30am: Arrive at Lodge
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Music Playing
11:00am-11:30am: Check-in
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Mimosa and Bloody Mary Bar
-Cold Drinks
-Granola Bars & Fruit
11:30am-12:30pm: Team Olympics (3 teams of 4)
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Flag Building
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Blind Gathering of Things
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Nuclear Meltdown
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Egg Drop Challenge
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-KEG / Soda / Rose on Ice
12:30-1:00 pm: Lunch is Served (Molly’s Catering)
1:00pm-4:00pm: On-Site Activities: River Activities, Swimming, Guided Tours, Hikes
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Kayakers: Mat
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Floatilla: Vanessa
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Hike: Rachel
4:00pm-5:30pm: Lawn Games, Wine Tasting, Happy Hour
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Setup: Mat
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Bar 1: Vanessa
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Bar 2: Rachel
5:30pm-7:00pm: Dinner is Served (Molly’s Catering)
(Sound System & Microphone for Speeches)
7:00-8:30 pm: Enjoy Camp
Karaoke, Sunset Swim, Lawn Games, Poker, Board Games
8:00pm: Music Starts
8:30pm-Closing: Bonfire + Campfire Songs + S’mores
Late Night Snacks Served
Wednesday 1/2/19:
7:00-9:00 am Sunrise Swim Option
9:00am- 10:00am: Breakfast is served (Molly’s Catering)
10:00am Optional Hike or Yoga
11:00am: Last Minute Gear Arrives to break down tents
12:00pm- Bus arrives
Food & Drinks
Beer:
1 Keg of Pacifico
2 x 30 Packs Coors Light
Cocktail Menu: 1. Tequila
A: Tequila / Soda / Lime
2. Vodka
A. Vodka / Sparkling Water / Lemon
3. Bulleit Bourbon
Wine Menu:
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Rose: 4 Bottles of Rose Wine
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Red: 3 Bottles of Red Wine (Cab + Pinot)
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White: 2 Bottles of Chardonnay
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3: Vodka + Bloody Mary (Pre-Mixed)
Non-Alcoholic
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BYO Water Bottle
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Flavored Soda Water (Mixed Assortment)
Weekend Menu-
Lunch
Street Taco bar:
Chipotle- coconut shrimp corn taco
Spicy Spanish style sweet potato taco
flour tortillas, soft corn tortillas, cilantro, white onion, jalapeno, limes, queso fresco, limes, orange habanero
sauce, cole slaw with chipotle cream
Spanish rice with chimichurri
Black beans
Mexican chocolate fudge brownies
Campfire Dinner
Main
Citrus ginger cured salmon with apple, pear chutney
Orange butter reduction sauce
Curried couscous, shaved carrot, toasted nuts, cilantro, red onion and raisin
Hearty BBQ Sides
Dry farmed tomato, basil, pomegranate molasses salad
Roasted sweet potatoes, tahini sauce, cherry tomato, fresh herbs and onion
Avocado stuffed with beet hummus, cumin scented chickpeas and black sesame
Pasta salad with peas, cherry tomato, smoked gouda, red onion, basil and herb vinaigrette
Salad Station:
Wild arugula, roasted butternut squash, dried tart cherry, Point Reyes Blue cheese, candied pecan and shaved apple
Dessert
S’mores station by a fire pit
Late Night
Pizza Rolls with ranch dipping sauce
Breakfast
Fresh berries, cream, honey
Mascarpone French toast casserole with maple syrup
Steel cut Oatmeal bar: dried fruits, cream, banana, honey, blueberries, strawberries,
toasted coconut, butter
Coffee/Orange juice/tea/ice tea
Rooming List
Lodge Layout:
1st Floor:
Room 1: Katie Brown
Room 2: Casey White
Room 3: Timothy Smith
Room 12: Hannah Green
2nd Floor:
Room 4: Jon Anderson
Room 5: Laura Williams
Room 6: Ellie Turner
Room 7: Lauren Connor
Room 8: Dakota Fletcher
Room 9: Alexa Ding
Room 10: Rob Garcia
Room 11: Steven King
Packing List
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Pillow
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Water Bottle
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Swim Suit
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Towels + Toiletries
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Shoes You Don’t Mind Getting Dirty
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Jacket + Pants (Evening)
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Headlights / Flashlights
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Hat
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Sunscreen
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Insect repellent
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Portable power source