Company offsite events: What they are and how to plan them

Stuck in an endless loop of meetings that aren’t producing fresh ideas or furthering your company’s goals? Consider planning an offsite event. Your employees’ performance and morale may benefit from a change of scenery, upgrading their team-building skills, or letting loose at a team karaoke night. By planning an offsite event focused on either work or play, you’ll energize your team in ways that traditional in-office meetings lack.

This guide will explain why corporate offsite meetings are so impactful, walk you through a successful event plan, and share a tailored corporate packing checklist to ensure a refreshing and outside-the-box experience.

5 reasons to plan a company offsite event

Provides opportunities for team building and bonding

Offsite events offer a chance to connect outside the pressures of the daily grind. They encourage collaboration, build trust, and improve communication, helping employees develop stronger working relationships and renew their commitment to the organization’s success.

Boosts morale and motivation

Over time, morale can decrease across the board, especially among staff who feel isolated or detached from their colleagues. However, when employees see that their organization invests in their professional growth at an offsite event, they are far more likely to reconnect with their team and feel motivated again. 

Improves inclusion

Sometimes, the hierarchical nature of corporate structures contributes to some employees feeling unseen or unheard. But even if the environment at the office is more inclusive, the face-to-face nature of an offsite event makes speaking to colleagues and giving feedback much more straightforward. 

Stimulates creativity

Think of a company offsite event like going for a walk: an opportunity to step away from your routine that can spark creativity and generate fresh ideas. An offsite event’s relaxed and flexible atmosphere lets employees brainstorm and think through new perspectives together.

Encourages learning

Because you have additional space and time, you can incorporate activities in your offsite meetings that upskill, deepen expertise, and strengthen team problem-solving abilities. Offsite events are an excellent setting for professional workshops, where learning opportunities won’t get lost in the fast-paced deadlines of an office setting.

Offsite event planning in 7 steps

There are a few things to remember when you’re planning a successful company offsite event:

1. Define the goal and select the attendees

Start by defining the event's purpose—are you aiming to boost morale, brainstorm innovative ideas, or align on a new strategic goal? Once the objective is clear, you can decide who needs to be there. It may be the entire company, a specific department, or a cross-section of employees and clients working toward the same result. 

2. Plan the budget

Offsite event costs can add up quickly, so it's important to set a realistic budget early on. Consider expenses like venue rentals, transportation, accommodations, catering, and materials needed. Don’t forget to consider how many employees will attend and how often you plan to host offsites—whether it’s a one-time event or something you’ll do every quarter, twice a year, or annually.

3. Assign someone to run the event

Another option is to hire an event management firm. Streamlining the logistics through one contact who can dedicate their attention to planning is vital to ensure nothing is overlooked or double-booked.

4. Choose the right time and location

Check your company and industry calendars to prevent conflicts and avoid peak travel times to decrease costs. Start planning in advance (at least three months). You’ll get better rates and venue choices for your event, especially if you’re accommodating a large group. Don’t forget to collect input from your team––they may have company offsite ideas you’ve never considered! 

5. Design an engaging agenda

Create a balanced and flexible agenda that combines corporate objectives with opportunities for team bonding. Consider a mix of workshops, breakout sessions, and activities that align with the event’s goals. Try not to pack the schedule so tightly that attendees are stressed or fatigued—everyone should feel reinvigorated when they return to the office.

6. Communicate and coordinate logistics

Share all the details for the event, including the agenda, travel arrangements, and anything attendees need to bring well in advance. If you or an employee are overseeing the event yourselves, consider a planning app or project management software to keep everyone on the same page. It’s also important to consider accessibility requirements, including interpretation or translation services, physical needs like wheelchair access, and dietary restrictions among guests so that everyone feels welcome. 

7. Gather feedback and evaluate

After the event, collecting feedback from attendees gives you or your planner insight into what worked and what could be improved. To gather input, consider a simple satisfaction ranking survey with a few open-ended questions, like comments on the venue or speakers, so your attendees can give you more personal answers.

Company offsite event packing checklist

With a complete checklist of items to bring, your attendees will be well-prepared for the offsite event. Here are some things you may want to remind team members to pack:

Comfortable clothing and shoes

If your event’s agenda includes indoor and outdoor activities, attendees should ensure their clothing and footwear are appropriate. Companies with a formal dress code may want to slacken it, especially if they’re going somewhere warm—the change in attire removes a layer of stress and keeps everyone comfortable so they can focus on the event.

Laptops and other working equipment

Let attendees know what work materials, if any, they’ll need for the offsite event. Remember that while they may need laptops or mobile devices, too much extra tech can distract from live presentations or speakers; provide simple notation materials if necessary, and encourage employees to be present.

Business cards

If the event includes opportunities for networking outside your company, ask team members to bring business cards with essential contact information. Additionally, adding QR codes on the company card or other promotional materials circulated at the event can drive people to your website or social media accounts.

Reusable water bottles

Proper hydration helps people maintain focus. Partnering with a vendor to add your company’s logo to a well-made water bottle is a great way to promote your company’s commitment to environmental responsibility while increasing brand identification for outside guests or clients at the event.

Optimize your company offsite event with Engine

Offsite events offer a welcome change of pace. For remote or geographically spread-out teams who may not always have the chance to develop solid partnerships, they can be an excellent opportunity to finally meet face-to-face, generate ideas, and increase motivation. 

However, organizing a company-wide event requires careful planning, especially if you’re trying to reserve spaces for large groups. Engine can simplify booking accommodations by connecting you with hotels that offer excellent group rates for nine rooms or more; this saves you time and ensures you get great value for your investment.

Let Engine handle the logistics so you can focus on creating an unforgettable and valuable experience for your team!

FAQs

What is an offsite event?

An offsite event is when an organization offers a meeting away from its usual office location in a more relaxed or unique setting. For example, a team might head to a conference center in another city for a few days of team-building activities, workshops, or strategic planning sessions. While the offsite event might focus more on work-centered activities, it may also include opportunities for fun, leisure-type activities like a sports game, karaoke, or a hike. Make it your own!

What does offsite activity mean?

Offsite activities refer to any activity outside the usual office environment. They usually have a specific goal, such as fostering collaboration, improving communication, or building stronger relationships among team members.