Onsite or offsite meeting? Best options for businesses

If you’re looking for inventive ways to re-energize your workforce and hold productive, goal-oriented events, team-building activities are a great way to boost engagement and build trust across your company.

But one of the first decisions you need to make is whether to hold your event onsite or offsite—both have their own benefits and challenges. This guide will define onsite and offsite meetings, explain their key differences, and examine the factors you should consider before choosing one for your next team-building exercise.

What are onsite and offsite meetings?

Onsite meetings are business gatherings that take place in a company’s office or work site. These meetings use facilities on the company’s premises, like boardrooms or co-working areas. Because they’re in a familiar location, they give employees a convenient place to attend meetings without spending time and resources on travel.

Offsite meetings happen outside the company’s usual office space. Companies can get creative with the location, but some common options are conference centers, hotels, or public parks. The change in environment can spark creativity and improve morale, so they’re often used for strategic planning and brainstorming activities, or just for having a good time.

Pros and cons of onsite and offsite meetings

When you’re choosing whether to host an onsite vs. an offsite meeting, here are some advantages and disadvantages to weigh.

Pros of onsite meetings

Cost-effective

Hosting a meeting on your company’s premises eliminates renting a conference room or hotel venue. It also means not paying for expensive accommodations, travel, and stipends for employees. 

Accessible

Meeting organizers and employees can access company resources and facilities during onsite meetings. If a facilitator forgets to print a document or there’s an IT glitch, the company’s usual processes can easily fix these issues.

Familiar

Attendees don’t need to commute to a new location or adjust to a new setting. Onsite meetings are in a predictable environment, so employees can dive into the meeting’s content.

Cons of onsite meetings 

More workplace distractions

While there may be fewer adjustments related to logistics, one of the biggest challenges with onsite meetings is the pull of workplace distractions. Employees attending onsite meetings are still within reach of their daily tasks.

Remote limitations 

An onsite meeting can exclude team members who work remotely or live far from the office, whereas an offsite might allow you to plan to meet at a midpoint venue that everyone can attend. If some employees can’t attend in person, you may have to shift to a hybrid format, which can introduce connectivity and engagement challenges. 

Pros of offsite meetings

Boosts creativity and innovation

Offsite meetings liberate employees from the rigamarole of their usual work sites, thereby sparking creativity. Even if the meeting isn’t a swanky corporate retreat, a change in scenery can encourage camaraderie and innovative thinking. 

Fewer workplace distractions

Being away from the office can reduce interruptions and unexpected requests. This allows team members to focus on the meeting’s agenda and engage more deeply. You can help eliminate distractions by asking attendees to turn off or silence their work devices so calls and emails don’t interfere with the meeting.

Cons of offsite meetings 

Higher costs

There are costs associated with hosting work events offsite, like the venue itself, catered refreshments or meals, and IT services. Employees may also incur additional expenses like mileage and parking. Plan carefully to make the most of your available resources.

Logistical challenges

The logistics of organizing travel, accommodations, and schedules for large groups can be complicated, especially if you’re bringing people in from multiple locations. A centralized travel platform like Engine makes coordinating these moving parts simpler.

4 factors to consider when planning an onsite or offsite meeting

Before choosing an onsite or offsite meeting, consider these four factors—they may vary in importance depending on your business’ needs. 

1. Meeting objectives

Start by clarifying the meeting’s desired outcome. If your meeting is a routine check-in or project update, an onsite setting might be sufficient. But if the meeting is designed for team-building, strategic planning, or brainstorming, try a new environment to encourage fresh ideas and relationship development.

2. Budget

If your budget is limited, so are your offsite choices—but if your budget allows and aligns with the goals for your meeting, offsite meetings can offer a solid ROI by providing additional benefits to your employees they couldn’t get elsewhere. Onsite meetings are usually more affordable since they don’t require travel, venue rentals, or catering. If it’s necessary to hold it offsite, use a platform like Engine to handle bookings for added savings.

3. Attendee convenience

Whether the meeting is held on site or off site, it should accommodate the needs of all attendees. If the meeting is on site, consider ways to include remote workers and employees who may need adaptive technologies or mobility assistance. Use your meeting space creatively for breakout rooms to facilitate discussion or use virtual platforms to connect team members. 

If the gathering is off site, make sure employees can travel to the area and that the venue, travel arrangements, and accommodations are inclusive. Take the time to integrate accessibility and other personal accommodations for your team into your agenda.

4. Technology and resources

Access to technology is essential for a successful meeting no matter where you hold it. Holding the meeting onsite reduces the risks of technology hiccups since the office Wi-Fi, equipment, and files should all be available and familiar. However, these factors can be more challenging to navigate offsite—you might need to take additional steps for connectivity, printing, and video conferencing.

Create memorable team experiences with Engine

Both onsite and offsite meetings provide valuable opportunities for team-building and collaboration. Once you’ve decided which format works best for your business, try Engine’s all-in-one platform. We help you book hotels and flights for your team, saving you time and effort when planning. Try our new meeting space booking tool to find the perfect venue for productive events.

Make your next team meeting stress-free and memorable with Engine—reach out to an expert today to start planning.