Company retreat planning in 8 steps
A company retreat brings a remote team together in one place for a few days of focused work and time together. Here is the order to plan it in, so each decision makes the next one easier.
1. Set one clear goal
Decide what the retreat is for before anything else: a strategy reset, annual planning, onboarding new people, or simply meeting in person for the first time. One main goal shapes the length, the agenda and how much free time you need.
2. Set a budget per person
Budget per person, not in total, so it scales with headcount. Two public benchmarks: NextRetreat says companies typically spend €1,000-2,000 per person all-in, and The Offsite Co. budgets about $750 per night per person plus flights.
| Cost | What it covers | Share of budget |
|---|---|---|
| Flights | Return flights for every attendee | Often the biggest line for international trips |
| Lodging | Rooms, usually as a negotiated room block | Large |
| Meals | Group meals and one special dinner | Medium |
| Meeting space | A room with screens, sound and Wi-Fi | Small to medium |
| Activities | One or two shared experiences | Small to medium |
| Transfers | Airport pickup and local transport | Small |
| Planner fee | If you hire one: about $39-149 per person or $1,500 per offsite | Small |
3. Pick dates early
Start 3-6 months ahead for a small team, and 6-12 months for a large one (The Offsite Co. recommends at least 6). Avoid product launches, end of quarter and major holidays in every country your team lives in. Check the destination's weather season before you fix the dates.
4. Choose the destination
- Travel time: under 5 hours works for 3-4 nights; long-haul trips need 4-5 nights or more.
- Time zone: close to your team's hours means less jet lag and a reachable team.
- Entry rules: check passports and visas for every attendee, not only US citizens.
- Season: avoid rainy or hurricane season where it applies.
Compare the Caribbean and Argentina for a retreat →
5. Book the venue
Look for three things: a meeting room that fits everyone, enough rooms in one block, and space to be together outside work. All-inclusive resorts keep logistics simple; city hotels and lodges give more variety. Ask about cancellation terms and minimum room nights before you sign.
6. Handle travel
- Set one arrival window so everyone lands on the same day.
- Send travel requirements 6-8 weeks before: passports valid 6+ months, visas, entry forms.
- Book group airport pickups and local transport.
- Collect dietary needs, room preferences and emergency contacts 2-3 weeks before.
7. Build the agenda
Mix three things every day: focused work sessions in the morning, one shared activity, and real free time. Keep the first and last days light for travel. A typical 4-night agenda: arrival and welcome dinner; a strategy day; a workshop day with a team activity; a planning morning and free afternoon; departure.
Company retreat ideas: activities, a sample agenda and a checklist →
8. Follow up
Within a week, send a short survey and share the decisions made, each with an owner and a date. The retreat only pays off if what you agreed on happens after everyone flies home.
Plan it yourself or hire a retreat planner?
If someone on your team has time for logistics, a venue marketplace and this guide may be enough. If not, a full-service planner handles venue, transfers, meals, activities and the agenda. Planners that publish prices charge about $39-149 per person, or a flat $1,500 per offsite.
Best company retreat planners for remote teams: pricing compared →
Nexus plans and runs company retreats for remote teams in the Caribbean (Punta Cana) and Argentina (Buenos Aires, Patagonia, Mendoza).
See retreat optionsFrequently asked questions
How far in advance should you plan a company retreat?
3-6 months for a small team and 6-12 months for a large one. Book the venue and dates first; send travel requirements 6-8 weeks before.
How much does a company retreat cost per person?
Planners report about €1,000-2,000 per person all-in, or roughly $750 per night per person plus flights. Flights and lodging are the biggest costs.
How long should a company retreat be?
3-4 nights for a destination under 5 hours away. For a long-haul trip such as Argentina, plan 4-5 nights, or 6-8 to visit two places.
What should a company retreat include?
A clear goal, a meeting room, focused work sessions, at least one shared activity, group meals, free time, and a follow-up with owners for every decision.
Who should plan the company retreat?
One owner on your team, usually from operations or people, with leadership setting the goal. A retreat planner can take over the logistics.