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How To Plan A Company Offsite Meeting In 8 Steps

company offsite meeting

Team members who work well together contribute to a company’s future and success. One of the ways to ensure success is through company offsite meetings. These meetings are held at an external location to, among other things, take productivity to the next level. Are you planning a team offside? And do you want to know how to do it? In this article, we will explain to you how you can plan a successful offsite event in just 8 steps.

In this article you will read:

What is an offsite meeting?

An offsite meeting, or business offsite, is a gathering with the entire team at an external location, away from the office. It can take place both nationally and internationally, and can last from a couple of hours to more days. An offsite meeting can be a workshop, a training session, a seminar, or even an informal team outing.

Offsite vs. onsite meetings

Although the terms ‘offsite’ and ‘onsite’ sound similar, they are not the same. In fact, an onsite meeting is slightly different. An onsite meeting is a meeting that takes place at the workplace itself. For example, in the office or at another location within the company. 

Although an onsite meeting may involve less travel, there are some drawbacks. There are, for example, more distractions. Such as the day-to-day work and the office activities. Also, a familiar environment is less of a stimulus for creativity and there are fewer opportunities for fun team-building activities. In conclusion, an offsite meeting might better fit your purpose.

What is the purpose of an offsite?

Team meetings are already held during normal working hours. But what is the purpose of a corporate offsite? Well, the aim is to bring a team together for different purposes, for example:

  • Developing strategic plans
  • Getting to know each other better
  • Brainstorming new products or services
  • Training team members
  • Teaching culture and values to new team members 
  • Motivating and rewarding employees

What are the benefits of offsite meetings?

Offsite meetings are a great way to get together as a team and work together. Meetings boost creativity, motivation, innovation, productivity, and team building. Read on to find out more about these benefits.

1. Boosts creativity and motivation

A ‘fresh’ environment with inspiring activities helps to get creative and motivated. It is a great way to take a break from the day-to-day work environment. It’s also an excellent opportunity to thank your employees for their hard work. Showing gratitude makes them feel appreciated and makes them more likely to feel motivated.

2. Increases innovation

An offsite also allows team members to think more creatively and develop new ideas and solutions. For example, for products, services, or improvements. It is a great opportunity for informal talks, brainstorming sessions, and sharing knowledge.

3. Improves productivity and focus

Stepping out of the daily working environment helps you minimise distractions and maximise productivity in meetings. This allows the team to focus on the purpose of the offsite without other tasks interrupting.

4. Creates a strong bond between team members 

Finally, offsites are a great way for team bonding and build team morale. Especially if you are an international company with several remote workers around the world. Stepping out of the professional context opens the door for informal conversations and sharing experiences. Not just between team members, but also with employees and managers.

How to run a company offsite: An offsite meeting checklist

Corporate offsites bring many benefits. However, it can be a challenge to create an offsite planning and run the meeting successfully. Don’t worry. We have created a handy offsite checklist for you to ensure a memorable day. You can find the steps below:

  1. Set the goal of the offsite
  2. Estimate your budget
  3. Decide who needs to attend
  4. Choose a date and location
  5. Create a team offsite agenda with activities
  6. Arrange accommodation and transport
  7. Buy or hire the right equipment
  8. Ask for feedback

1. Set the goal of the offsite

The first step is to determine the purpose of the offsite. The purpose is the main goal that runs through the whole offsite, from the format to the activities. Perhaps you want to brainstorm with the team about a new product you are about to launch. Or maybe you want to improve the company culture. 

Make the goal SMART

To get the goal right on paper, use SMART (Specific, Measurable, Achievable, Relevant, Time-bound). This will help you avoid missing the ultimate goal and not ‘wasting’ everyone’s time.

2. Estimate your budget

In addition to the goal, the budget is also important. How much money is available to organise an offsite meeting? Knowing the budget will help you avoid having everything arranged and not having enough budget.

3. Decide who needs to attend

Are the goals and budget clear? If so, make a list of the people who need to attend the offsite. Remember to send an invitation with details such as agenda items, location and time, directions, and accommodation. Be also sure to ask for RSVP, so you’ll know the number of people attending.

4. Choose a date and location

The next step is to choose a suitable date and location. Wezoo makes it easy for you to find a professional meeting room in the city or region of your choice, for larger and smaller teams. You set your preferred date and time, specify the capacity, and select the amenities you need to ensure availability. Then book the meeting room and be assured that the offsite venue is yours. 

5. Create a team offsite agenda

Have you decided on the goal, budget, participants, and venue? Then it’s time to create an offsite meeting agenda with activities. Think about bringing in an inspirational speaker, running a workshop to better understand the company’s values, or playing an interactive game to improve collaboration. Don’t forget to include enough breaks for some fresh air and to make offsite meetings engaging during the day.

6. Arrange accommodation and transport

Are people coming to the offsite from far away? If so, it is important to take care of their accommodation and transport needs. When choosing accommodation, consider factors such as proximity to the venue and available facilities. For transport, consider hiring a bus or organising carpools. To make it easier to get to a venue, you can select at Wezoo the filters ‘Near Public Transport‘, ‘Near Public Parking‘ and ‘Parking‘ options.

wezoo facility filter
Wezoo’s facility filters for Near Public Transport, Near Public Parking, and Parking.

7. Buy or hire the right equipment

Of course, you also need the right equipment for an offsite meeting. For example, office supplies, a flipover or video conferencing setup. Check if the venue already has offsite facilitation or if you need to bring it yourself. At Wezoo you can easily select the equipment you need and see at a glance which venues have them available.

wezoo facility filter
Wezoo’s facility filters for Office Supplies, Flipover, and Video Conference Setup.

8. Ask for feedback

Last but not least, it is important to ask for feedback. Without feedback, you won’t know if the offsite was a success or if improvements need to be made. So make sure you have a small survey ready or add a feedback slide to a presentation.

What is an example of an offsite agenda?

You have almost finished reading about how to plan a successful corporate offsite. But before the article comes to an end, we would like to give you an example with team offsite agenda ideas.

1. Introduction

Begin with an offsite introduction. Allow team members to enter and find a seat. Begin by explaining the purpose of the meeting and stating the ground rules that apply. For example, about the use of technology during the offsite.

2. Activities Part 1

For the first part of the day, it is best to plan the activities that require the most attention. This could be a brainstorming session or an open discussion, for example.

3. Lunch

At around midday, it is time to have lunch together as a group. This can either be at the venue itself or at a separate location. Do you choose the first option? At Wezoo, you can easily filter by ‘Catering Service’ to see which venues offer this service.

wezoo facility filter
Wezoo’s facility filters for a Catering Service.

4. Activities Part 2

After the lunch break, the second part of the activities will take place. To keep the team energised and focused, hold active team building games. Building a bridge is a good example of this. After that, you can invite a speaker to give an inspiring presentation to the team.

5. Ending

Finally, wrap up the offsite by summarising the day with key takeaways and a feedback round with the team’s thoughts. Afterwards, you may want to round off the day with an enjoyable outing for the team. Are you in Amsterdam? We have put together a list of some of the best team outing ideas in Amsterdam. For example, an escape room or a cookout for some friendly competition.

Plan your offsite meeting with Wezoo today

There are many benefits to planning an offsite meeting. From improving collaboration to being more productive. Make sure your offsite meeting is a success by following our step-by-step plan. 

Are you looking for a suitable location to hold your offsite event? You have come to the right place. Make the day an unforgettable experience by booking your next offsite meeting at Wezoo today.

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