How to plan a corporate retreat with TeamOut? (original) (raw)

Corporate retreats can be a great way to build team morale and get everyone on the same page, but they can also be a lot of work to plan.

So, if you're looking for a hassle-free corporate retreat, TeamOut is the perfect solution, combining technology with white glove services to make your planning and onsite experience stress-free.

First Meeting

Talk to one of one our trip designers about what you're looking for. Following the meeting, you'll receive access to our platform, where you can browse 2500+ vetted retreat properties and activities in the US and abroad.

Venue Selection

Your trip designer will guide you through our catalog of curated properties.
You can request quotes directly on the platform and see the status of the quotes on your dashboard. Get better rates and faster response times with TeamOut.

Agreement

Your trip designer will help you negotiate the contract and walk you through all the important details when you're ready to move forward.

Itinerary Building

The platform will allow you to browse through thousands of activities and itineraries and create your own. Your trip designer will guide you through the process and make recommendations tailored to your needs.

Bookings and Transportation

Your trip designer will coordinate transport and finalize the details once the agenda is set. Keep track of all important deadlines and find useful resources in your event dashboard.

The event

You will be greeted by our venue partner onsite and assisted in case anything goes wrong. Additionally, we have a 24/7 response team to assist you in the event of unforeseen events.

Frequently asked questions

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• Book a call with one of our representatives.
• If TeamOut is a good fit, we will invite you to the platform.
• Start exploring thousands of retreat venues and vendors.
• Get professional recommendations and tips from our trip designers.

As a certified travel agency, TeamOut is able to collect commissions from venues. Occasionally, we charge clients for additional services, including event planning, or we apply a markup for the booking of houses.

We can help with the following:

• Accommodation (homes, boutique hotels, resorts, lodges, and ranches)
• Meals (banquet orders, private chefs, restaurant recommendations)
• Meeting space (ballrooms, breakout rooms, AV equipment)
• Activities (team-building activities, outdoor, low-impact)
• Transport (shuttles, flight partners, buses)
• Communication with your team (to-do lists, attendee portal, RSVP, pre and post-event surveys)

We strategically curate high-quality supply based on the following criteria:

• Close proximity to an airport
• Unique places. They must be unique, memorable, and experiential.
• Large spaces for your team to meet and work
• Previous successful experience with retreats
• Lots of nearby activities
• Fast Wi-Fi
• Great food

Benefits of using the TeamOut platform versus doing it yourself:

• We save you hundreds of hours of work in planning and executing a retreat, so you can sit back and enjoy the experience.
• We get faster responses from our partners.
• We provide tools for you to request and collect quotes.
• We secure better rates from our partners and have more leverage to negotiate.
• We understand hotel margins very well, so we know where there is room to negotiate.
• We provide an attendee management portal so you can build an agenda and manage communication and registration with attendees.
• We're experienced in organizing 500+ successful retreats and have honed our expertise in selecting ideal locations, partners, activities, and programming.

We have organized retreats all over the world, with most in the US, Canada, Mexico, the Caribbean, and Europe in the past.

Hotels are typically flexible with headcount changes if it's within their attrition policy and before the cutoff date (often 2 weeks before the event), allowing you to adjust your headcount until late. For activities, headcount changes are stricter, but our retreat planners always try to anticipate these changes to provide some flexibility. We also recommend booking activities close to the event date to avoid issues.

Most of our clients have never planned a retreat before, so they contact TeamOut for help. Here are some things you should know before your first meeting:

• Dates for your event (multiple dates are fine).
• Tentative headcount (it might change later, which is fine).
• Overall goal of the event (work, fun, or both).
• Idea of location (beach, mountain, etc.).

Though we can work within any timeframe, it's often better to plan things at least two months in advance to get the best price and location.

Currently, we only support corporate retreats. The main difference between a wellness retreat and a corporate retreat is the accommodation type. We offer accommodation for groups of between 5 and 500 people in homes, boutique hotels, ranches, and resorts.

In fact, we don't directly book flights, but we work with an excellent partner who specializes in group bookings. Having done our due diligence, they are one of the best providers out there, and we integrate with them to make it easy for you.
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You can also use our Group Flight Estimator to receive a price estimation of the flights.

We understand that things can change. We're flexible and will work with you as long as it’s reasonable. We often follow the same refund policy as our partners.

We have a wide selection of workshops available. We can also customize any workshop or activity to your needs. Please get in touch if you'd like to discuss your specific needs.