CORPORATE RETREATS
A word on safety
While a corporate retreat is meant to be a unique
out-of-office experience, ensuring everyone’s
safety is just as important as it is in the office.
Recreational activities and remote locations also
put everyone at greater risk of injury, so here are a
few things to consider when planning a retreat:
Health approvals: put together a health form
for attendees to fill out so you have a detailed list
of everyone’s needs and special requirements
w Allergy and diet: make sure you know that your
chosen location and venue cater to the dietary
needs of the guests
w Know the area: make a note of hospital
locations, emergency service details and response
times, and main routes to and from the retreat in
case of an emergency
w
j Build a budget
When planning any event, staying within budget is a top
priority. Expect to spend well above $500 per person, per
day. Corporate retreats are about creating a memorable
and holistic experience, so the budget needs to factor in
accommodation, food, drinks, venue hire, experiences
and all associated costs. Also, don’t be afraid to ask for
concessions to drive down costs. Venues and other event
suppliers will offer discounts and deals for corporate
bookings (particularly for return customers).
Choose a memorable venue and location
For a retreat to achieve its goal, it needs to be memorable.
Attendees need to take the experience back into the office
and apply it to their work. This starts with location and
venue choice. Remember, the setting should serve the
trip’s overall goal. An executive brainstorming retreat in
the middle of a busy city might not inspire creativity as
effectively as a quiet escape to the scenic countryside.
The venue also has to accommodate the technical
requirements of the retreat as well as the experience. It
should be appropriate for planned activities, the size of the
group, the budget and for the guests’ personal requirements
(such as disabled access).
If you have the time, visit the venue. While a photo
gallery can give you a good idea of what the venue looks like,
a personal visit will allow you to experience the atmosphere
of the venue, which is vital for a retreat. Most venues will be
happy to give you a tour of their spaces and offerings.
36 Chief of Staff | Issue 2 2019
Make an agenda
A good retreat should strike right in the middle of relaxation
and productivity. Guests will need recreation time to feel
like they aren’t ‘working’, but will also need to participate in
planned activities to achieve the trip’s goal. Build an agenda
that outlines key activities and also allows time between
and after them for guests to unwind and reflect. Don’t plan
every minute, a retreat is more relaxed than a meeting or a
conference.
An agenda should be written before the trip and handed
out to all the attendees. Not only does this help during the
retreat, but it will also help guests know what to expect (and
what to pack).
Organise transport
Not everyone has access to a car. Hiring a bus or shuttle
to the location is a good idea. It will allow everyone to
gather before the event in a convenient location, and travel
together. A communal journey is a nice way to kick-off an
experience, you can organise games and activities for longer
trips that help set the tone for the rest of the retreat.
Make sure everyone is comfortable
A corporate retreat is all about taking people out of their
work environment, but it’s also important that attendees
feel comfortable and safe. A retreat shouldn’t push people
so far out of their comfort zone that they feel like they
shouldn’t be there. Understand what kind of people will
be coming along, and what their capabilities are. Physical
restrictions are an obvious example, so make sure every
activity is achievable for everyone. A 10 kilometre hike
might be great for a younger team, but an older group might
not be comfortable with that much physical stress.
This also goes for social activities. Not everyone feels
comfortable in a group setting, and creating divisions
between the introverts and extroverts won’t help build
cohesion. Planned activities and social events should have
something for everybody.
Hire a facilitator
A good retreat breaks down the formal barriers and hierarchy
of a company, and encourages people to get to know one
another on a personal level. Having someone from the
company running the show and telling people what to do
confuses this objective. To make sure that everyone is on
equal footing, hire an external facilitator. These people are
experts in managing groups of people, and will be able to
create the experiences that a co-worker can’t. An external
facilitator is a neutral party and won’t bring along baggage or
play office politics. As an added bonus, these professionals
are generally trained in first-aid and emergency response,
which is particularly handy for remote getaways.
Have fun and enjoy!
A corporate retreat can boost a team’s productivity, create
genuine connections between employees, inspire creativity
and reduce office tensions. Planning is the hardest part, but
by using this guide you can plan the ultimate getaway and
harness the benefits of an escape from the office. If it’s time to
get the cogs running smoothly again, never underestimate the
power of a well-planned corporate retreat. S