Executive PA Australasia Issue 2 2019 | Page 36

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