Planning an offsite for a big team is mostly about sequencing: get a few decisions right early and the rest falls into place. Here is the order we take our own clients through.
1. Lock the date and a headcount range
Everything keys off these two. You do not need a final number yet, just a range (say 200 to 250) and a date, or two dates to hold. Venues and facilitator crews book up, so this is the first thing to settle.
2. Decide the format
Choose between an immersive game, with costumed facilitators running it on site, and the chatbot (self-guided) option that is lighter on budget. For a flagship company day, immersive earns its keep. For a simpler energiser, self-guided works.
3. Choose where you play
You have two paths: come to one of our venues, from a wildlife park to a heritage fort, or have us bring the game to your own space. Using your own seminar room or ballroom saves the venue fee.
4. Confirm the money
Get the figure in writing before you commit internally. The total is a game fee plus any venue admission and venue fee. Our quote calculator gives you the game fee instantly, and we confirm the rest.
5. Add the extras
Catering, transport, prizes and any add-on activities. Bundle these into one proposal so you are not chasing five vendors.
6. Brief your people, lightly
For a facilitated game, participants do not need to prepare anything. A one-line calendar invite with the time and meeting point is enough. Save the surprise for the day.
7. Confirm final numbers
Give us your final headcount by the date in your proposal. Because part of the fee is per person, this is what sets the final figure.
8. Turn up and play
On the day, our hosts run everything. Your job is to enjoy it alongside your team, which, for once, is the whole point.
Planning one now? Request a proposal and we will build the run sheet with you. For the bigger-picture version, see how to plan a large-group team-building event.
