Team Offsite Playbook — 4-Day Agenda + Budget
Charter, per-head envelope, RFP brief, contract redline, agenda, runbook.
How to use this playbook: Work the six sections in order. Paired with
the full article.
01 Charter (one page)
TEAM OFFSITE CHARTER
1. Objective (one sentence): _________
2. Type: ☐ Strategic ☐ Cohesion ☐ Leadership ☐ R&R
3. Cohort: ___ (N = __)
4. Success metric at 180d: _________
5. Budget envelope per head: € ___
6. Dates: primary ___ / alt ___
7. Destination region: ___
8. Sponsor: ___ Signed: ___ Date: ___
02 Per-head budget worksheet
- Rooms (N nights × rooms × ADR including breakfast)
- F&B gross of 18-24% European service charge
- Meeting space (rolled into F&B minimum on 50-, separate on 100+)
- AV (in-house vs external)
- Group transport (airports + on-property)
- Off-site dinners / excursions
- External facilitator if applicable
- Contingency 10-15% first-time, 5-8% repeat
03 RFP brief (8-12 venues)
TEAM OFFSITE RFP
Attendees: N = __
Dates: primary / alternative
Rooms: __ single + __ double × __ nights
Meeting space: __ m² plenary + __ m² breakouts (number: __)
F&B: breakfast incl · lunches __ · dinners __ · breaks __
AV: ☐ in-house ☐ external permitted
Specials: dietary · accessibility · exclusivity
Response deadline: __
Decision: __
04 Contract redline checklist
- Cancellation sliding scale — push percentages lower at far-out dates
- Attrition — pickup-not-block measurement carve-out
- F&B minimum — separate from room attrition
- Force majeure — stacking explicit on top of attrition + cancellation
- Deposit — cap pre-event, balance net-30 post
- Walk-through / dry-run day before
- Pickup report 30 days post-event, name-by-name
05 4-day agenda blueprint
DAY 1 — Arrivals
13:00 Arrivals + welcome
14:30 Opening + charter recap (45 min)
15:30 Working block 1 — current state (90 min)
17:30 Free
19:00 Welcome dinner
DAY 2 — Working
08:30 Breakfast
09:00 Working block 2 — priorities (90 min)
11:00 Cohesion block — cross-functional rapport (75 min)
12:30 Off-site lunch
15:00 Working block 3 — commitments (90 min)
17:00 Free
19:30 Dinner
DAY 3 — Roadmap + off-site
08:30 Breakfast
09:00 Working block 4 — roadmap (90 min)
11:00 Off-site excursion (3 hr)
15:30 Cohesion block — Q&A with leadership (75 min)
19:30 Dinner
DAY 4 — Synthesis
08:30 Breakfast
09:00 Synthesis + commitments (75 min)
10:30 Close + actions (30 min)
11:30 Departures
06 Runbook + measurement
- Venue SPC: name + phone + email
- Event lead: name + phone + email
- Daily 8 am stand-up location
- Contingency: AV / weather / illness
- Dietary register · transport schedule · agenda print
- T+72h: NPS + qualitative comments
- T+90d: retention check on attending vs non-attending
- T+180d: charter objective review