# Corporate retreat RFP template — multi-day offsites

> Free download from Easy RFP — https://easyhotelrfp.com/tools/corporate-retreat-rfp-template/
>
> Replace each `___________` with your event details, then email to 6–12 hotels.

## About this template

A retreat is not a conference. The deliverable is team cohesion, not productivity output. That changes what you ask hotels for: longer room blocks (2–4 nights), full-board F&B continuity (vs single-day grab-and-go), wellness amenities (spa access, fitness classes), free-time programming (curated activities or self-organising space), and arrival/departure flow that doesn't compress everyone into a 30-min check-in window.

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## Section 1 — Retreat basics

**Why this section:** The retreat purpose drives everything else. Leadership offsite needs different rooms than a team-building day.

- Retreat purpose (leadership offsite / team building / strategy session / mixed): ___________
- Number of full days on-site: ___________
- Number of nights: ___________
- Total attendee count: ___________
- Senior leadership count: ___________
- Mid-level / IC count: ___________
- Spouses / partners joining any portion (Yes / No / Some sessions): ___________

## Section 2 — Property style

**Why this section:** Resort vs city hotel vs unique property changes the entire experience. State preferences upfront so hotels self-select.

- Property type (resort / city hotel / vineyard / château / country house / other): ___________
- Required amenities (pool / spa / gym / outdoor space / hiking access): ___________
- Maximum distance from major airport (km / minutes): ___________
- Transfer complexity acceptable (direct vs train+car): ___________
- Brand / star tier: ___________
- Sustainability cert preferred (Green Key / LEED / BREEAM): ___________

## Section 3 — Accommodation block

**Why this section:** Multi-night blocks need clearer occupancy planning than single-night events. Room mix and comp ratio matter more.

- Total room-nights: ___________
- Standard rooms (qty per night): ___________
- Single occupancy or shared (state ratio): ___________
- Suites for senior leadership (qty): ___________
- Late checkout day-of-departure (we ask: 4pm): ___________
- Comp room ratio (typical 1 per 30–50 paid): ___________
- Accessibility rooms qty: ___________
- Rooming-list deadline: ___________

## Section 4 — F&B — full board

**Why this section:** Multi-day F&B fails when day 3 looks like day 1. Variety + dietary continuity make or break the retreat.

- Meals included (Breakfast: All / Lunch: All / Dinner: All / specify): ___________
- Breakfast format (buffet / à la carte): ___________
- Lunch format (working / leisure — vary by day): ___________
- Dinner formats across nights (3 different — list): ___________
- Coffee / tea / snacks always available between meals (Yes / No): ___________
- Alcohol included with dinners (yes / paid extra): ___________

## Section 5 — F&B — dietary continuity

**Why this section:** Day 1 you get 30 vegan portions; day 3 the kitchen pivots to safer options. Lock in commitments per meal across the full retreat.

- Vegetarian count (committed across all meals): ___________
- Vegan count: ___________
- Gluten-free count: ___________
- Halal count: ___________
- Kosher count: ___________
- Other dietary (list): ___________
- Chef confirmation that dietary holds Day 1 = Day 3 (Yes / signed brief): ___________

## Section 6 — Meeting space

**Why this section:** Don't move every day — same room with branded set is the retreat default. Plus outdoor option for at least one session.

- Main plenary room (capacity + setup style): ___________
- Number of breakout rooms (typical 3–4): ___________
- Capacity per breakout: ___________
- Dedicated session room held for full duration (Yes / No): ___________
- Outdoor space option (terrace / gazebo / lawn) for ≥1 session: ___________
- Branded set / backdrop allowed: ___________

## Section 7 — Wellness programming

**Why this section:** Wellness is part of retreat ROI for many companies — book early or it's not on the schedule.

- Morning yoga / fitness class options (qty / day): ___________
- Spa access (included / discounted % / paid menu): ___________
- Pool hours (private group windows): ___________
- Hiking trails / guided walks: ___________
- Wellness on agenda or self-organising: ___________
- Mindfulness / meditation room available: ___________

## Section 8 — Free-time activities

**Why this section:** Retreat magic happens between sessions. Curated options that the hotel coordinates beats DIY scrambling.

- Cooking class (Yes / cap / pricing): ___________
- Wine / spirits tasting (cap / pricing): ___________
- Cycling / sailing / hiking guided (cap / pricing): ___________
- Cultural tour / city visit (cap / pricing): ___________
- External vendor coordination (hotel handles / we bring): ___________

## Section 9 — Team-building space

**Why this section:** Team-building activity needs movable furniture + AV that supports remote-friendly hybrid. Lock specs upfront.

- Dedicated team-building space capacity: ___________
- Indoor / outdoor / both: ___________
- Furniture flexibility (movable / fixed): ___________
- AV for hybrid format (camera + mic + screen): ___________
- Hotel in-house team-building program available: ___________
- External vendor coordination: ___________

## Section 10 — Transport logistics

**Why this section:** Group arrival window vs trickle changes the day-1 vibe. Specify so hotel staffs the welcome correctly.

- Group arrival window (e.g. 14:00–17:00): ___________
- Group departure window: ___________
- Airport transfer model (private cars / shuttle / coach): ___________
- On-property transport for off-site dinners: ___________
- Late-night driver service: ___________
- Luggage handling on departure day: ___________

## Section 11 — Pricing — multi-day tiered

**Why this section:** Per-attendee all-in for the full retreat is the only meaningful comparison number. Itemise everything underneath.

- Layer 1 — Per-attendee fully-loaded (rooms + full board + meeting + wellness + activities baseline): ___________
- Layer 2 — Itemised: Rooms (per night × pax × nights): ___________
- Layer 3 — F&B (per day × pax × days): ___________
- Layer 4 — Meeting space (flat or per day): ___________
- Layer 5 — Wellness/activities bundle (flat per pax): ___________
- Currency + tax + service charge transparency: ___________
- Quote validity: ___________

## Section 12 — Cancellation + attrition

**Why this section:** Multi-day retreats are more forgiving on attrition (typical 90% slippage at 30 days) but vulnerable to leadership drop-out. Negotiate accordingly.

- Slippage at 30 days (we ask: ≥ 90%): ___________
- Slippage at 14 days (we ask: ≥ 70%): ___________
- Slippage at 7 days (we ask: ≥ 30%): ___________
- Force-majeure (post-COVID standard, deposit refund ≤ 30d): ___________
- Leadership cancellation insurance (3+ exec drop = full refund right): ___________

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## How to use this template

1. Send 8–12 weeks before retreat date. Property selection drives everything else.
2. Always do a site visit. Property style is too important to evaluate from photos.
3. Negotiate the bundled wellness/activities package. Standalone is 30–50% higher than as-bundle.
4. Get the chef on a call before signing. Multi-day F&B succeeds or fails on chef capability.
5. Build buffer in the room block (10–15% above expected). Last-minute additions are common.

## Common mistakes to avoid

- Treating retreat like extended conference. Sponsors expect a different feeling — wellness, free time, ambience matter as much as session content.
- Skipping site visit because property is photogenic. Light, smell, sound, service quality only show in person.
- Not specifying late checkout. Day-of-departure 11am checkout means luggage handling overhead during the closing session.
- Forgetting backup plan for outdoor sessions. One bad-weather afternoon can wreck the agenda if there's no equivalent indoor space.

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