# Multi-night leadership retreat RFP template

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

## About this template

A multi-night leadership retreat is when strategy, chemistry, and tough decisions converge. The venue must support deep work AND informal bonding. The agenda ranges from boardroom-level financial review on day 1 to outdoor team activity on day 3. The F&B must sustain energy across 3–5 days without becoming a parade of conference food. This template is built specifically for the C-suite + VP-level offsite archetype.

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## Section 1 — Retreat basics

**Why this section:** Senior-level retreats need different staffing density than a typical offsite. State scope upfront.

- Number of nights (typical 3–5): ___________
- Number of full days on-site: ___________
- Total attendee count (typical 8–30 senior leaders): ___________
- Spouse / partner participation (Yes / No / specific evenings): ___________
- Retreat theme / purpose: ___________
- Audience composition (CEO + direct reports / full exec committee): ___________

## Section 2 — Property selection

**Why this section:** 3-hour transfer from airport eats half a day each direction. Atmospheric quality + accessibility together drive the choice.

- Property type (resort / vineyard / château / country estate / ski chalet): ___________
- Required atmospheric qualities (privacy / natural setting / away from city): ___________
- Maximum airport transfer time (we ask: ≤ 90 min): ___________
- Brand / star tier: ___________
- Sustainability certification preferred: ___________
- Exclusive use or co-shared: ___________

## Section 3 — Accommodation

**Why this section:** Senior-level retreat = no standard category rooms. State block to lock pricing.

- All suites or upgraded rooms (no standard category): ___________
- Single occupancy (Yes — no shared rooms): ___________
- Suite for CEO with home-office setup (Yes / specs): ___________
- Room block exclusivity (other guests on same floor — Yes / No): ___________
- Late checkout day-of-departure: ___________
- Comp ratio: ___________

## Section 4 — Boardroom / strategy space

**Why this section:** Same room for the duration with branded set is the retreat default. Lockable overnight is critical for confidential materials.

- Dedicated room for full duration (don't move): ___________
- Setup style (U-shape / boardroom): ___________
- Capacity: ___________
- Natural light + window views: ___________
- AV (hybrid-ready / confidence monitors / document camera): ___________
- Lockable for confidential materials overnight: ___________

## Section 5 — F&B — multi-day continuity

**Why this section:** Day-3 food can't look like Day-1 food. State variety expectations so chef plans accordingly.

- Full board (Breakfast / Lunch / Dinner — all included): ___________
- Plated breakfast (NOT buffet for senior group): ___________
- Working lunch options (40–60 min typical): ___________
- 3 different dinner formats (welcome / casual / formal): ___________
- Continuous coffee + healthy snacks: ___________
- Dietary accommodations (committed numbers): ___________

## Section 6 — F&B — sommelier program

**Why this section:** Sommelier-level service is a retreat differentiator. State expectations explicitly.

- Wine pairing program for dinners: ___________
- Cocktail selection beyond standard: ___________
- Mocktail program for non-drinkers: ___________
- Whisky / digestif selection for after-dinner: ___________
- Service tier (sommelier-level expected — Yes / required): ___________

## Section 7 — Wellness program

**Why this section:** Wellness is part of retreat ROI. State scope so spa staffs accordingly.

- Spa access (hours / treatments included or discounted %): ___________
- Pool hours (private group windows): ___________
- Fitness facility access: ___________
- Morning yoga / fitness class options (qty / day): ___________
- Massage availability afternoon-of-departure (closing day): ___________

## Section 8 — Activities

**Why this section:** Curated activities make the retreat. State whether agenda-driven or self-organising so hotel knows.

- Activity model (agenda-driven, we book 2–3 / self-organising menu): ___________
- Hike / outdoor walks: ___________
- Vineyard tour / wine tasting: ___________
- Cooking class: ___________
- Sailing / cycling / cultural visit: ___________
- External vendor coordination (hotel handles / we bring): ___________

## Section 9 — Team-building format

**Why this section:** In-house program vs external vendor changes coordination overhead. State which.

- Hotel in-house team-building program (Yes / scope / pricing): ___________
- External vendor we bring: ___________
- Hotel coordination support for external vendor: ___________
- Equipment storage for external vendor: ___________

## Section 10 — Transport logistics

**Why this section:** Group arrival window + private cars + late-night driver service all matter at retreat class. State scope so logistics team plans.

- Group arrival window: ___________
- Private cars from airport (qty / vehicle class): ___________
- On-property transport for off-site activity: ___________
- Driver service for late-night returns: ___________
- Departure logistics including baggage handling: ___________

## Section 11 — Pricing — retreat tiered

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

- Layer 1 — Per-attendee fully-loaded (rooms + full board + meeting + activities + wellness baseline) (€): ___________
- Layer 2 — + Upgraded suites + sommelier program (€): ___________
- Layer 3 — + Full activity bundle + spa for all (€): ___________
- Service charge + tax transparency: ___________
- Currency + quote validity: ___________

## Section 12 — Cancellation + flexibility

**Why this section:** Leadership calendars shift. Negotiate ±1 week date shift right + force-majeure upfront.

- Full refund window (we ask: 14 days): ___________
- 7-day cancellation refund % (we ask: 50%): ___________
- Health-emergency / weather-emergency clause: ___________
- ±1 week date shift right (leadership calendar conflict): ___________
- Re-book credit option: ___________

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## How to use this template

1. Send 12–16 weeks out. Premium retreat properties book 6–9 months in advance.
2. Always do a site visit. Atmospheric quality cannot be evaluated remotely.
3. Get the chef on a video call before commit. Multi-day F&B succeeds on chef capability.
4. Negotiate the bundled activities package. Standalone is 30–50% higher.
5. Confirm the boardroom is yours for the duration. Sharing breaks confidentiality.

## Common mistakes to avoid

- Booking an aspirational property that's logistically painful. 3-hour transfer eats half a day each direction.
- Forgetting evening agenda. Long retreats need at least one structured social evening for chemistry-building.
- Skipping closing-day activity. Final day with just morning session + departure feels truncated.
- Not specifying private dining for at least one dinner. Hotel restaurant feels generic; private chef-led feels exclusive.

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