# Company retreat planning checklist: 12 weeks out to the day after > Every task for a 2–4 day company retreat, in the order you need to do it: from the brief and budget 12 weeks out to the thank-you note and survey the day after. URL: https://bravodays.com/en/resources/company-retreat-planning-checklist-12-weeks-out-to-the-day-after Last updated: 2026-10-21 Publisher: BravoDays (https://bravodays.com) ## In short - Twelve weeks is a comfortable lead time for 30–150 people; under eight weeks, start with flights and the venue on the same day. - Lock the goals, headcount range and budget before you contact a single venue. - Collect passport, dietary and accessibility details once, early, in one form. - Plan the day after: survey, thank-you note and invoice reconciliation close the loop. ## Overview Use this checklist for a company retreat, offsite or incentive trip of two to four days. Tick tasks off as you go and share it with the people who own each part. The timings assume roughly 12 weeks of lead time; if you have less, compress the first three sections into your first two weeks. ### 12 weeks out: brief and budget - Write down the two or three goals of the retreat (for example: align on next year's plan, reward the sales team, help a merged team bond). - Agree who signs off: one budget owner and one decision maker. - Set a headcount range (minimum and maximum) and who is invited: team, partners, plus-ones. - Choose two or three date windows and check them against public holidays, school holidays and company deadlines in every home country. - Set a total budget and a per-person ceiling, and decide what it includes (flights, rooms, meals, activities, gifts, VAT). - List must-haves and deal-breakers: meeting room size, single rooms, beach or city, travel time, alcohol policy. - Decide whether you will work with a planner or venue directly, and send the brief. ### 10 weeks out: destination and venue - Shortlist two or three destinations by total travel time from your origin cities, not only by distance. - Check entry rules for every passport in the group (visa-free, e-visa or visa required) and note processing times. - Compare two to four venue options side by side: rooms, meeting space, outdoor space, food, Wi-Fi, accessibility, price. - Ask for room-block terms in writing: release dates, attrition, cancellation and deposit schedule. - Do a site visit or a live video walk-through of the meeting room, bedrooms and dining areas. - Sign the venue contract and pay the deposit only after the decision maker has approved it. ### 8 weeks out: invitations and flights - Send a save-the-date with dates, destination and what is covered. - Open one registration form: full name as in passport, nationality, date of birth if needed for flights, dietary needs, accessibility needs, room preference, emergency contact. - Request group flight quotes or set a booking policy and deadline if people book their own. - Start visa or e-visa applications for anyone who needs one. - Check travel insurance cover for every participant. ### 6 weeks out: programme and experiences - Draft the agenda day by day: arrivals, work sessions, activities, free time, meals, departures. - Keep at least one unstructured block per day; people remember the conversations they had in free time. - Book activities and guides, with a weather backup for anything outdoors. - Brief speakers or facilitators on goals, timing and audience. - Confirm audio-visual needs: screens, microphones, clickers, hybrid streaming, interpretation. - Plan the gala dinner or highlight evening: venue, menu, entertainment, awards, transport. ### 4 weeks out: logistics - Build the rooming list from registrations and send it to the venue. - Book airport transfers by flight, with name boards and a meeting point. - Confirm menus with every dietary need covered, including halal, vegetarian, vegan, allergies. - Order branded items, gifts and printed materials with delivery to the venue. - Agree the on-site contact list and a WhatsApp or messaging group for the core team. - Write a short safety plan: nearest hospital, emergency numbers, first-aid point, assembly points. ### 2 weeks out: confirm everything - Send participants the final travel pack: flights, transfer times, hotel address, agenda, dress code, weather, emergency contacts. - Reconfirm final numbers with the venue and every supplier before their release date. - Check visas and passports are in hand for everyone. - Prepare the run-of-show with timings and owners for every session and transfer. - Agree payment terms and the final balance due dates. ### Event days - Arrive a day early if you can: walk the rooms, test the AV and Wi-Fi, meet the venue team. - Hold a 10-minute daily briefing with the venue and suppliers. - Track arrivals and departures against the transfer list. - Keep a log of changes (extra rooms, menu changes, added transfers) for invoice checking. - Take photos and short videos for internal communication, with consent. ### The day after - Send a thank-you note with photos and the key decisions or outcomes from the sessions. - Send a five-question survey within 48 hours while memories are fresh. - Reconcile supplier invoices against contracts and the change log. - Write a one-page debrief: what worked, what to change, what to repeat next year. - Share the outcomes with leadership against the goals you set 12 weeks earlier. ## Related pages - [Resources](https://bravodays.com/en/resources) - [Get a quote](https://bravodays.com/en/get-a-quote)