There are lots of reasons to host corporate events. You may be marking a milestone for the company, you could be looking to motivate your team or you may need a week-long remote planning session as you prepare to launch a major new initiative. 

Planning a corporate retreat can be a stressful process because there are so many moving parts – from picking the place and nailing the budget, to pleasing the bosses, there is a lot to keep track of and a lot at stake. This checklist should help keep you on- track and on-budget and help you plan the perfect gathering.

Figure out your “why”: Are you bringing people together to motivate them? Is this gathering meant to thank your team members? Is this a shareholders meeting? Are you training on a new program or product? Once you can sum up your objectives, planning for your event will immediately start to take shape.

Pick a date: Make sure it’s during your “slow season” and doesn’t conflict with any major holidays. Try to secure your key vendors while also letting employees and other key players know to save the date.

Set Your budget: Include the big ticket items like location, travel and meals and think though any supplies you’ll need.

Pick a place: The whole idea of a corporate retreat is to get out of the office and come together in a unique setting. In this post-pandemic world many workers may also be coming back together for the first time and ideally you want a relaxed, comfortable environment with plenty of space for your corporate event. Do you need conference rooms during the day and a ballroom at night? Would a country venue or a garden venue be a nice backdrop for your get together?

Consider a venue with multiple setting options: If you have additional space for breakout sessions your team will be able to spread out and can move about for different parts of the retreat. Be sure to check out catering options on-site too, as well as audio/visual equipment needs and available wifi.

Plan your itinerary: What do you hope to accomplish at this gathering? Will this be a day-long event? Will it take place over an entire weekend or maybe the whole week? You may want to have a theme for the event and use that theme as a springboard for decorations, food choices, entertainment and more. Who do you want to bring in as speakers or entertainment? Brainstorm and then secure your talent.

Create an event website: Your attendees will thank you if you offer one place to get all the information they need. Encourage people to check it regularly and upload photos from the event afterwards so you have a fun record of the retreat.

Consider Supplies: Will you need specific signage for directions or branding? What sort of “swag bag” do you want to give attendees? Will you need paper, pens, water bottles?

Include a virtual option: Teammates who may not be comfortable attending an in person setting will need a remote option. Make sure the site you choose has easily accessible audio/visual equipment and bandwidth to broadcast your meeting.

The Venues at Langtree in Mooresville, North Carolina is home to more than 26,000 square feet and five different venue spaces that can accommodate gatherings such as large weddings, private parties, corporate retreats and intimate gatherings with both indoor and outdoor options. One of the premiere event facilities in the Charlotte, North Carolina area, the Venues will also offer an additional half acre of outdoor space.