10+ Ways to Save Money When Planning Your Team Offsites

Planning

Oct 5

Planning

10+ Ways to Save Money When Planning Your Team Offsites

Sara Iannacone · 10/5/2023

Planning a team offsite and cringing when you look at the budget? Don’t worry. It’s entirely possible to save money when planning your team offsites without decreasing quality—you just need some tips from the pros. Today, we’re sharing all of ours!

It’s no secret that while team offsites and company retreats are incredibly powerful, they can also be pricey. The average retreat cost falls between $2,000-$3,000 per attendee, which is an investment! But, if you’re looking to host multiple each year or are just starting out and really trying to be more cost-conscious, that doesn’t mean you have to host an event that isn’t impressive and elevated to save on costs.

Our team has a handful of tips you can use to save consciously without decreasing the value or impact of your team offsite. Ready to take some notes?

Select your destination and dates wisely

Where you bring your team and when you bring them are two of the most critical decisions you’ll make when it comes to planning a team offsite—especially when you’re trying to save money. Here are a few things you can do to save when it comes to choosing your team offsite location:

Consider off-peak seasons

If you want to save, choosing a shoulder season or off-peak season is a great way to save, especially on accommodations. For example, NYC in January or February is still really fun, but not nearly as expensive as November or December due to the holiday hype. California destinations will be more popular in winter months than summer months, so hang ten in July with your team to save.

Plan in advance

Early planning allows you to secure better deals on venues, transportation, and activities. Last-minute bookings tend to be more expensive.

Choose a walkable city

Transportation can often add up to be one of the most costly line items for company retreats and team offsites. If you choose a walkable city like NYC, you can have your team walk or take public transportation to cut costs.

Think about accessibility

How easy/affordable is it for the majority of your team to get to a destination? Choose a location that’s drivable or accessible with a cheap flight if you’re looking to save.

Research your dates

Not only should you book in advance, but you should also research what other events are going on in a city. Things like citywide conferences and sports tournaments can increase the cost of everything for your team while on-site. Your planner can help with this, or you can look at local Chamber of Commerce or Convention and Visitor’s Bureau sites.

Negotiate your contracts always

A lot of organizations don’t realize they don’t need to accept a hotel’s first proposal. Get multiple proposals, compare them, and ask hotels to compete with what the other properties are offering. This way, you get the best deals on room rates, concessions, cut-off dates, etc.—all of which will affect the bottom line when it comes to company retreat costs. You also want to watch out for hidden fees and sneaky contract clauses.

We have an entire guide to hotel contracting that will help you with where to begin!

Pair activities intentionally and choose free ones

When you plan an evening event like a wine pairing dinner or a cooking class or a food tour, you’re combining a team-building activity and a meal, killing two birds with one stone, so to speak. You can also choose to focus on free activities that are still really fun like ice breakers, karaoke night, or hiking local trails.

Think hard about mealtime

Food and beverage add up quickly when you’re hosting a team for an offsite or retreat. Three meals a day, happy hours, snacks—while they’re appreciated by your team, they’re also costly. You can:

Choose buffet-style or boxed lunches versus plated meals
Opt for local food experiences like BBQ in Texas or s’mores under the stars in Acadia—affordable yet delicious
Limit alcohol or open bars with drink tickets or cash bars
Offer hydration stations versus bottled water and soft drinks that get charged on consumption
Simplify menus with pre-set menus for dinner so you know exactly what you’re spending—this can be done at restaurants or at a venue like a hotel

Ensure you have a travel policy in place

Sometimes when team members travel for the first time, they feel liberated by that travel and entertainment card. Before you allow team members to attend an offsite or retreat, they should be provided with a business travel policy (like this template we have for you). This will ensure unnecessary costs aren’t accrued and everyone operates professionally and responsibly, keeping that T&E card in their wallet as often as possible.

Be strategic with your audio-visual equipment

If you’re hosting breakouts or evening events, ensure that they’re hosted in the same spaces so you can reuse as much of your audio-visual equipment as possible. Rental fees and labor fees for A/V can add up quickly.

For awards dinners and other events on your agenda, consider skipping uplighting and have speakers share a handheld mic rather than lapels for each speaker.

Similarly, if you want a mix of fun and meetings, do meetings one day and fun the other so you can rent A/V equipment for one day only.

BoomPop’s Budget Estimator

Try out our Budget Estimator—your essential tool for financial clarity and confidence.

Enter the key details of your event, including the number of attendees, location, and number of nights and tailor to your specific needs. The Budget Estimator breaks down your budget into categories so you can better visualize and understand your budget.

The Budget Estimator helps you make informed decisions with a clear understanding of your event’s financial landscape. Make wise financial decisions and set the stage for a successful event that aligns with your objectives and budget.

Enlist support from professional planners

When you have professional event planners on your side, they know exactly how to save money when planning team offsites. Our BoomPop team helps clients manage company retreat budgets and planning to ensure that your team is connecting and having a good time—while you stay on budget. Plus, we’ve spent time cultivating relationships with partners we trust to provide the absolute best experience for you and your team.

Want to talk about what having a planner on your side may look like? Let’s chat.