Whether you are a seasoned planner or have newly been given the responsibility of organizing the next team retreat, it does not matter how prepared you think you are; there are always things that seem to fall through the cracks. To minimize this, we have created this list of common oversights.
Timing is key during a retreat. Regardless of how many days you have chosen to go away (we recommend at least 4 days, but that is a story for another time), once you start putting together the agenda, you quickly realize there is never enough time. Which often leads to dangerous oversights such as:
Food plays a key role in bringing your people together.
Making sure everyone informs the organizer about their dietary requirements is standard practice. That list is then forwarded to the venue or caterer. However, many organizers do not meet with the chef once on site, double-check the allergies, and, when possible, even show the staff who the people are within your team so they can be served smoothly during meals. Assigning a specific seat throughout the retreat for people with allergies (not necessarily together, as it would feel like an outcast table) can also help the catering team remember who is getting what.
As the organizer, you will probably witness what is known as dependency syndrome. This strange phenomenon we have all experienced makes other adults lose their ability to make rational decisions or solve problems when they know they are being led by someone who is in charge.
Things that seem obvious need to be checked and reminded of regularly. Where and when to meet next, for example.
Make sure to share the program beforehand, but also have it put up at the venue, as people will have forgotten or not checked their emails. In addition, send out regular messages about the times and meeting places on the dedicated retreat channel throughout the day.
We also advise to send out a “before departure checklist” to guests about simple things such as the type of plug sockets and the need for adaptors, phone data, updated passports and so on.
People are in a much better disposition when they have had their morning and/or afternoon coffee (it can also be tea). It's a fact.
Never underestimate the importance of a well-stocked and regularly cleaned welcome desk and coffee/tea section throughout the event with good quality coffee, tea and milk options.
It feels good to be able to delegate to the venue, but that does not necessarily equals out of sight, out of mind.
Always double-check with your contact to ensure everything you requested is in place, especially if you have been in touch with several people.
Always confirm things out of your control in writing with your contact at the venue.
Ask to get the bus or taxi drivers' contact numbers that have been pre-booked for you in case anything happens.
Have printouts with you of the most important details (participants list, addresses, contacts) in case you find yourself unable to connect to the internet for a while.
Some things cannot always be controlled. That does not mean you cannot be prepared for situations when the weather turns or the budget increases.
As much as possible, try to plan for a budget 10% buffer and indoor spaces to retreat in case of sudden thunder. Always have a plan B and wish you never have to use it.
That was our top 6 oversights. If you can be attentive to these simple things, we believe you can make your team’s experience much smoother and reduce your own stress levels.
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