Campfire Company | Creating an agenda for a business retreat

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1. Define the Purpose and Desired Outcomes

We have said it before, and we will continue to say it. Regardless of what you do, it is essential to be clear about the purpose of your retreat and the desired outcome(s). And don't keep them to yourself! Communicate these objectives to all participants well in advance.

Now that this is out of the way let's dive in.

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2. Key Components of the Ultimate Team Retreat Agenda

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A. Welcome and Setting the Tone

Events start before they begin, Gathering Guru Priya Parker always says. From the moment you send out that invitation to join, your retreat has already begun, and the tone is being set.

Once on-site, there are three essential key points to consider when welcoming your team.

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Arrival & Check-in: Allow time for travel, check-in, and informal mingling. Consider how long your team has been travelling, and be prepared with snacks and water. If the bedrooms are not yet available, ensure that they have a place to drop off their luggage and use the facilities. Allow plenty of time for rest and freshening up on arrival.

Housekeeping: Start with housekeeping. Some might recommend against it, but if you don't, you run the risk of having people spend your opening address trying to connect to wifi or looking for the toilets. So, make sure to cover logistics, conduct standards, and any necessary administrative tasks (such as wifi, facilities, etc.) firsthand.
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Opening Session: Kick off with a welcome address that reminds attendees of the goals and desired outcomes while giving permission for everyone to relax and rest by walking the talk as the host or leader. The way you present and address the group will set the tone (even the way you dress will tell people about how informal they can be!)

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B. Mixed Style Work Sessions

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Workshops: Deep dives into company direction, market challenges, or innovation sprints.

Breakouts: Small group sessions for brainstorming, problem-solving, or cross-departmental collaboration.

Creative sessions on specific challenges

Interactive keynote speakers

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C. Team Building and Connection Activities

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Icebreakers: Fun, engaging activities to break down barriers and foster camaraderie. The term icebreakers sometimes frightens people, so make sure not to be cringe and to select the right activity for your group. If they already know each other well, there's no need to play the "name game".

Outdoor/Nature-Based Activities: Make the most of your venue and its surroundings, including hiking, team sports, local excursions, creative activities, baking, and tasting. There are plenty of options. Ensure they are inclusive to everyone's ability and offer options if needed.

Unstructured Social Time: Allow for organic relationship-building by planning for unplanned time!

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D. Wellness

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Mindfulness or Wellness Sessions, such as Yoga or meditation, are often welcomed by participants who want to unwind away from screens and notifications. However, not everyone is comfortable with these practices, so be sure to make them optional.

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E. Time Off

Strategic downtime is not idleness. Read that again! Schedule breaks and free time and stick to them! They are essential to avoid social overload and foster reflection. Micro (bio) breaks in between sessions, as well as longer ones around lunch and dinner, are necessary for engaged and well-rested attendees.

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F. Closing and Action Planning

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Synthesis Session: Ensure that you summarise key insights, learnings, decisions, next steps, and follow-up initiatives.
Do not close with housekeeping! The last impression is essential. Information about checkout and travel needs to be shared early during closing.
Closing Celebration: End with a special moment to reinforce the feeling of belonging.

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3. Structure the Day for Natural Energy Flows

We do not have the same amount of energy or capacity to focus throughout the day, and while we all have different chronotypes, it is broadly agreed upon that mornings tend to favour focus while afternoons are usually best for creativity.

Early Morning (optional): wellness and workout, then sleep in for the others, guilt-free!

Morning: Schedule high-focus work sessions (e.g., workshops, strategy meetings) when energy and attention are typically at their peak, not without allowing for a nourishing breakfast and plenty of coffee, of course.

Midday: Allow time for a proper Lunch, followed by a proper break to avoid the early afternoon slump.

Afternoon: Dedicate time to physical team-building activities or outdoor experiences to recharge and foster informal connections.

Break: Allow for a proper break after the activities and before dinner to rest, recharge, and take a shower.

Evening: Reserved for social events, celebrations, and unstructured networking, allowing participants to relax and deepen relationships. Never forget to mention that attendees are also very welcome to go to bed early. There should not be any pressure to stay up late!

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4. Best Practices for an Effective Retreat Agenda

Balance Work and Play: Keep Your Team on Their Toes! Alternate between high-focus sessions and lighter social activities to maintain energy and engagement.

Customize for Your Team: Ideally, you will have surveyed participants beforehand to understand their interests and needs. Whenever possible, offer a variety of activities to accommodate different personalities and energy levels.

Leave Room for Flexibility: Avoid overpacking the schedule at all costs and be receptive to feedback and changes in dynamics and energy within the group.

Your agenda is both your "bible" and a living document: adaptable, purposeful, and designed with both business outcomes and human connection in mind. If you have to remember three key principles, it is to build your agenda with intentionality, flexibility, and balance.

*Our writer is French, so it's ok.

Creating an agenda for a business retreat