Planning a company offsite is one of the most impactful ways to boost team connection and alignment—but it all starts with a smart budget. This guide walks you through the key steps to ensure your retreat delivers value without breaking the bank.
Planning a company offsite or team retreat can be exciting—and one of the most impactful investments you can make for your team. But it only delivers real value if it's well-organized and smartly budgeted. Without a clear plan, costs can spiral, and even the best intentions may lead to overspending or underdelivering.
At
Grow Retreats, we’ve helped plan hundreds of retreats around the world, managing tens of millions in client spend. That experience has given us deep insight into what actually works—and how to ensure your retreat budget aligns with your goals while maximizing ROI.
This guide walks you through how to budget a company offsite in a clear and simple way, whether it’s your first retreat or you’re looking to level up your planning process.
Before you dive into numbers, ask yourself: Why are we organizing this offsite?
Is it for team bonding, strategy sessions, learning, or relaxation?
Your goal will guide your decisions and help set realistic expectations for the offsite budget.
Have a clear idea of how much your company is willing to spend in total. This helps avoid unnecessary back-and-forth later and gives you a framework to work with.
Knowing your budget is a critical step in planning a successful company offsite. Your budget will determine the type of offsite you can organize, the location, the activities, the food and drinks, and the overall experience. Before you start planning your offsite, you need to know how much money you have available to spend.
Make sure to include:
- All-inclusive or per-person total?
- Budget flexibility (buffer of 5–10%)?
- To get your initial budget estimate, use this straightforward calculation. This gives you a quick starting point before diving into the details of your offsite planning:
- Estimated cost per person per night
x number of nights
x number of attendees
= baseline budget
Divide your budget into categories to make planning easier. Here are the most common cost areas for corporate retreats:
- Hotel or retreat center
- Meeting rooms
- Onsite facilities (e.g., pool, gym, co-working spaces)
- Breakfast, lunch, dinner
- Snacks, coffee breaks
- Special dinners or welcome drinks
- Team-building games
- Wellness or outdoor activities
- Guest speakers or workshops
- Flights or trains
- Local transfers (bus, shuttles, taxis)
- Gifts or swag
- Branding materials
- AV equipment, Photographer, etc.
- Insurance
- other
- Based on our experience, here’s a typical budget allocation split for a well-balanced offsite:
- Venue & Accommodation: 30%
- 🍽️ Food & Beverages: 25%
- 🧠 Activities & Experiences: 20%
- ✈️ Transportation: 20%
- 📦 Other Costs: 5%
- This breakdown can vary depending on your goals, destination, and priorities—but it’s a solid starting point for most planning processes. If you have any questions or would like a customized estimate for your retreat, feel free to schedule a call with one of our representatives!
Create a list to figure out your "must-haves" and what you can cut to optimize your budget. Would you be willing to go for a cheaper venue option to hire a well-known coach for your workshop?
Once you have a clear idea of your budget, you can begin to prioritize your spending and make decisions about the type of offsite you want to organize. Keep in mind that it's essential to balance your budget with your goals and objectives for the offsite. You don't want to overspend and leave your company with a significant financial burden, but you also don't want to skimp on important elements that could make the offsite more successful.
Unexpected things always happen. Add a 5–10% buffer to your offsite budget for:
- Late sign-ups, printing & signage costs
- Last-minute & additional transportation
- Currency changes or surcharges (especially for international retreats)
- Gratuities for staff, drivers, and service providers
- Other unforseen expenses
- Last-minute attendee changes (extra rooms, meals, transport, etc.)
In recent years, as remote work and geographically distributed teams have become the norm, the importance of company retreats has grown significantly. So has their scope. What used to be a two-night getaway has often expanded into a three- or four-night experience. Alongside this, the average per-person, all-inclusive budget has increased.
Today, a typical corporate retreat lasts three or four nights. While the core purpose—team bonding and connection—remains the same, the expectations for quality accommodations, engaging activities, and meaningful experiences have grown. In fact, these human connections are now more valuable than ever, and budgets need to reflect this shift.
For example, an average retreat budget now sits around €2,500 - €2,500 per person, covering all key components—from accommodation and meals to transportation, activities, and extras..
- Start Early: The earlier you begin planning, the more flexibility you’ll have with dates, venues, and rates—plus, vendors are more open to negotiation when their calendars aren’t full yet.
- Europe is more budget-friendly than the US: Your budget stretches further in Europe compared to the US. If you're working with a tight budget, southern Europe offers plenty of opportunities to plan a high-quality retreat at a fraction of the cost.
- Choose Off-Season Dates: Prices for venues, activities, and accommodations can be significantly lower during off-peak months. Consider planning your retreat in spring or autumn, avoiding the busy summer and holiday seasons, which tend to drive up costs.
- Opt for Lesser-Known Destinations: Major cities like Paris or Barcelona might be exciting but often come with a premium price tag. Instead, look at charming smaller towns or less touristy areas that still offer great amenities, yet at a fraction of the cost.
- Expert Negotiators: Retreat organizers like Grow Retreats have established relationships with vendors and venues across Europe. They can leverage these connections to secure better rates for accommodations, catering, activities, and transportation, helping you avoid overpriced options.
- Tailored Experiences at Competitive Prices: Organizers have the expertise to customize your retreat to meet your company’s needs. Whether it’s a scenic venue or unique team-building activities, they know the best options that provide the highest value without breaking the bank.
- Efficient Budget Management: Professional planners are experienced in retreat budgeting. They’ll help you allocate funds effectively, ensuring every euro is spent wisely. Their expertise minimizes hidden costs and prevents overspending on non-essential items.
- Access to Exclusive Deals: Retreat planners often have access to exclusive deals or special offers not available to the public. These may include discounted rates, complimentary services, or package deals, providing extra value for your money.
- Local Expertise: With a retreat organizer like Grow Retreats, you benefit from local knowledge. They can recommend off-the-beaten-path venues and suppliers that may not be on your radar, offering better prices than mainstream, well-known options.
- Seamless Coordination and Logistics: Organizing transportation, accommodations, and meals for a large group can be challenging. Retreat organizers manage the logistics, ensuring everything runs smoothly without last-minute surprises. This saves time and prevents unforeseen costs.
- Maximize ROI on Team Engagement: A good retreat organizer focuses on more than just logistics; they understand the importance of a meaningful experience for your team. They’ll help design a retreat that aligns with your company goals, ensuring the investment delivers strong ROI.
- Working with a retreat organizer can be a game-changer when planning your company offsite. With their expertise, local knowledge, and industry connections, you’ll get the best value for your money and ensure your team retreat is a success.
- Whether you're looking for a high-end experience in Southern Europe or a budget-friendly option closer to home, Grow Retreats is here to help you plan the ideal retreat within your budget.
The key takeaway here is that the average cost of a corporate retreat has grown over the years, and understanding how the budget is allocated will help you plan more effectively. If you’re planning a retreat, it’s essential to adjust your budget based on the number of days, the scale of the event, and any special experiences you wish to provide for your team.
If you'd like to dive deeper into customized cost breakdowns,
feel free to schedule a call with one of our representatives for a more tailored budget analysis.
