Boarding Call 🚀

🏨 Team offsites that actually work. What to plan, why they matter, and how we run them end-to-end.

Why run an offsite

• Set direction and OKRs. Faster decisions in person

• Build trust across functions. New joiners ramp faster

• Reward performance and retain talent

Measure success with three signals: decisions made, cross-team owners assigned, post-event survey score.

The offsite checklist

1. Airport and access

   Pick a hub with many direct flights. Check visa needs. Target max 45–60 minutes transfer to the hotel.

2. Hotel and meeting space

   Hold a room block with clear attrition terms. Confirm conference rooms, breakout spaces, quiet rooms, outdoor options, storage. Wi-Fi SLA in writing.

3. AV and production

   Screens, sound, stage, microphones, recording. Run a tech rehearsal. Bring backup cables and spare mics.

4. Catering

   Coffee points, water, snacks, lunch style that fits the agenda. Dietary tags and late-arrival options.

5. Flights and manifests

   One manifest with names, origins, timing, special needs. Prefer flexible or refundable fares. Group codes where useful.

6. Transfers

   Staggered shuttles by arrival waves. Clear signage and contacts.

7. Activities and social

   Light competition, local experiences, volunteer hour, or wellness block. Mix introverts and extroverts fairly.

8. Program design

   Alternate high-focus sessions and movement. Short keynotes, real workshops, team-to-team demos. Leave space for 1:1s.

9. Safety and inclusivity

   Accessibility checks, emergency contacts, travel insurance, photo policy, alcohol limits.

Sample 3-day agenda

Day 1 arrival. Welcome desk. Dinner with short lightning talks.

Day 2 product and GTM sessions in the morning. Workshops after lunch. Evening social or local experience.

Day 3 team breakouts, decision reviews, action owners. Early departures.

Timeline that saves you stress

• T-12 weeks pick city and dates. Start venue RFP

• T-10 weeks contract hotel. Launch flights

• T-8 weeks draft agenda. Lock AV and activities

• T-4 weeks dietary and rooming list. Final transfers

• T-1 week run of show. Contacts. Backups

• Post-event survey in 24 hours. Publish decisions and owners

How Travel Code helps

• Venue sourcing and hotel negotiation. Conference rooms guaranteed

• One manifest. Flights from many origins booked in one place

• Auto check-in and boarding passes sent on time

• Price-drop rebooking on refundable fares to protect budget

• Transfers, activities, on-site coordinator

• eSIM top-ups in 120 countries so everyone stays online

• Clear invoices in EUR or USD. VAT-ready where needed

We have delivered offsites from 10 to 600 attendees. Teams arrived from multiple cities and countries. The goal is simple. No chaos. Real outcomes.

Reply “Offsite” and share your dates, headcount, and preferred cities. We will propose venues, a draft agenda, and a budget in one doc.

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