What You Need to Consider When Planning a Corporate Retreat

Start With the Purpose

Before you look at venues or activities, be clear on the goal of a company retreat. Why are you doing it? Is it to reward staff after a busy quarter? To tackle a strategic challenge? To build trust between teams that rarely work together?

Without that clarity, the company retreat will end up with a generic programme that doesn't deliver much, and people will feel it. Think about it: sitting through sessions that don't seem to connect to anything concrete is frustrating.

Some common goals include:

• Building relationships between teams that don't usually work together.
• Giving space for strategy discussions without day-to-day distractions.
• Rewarding staff after a particularly busy or successful period.
• Supporting wellbeing and helping people reset.

The first step in planning a successful company retreat is to write down the purpose. Then, share it with whoever is sponsoring the retreat. Use it as the filter for every decision that follows.

How to Structure a Retreat

Once the ‘why' is clear, the next step is how to structure a retreat so it actually works for the people attending. On one hand, a retreat that's just back-to-back meetings is going to feel like another day at the office. On the other hand, a retreat that's only fun activities defeats the purpose. There has to be a balance.

A simple approach is to:

• Put the heavier work sessions in the mornings, when energy is higher.
• Leave afternoons for activities that are lighter but still purposeful.
• Build in genuine free time. Not “optional networking drinks”, but actual unstructured time where people can rest or do their own thing.

Also, avoid over-scheduling. It's tempting to fill every slot so it looks like value for money, but people will take more from three well-designed sessions than from a packed agenda where nothing lands.

Remember: when you're thinking about how to structure a retreat, it's not just about filling time. It's about pacing the event so people leave with clarity and a positive experience.

How to Choose a Corporate Retreat Destination

To help narrow down the options to destinations that are actually good and not just good on paper, think of the following questions:

• How far is it from your office or main base? Long travel days eat into valuable time.
• Does the venue have the right facilities: meeting spaces, breakout rooms, decent Wi-Fi if you need it? 
• Are the bedrooms comfortable? It sounds minor, but poor sleep ruins the experience.
• Is it accessible to everyone in your team? Remote lodges and unusual settings can be appealing, but not if they exclude staff with mobility issues or caring responsibilities.

A corporate retreat destination should feel like a break from the everyday, but not a logistical nightmare. The best choices are those that support the goals and allow the structure you've planned to actually happen.

Planning a Corporate Retreat Checklist

Every event planner knows that details make or break an event. Having a corporate retreat checklist keeps you on track and stops important points from being forgotten.

Save this checklist for future events:

• Be clear about the purpose and objectives.
• Set a budget, keeping a little room for unexpected expenses.
• Select and book the venue early.
• Confirm dates with the team.
• Draft the agenda so that it balances business, bonding, and rest.
• Arrange facilitators or speakers (if needed)
• Book travel and transfers
• Plan catering and check dietary requirements.
• Select activities that include everyone.
• Prepare for contingencies: weather, transport, and last-minute changes.

Keeping a checklist doesn't make you rigid; it ensures the essentials are covered, allowing you to focus on the experience itself. If you're planning a corporate retreat, this list is your safety net.

Balancing Business and People

One of the most complex parts of planning a corporate retreat is keeping the balance between company objectives and personal experience. Employees won't engage if it feels like work in disguise, and the business won't benefit if it's just a holiday.

The sweet spot is where sessions that move the company forward are combined with activities that genuinely feel enjoyable. For example:

• A strategy workshop followed by an outdoor challenge.
• A morning of training followed by a relaxed group dinner.
• A formal presentation one day, balanced with free time the next.

This balance is where retreats create real value, both for the business and for the people attending.

Corporate Retreat Planning in the Real-World: Famly x Eventflare

While these steps to planning a successful corporate retreat sound great on paper, actually applying them to real-world event planning is a whole other game — but one that plenty of organisations have done in a fantastic way.

Take, for instance, the early education software company, Famly, that recently brought 160 people from across Europe together with a clear purpose: to rebuild cohesion and trust that had been harder to maintain across screens. With the help of a 360-degree event planning agency, Eventflare, every decision started with that goal — exactly where any well-planned retreat should begin.

Lisbon was chosen because it fit both practical and cultural needs: easy international access, a lively but relaxed atmosphere, and venues that felt authentic rather than generic. Eventflare’s local knowledge helped ensure the city supported the retreat’s aims, showing how the right destination can turn a gathering into something natural rather than manufactured.

The agenda followed the same intentional approach. Instead of cramming the schedule, the flow was simple: a beach welcome, a scavenger hunt through tiled streets, long shared meals, and a final sunset cruise. Each activity reflected the company’s culture and left room for conversations to unfold organically — a textbook example of balancing structure with space.

Behind the scenes, logistics were handled smoothly, even through a surprise heatwave, so the company’s own team could take part rather than manage clipboards. The result: highly positive feedback and, more importantly, lasting impact. Collaboration flowed more smoothly afterwards, proving that with clear goals, the right destination, and thoughtful pacing, a retreat pays dividends well beyond the days on-site.

The Importance of Post-Retreat Follow-Up

The value of a retreat doesn't end when people head home. If you don't follow up, the energy and ideas generated will fade.

Share notes or key outcomes. Confirm next steps promptly to prevent actions from stalling. Gather feedback while it's still fresh. And think about how to maintain the connections made — through follow-up sessions, cross-team projects, or even just regular social events.

The best retreats are not stand-alone events. They're starting points that influence how people work together long after the trip itself.

Wrapping Up

Planning a corporate retreat is a big responsibility, but it doesn't have to be overwhelming. Start with a clear understanding of the goal of a company retreat, be intentional about how to structure a retreat, and be practical when deciding on a corporate retreat destination.

A well-planned retreat balances business priorities with the human side of the experience. Do that well, and it becomes more than just time away. It’s an investment that brings lasting value back to daily work.