FAQs

Company Offsite Planning FAQs

We believe in transparency and providing clear answers to help you understand how we can save you time, reduce costs, and ensure 100% compliance for your next team offsite.

How does We Offsite understand our specific needs for a company offsite?

Our process is designed to be highly personalized and efficient, ensuring we find the perfect fit for your company offsite or team retreat:

  • Introductory Call & Requirements Gathering

    We begin with a detailed call to understand your unique requirements, goals, and vision for the corporate retreat. This includes understanding your team’s preferences, desired outcomes, and any specific challenges you face as a distributed or remote team.

  • Property Comparison & Scoring

    Based on your input, we compare potential offsite venues and properties against your specific criteria. We assign a personalized score to each property, highlighting its relevance to your needs, not generic metrics.

  • Customized Proposals

    We then present you with handpicked, customized proposals that align with your requirements and budget.

  • Feedback & Refinement

    Your feedback is crucial. We refine our search and adjust proposals for free until we find the perfect option that truly resonates with your team.

How does property and venue sourcing work?

Our venue sourcing process is tailored to the unique nature of team building retreats and company offsites, which can take many forms and sizes.

  • In-Depth Understanding

    We focus on deeply understanding you, your team, and your specific requirements for the offsite venue.

  • Curated Shortlist

    Once we have a clear picture, we develop a shortlist of properties that we believe are an excellent fit.

  • Personalized Scoring

    We meticulously compare each property’s offerings against your requirements, providing a relevant score that is unique to your needs. This ensures you get the best places for offsite meetings that truly suit your goals.

  • Negotiated Rates

    We leverage our relationships to negotiate competitive rates and contract terms with venues, ensuring you benefit from lower-than-public rates and guaranteed corporate travel savings.

What kind of support does We Offsite provide during our company offsite planning and execution?

We offer dedicated support to ensure a smooth experience from start to finish, including onsite support if you request it. Your team members can access support via our platform chat for any issues that arise, and we can call participants directly when needed.

Your core planning team will have direct access to a dedicated phone number, Slack DM and email for personalized assistance. Our expert offsite team is ready to help with any issue, from flight changes and cancellations to destination advice and on-site problem resolution.

Do you provide invoices for our corporate offsite expenses?

Yes, we provide full transparency and control over your company offsite expenses. You can easily download invoices for every item booked through the platform, ensuring clear record-keeping and budget control for corporate travel.

What does We Offsite's fee include?

Our fixed fee provides a comprehensive, end-to-end company offsite planning solution, covering all essential aspects of your event:

  • Property Management

    Property sourcing, negotiation, and bookings for your ideal offsite venues.

  • Transfers

    Arranging all necessary transfers.

  • Activities

    Sourcing and booking activities, including team building activities.

  • Schedules & Checklists

    Providing detailed schedules and checklists for smooth execution.

  • Full Support

    Dedicated support before, during, and after your team offsite.

  • Meals

    Sourcing and coordinating meals, catering, and dining arrangements for your team.

  • Swag

    Sourcing and coordinating branded merchandise and welcome gifts for your offsite.

  • Policy Setting

    Assistance in setting your travel & offsite policy to ensure 100% compliance.

What services are not included in your standard fee?

While our fee covers extensive services, certain specialized support options are available as additional services:

  • Site Inspection Visits

    If you require an in-person visit to a potential corporate retreat venue, this is offered at a flat fee.

  • Main Event Onsite Support

    For direct, on-the-ground assistance during your main event, this service is available for a flat fee.

The cost for these two services will vary depending on your company offsite’s location and the number of days required.

How does We Offsite ensure compliance with remote work and international travel regulations for our team trips?

We help you set and enforce corporate travel policies, managing approval requests to keep all offsite travel within policy.

Our expertise covers international legal aspects like corporate tax, immigration, and social security, mitigating risks and ensuring adherence to local employment laws. Our policy management tools provide full control and transparency over your team’s travel.

What specific cost savings and efficiencies can we expect when planning our corporate retreat with We Offsite?

We achieve cost-effective team offsites through negotiated rates for accommodation and activities, securing lower-than-public rates and guaranteed corporate travel savings.

Our platform provides full budget control for corporate travel, offering transparent expense overviews before booking, allowing you to compare costs and track spending in real-time.

What are the best destinations for company offsites and team retreats?

There is no single “best” destination; the ideal location for your corporate retreat or team offsite is entirely dependent on your unique needs, goals, and team distribution. We focus on understanding your requirements to find the place that makes the most sense for you.

While we have curated properties and established relationships with suppliers in many popular destinations worldwide, we are always open to discovering new locations that perfectly match your vision.

Can We Offsite help with specific types of team building activities or unique event themes for our offsite?

Absolutely! We Offsite specializes in curating and booking a wide array of team building activities and unique event themes to make your corporate retreat truly unforgettable.

We offer everything from outdoor adventures like ropes courses and wellness retreats to culinary experiences and strategic workshops.

We understand that effective employee engagement offsite ideas are crucial for fostering connection and achieving your staff retreat goals.

What does We Offsite handle when planning a company offsite?

We handle the end-to-end planning of your company offsite, including destination and venue sourcing, travel, accommodation, transfers, meals, activities, meeting spaces, customized agendas, budget tracking and supplier coordination.

Depending on your needs, we can also provide onsite support so your team can focus on the event rather than the logistics.

How much does company offsite planning cost?

We Offsite charges a fixed one-time planning fee based on factors such as your team size, destination and the duration of the offsite.

The fee covers the sourcing and booking of travel, accommodation, transfers, activities, meals and other event elements, as well as access to the We Offsite platform.

Additional services such as site visits or onsite support may be quoted separately.

How do you source venues?

We start by understanding your team, goals, budget and venue requirements. We then create a curated shortlist of suitable properties, compare each option against your needs and present personalized recommendations.

We can refine the shortlist based on your feedback until we find the right fit for your offsite. Explore some of our featured company offsite locations.

Can you manage travel and accommodation?

Yes. We can coordinate travel, and book accommodation and transfers as part of the offsite planning process.

We also take your company travel policy and individual traveler requirements into account, helping keep bookings organized and compliant.

How do you manage budgets?

We help you understand the full cost of your offsite before booking and keep expenses visible throughout the planning process.

Budgets can include travel, accommodation, venues, meals, activities, transfers and other requested items, allowing you to review estimated costs and booking status in one place.

What team sizes do you support?

We Offsite plans retreats and team offsites for companies with groups ranging from 30 to 1,000 people, adapting the destination, venues, logistics and program to the size and needs of each team.

Do you support international teams?

Yes. We Offsite specializes in planning offsites for distributed and remote companies, including teams with employees based across different countries and continents.

Our end-to-end planning can cover international travel, accommodation, transfers and even visa-related requirements where needed.

How far in advance should we plan an offsite?

For most company offsites, we recommend starting the planning process at least 5–6 months in advance.

Larger international gatherings or high-demand destinations may benefit from an even longer lead time.