Team Offsite Planner
People teams and team leads planning retreats
Team leads: plan a retreat with agenda, venues, attendees and budget.
Use this templateTeam Offsite Planner
Plan the offsite from one page: agenda by hour, logistics tasks with owners, a budget that shows variance, and who is coming. Check the budget and open tasks every Friday.
Key facts
Where: Sandpiper Point Retreat
When: the three days starting 40 days from now
Group size: 10 invited
Theme: Shaping the next year together
Quick links
Offsite dashboard
Travel and packing
Dietary needs
Agenda
| Session | Day | Starts | Ends | Type | Owner | Location |
|---|---|---|---|---|---|---|
| Arrival and welcome lunch | Nov 27, 8:00 PM | Nov 27, 9:00 PM | Nia Thornberry | Dining hall | ||
| Opening: where the studio is heading | Nov 27, 10:00 PM | Nov 28, 12:00 AM | Joaquín Beltrán | Main room | ||
| Walk to the headland | Nov 28, 12:00 AM | Nov 28, 2:00 AM | Maribel Quintero | Trailhead | ||
| Group dinner | Nov 28, 3:00 AM | Nov 28, 5:00 AM | Nia Thornberry | Dining hall | ||
| Breakfast | Nov 28, 4:00 PM | Nov 28, 5:00 PM | Nia Thornberry | Dining hall | ||
| Workshop: how we win projects | Nov 28, 5:00 PM | Nov 28, 8:00 PM | Amélie Rousseau | Main room | ||
| Lunch on the deck | Nov 28, 8:00 PM | Nov 28, 9:00 PM | Nia Thornberry | Deck | ||
| Breakouts: tools and process | Nov 28, 9:00 PM | Nov 28, 11:00 PM | Kwabena Osei | Breakout rooms |
Open tasks
| Task | Owner | Due | Status | Category | Budget line | Created |
|---|---|---|---|---|---|---|
| Confirm the venue deposit | Sunita Rao | Oct 15, 2026 | In progress | Venue and cabins | — | |
| Book the vans | Maribel Quintero | Oct 18, 2026 | To do | Vans and fuel | — | |
| Collect dietary needs | Nia Thornberry | Oct 23, 2026 | In progress | Catering for three days | — | |
| Plan the headland walk route | Maribel Quintero | Nov 1, 2026 | To do | Kayak hire and guide | — | |
| Order name badges and notebooks | Felix Lindqvist | Nov 7, 2026 | To do | Printing and swag | — | |
| Send the travel pack | Nia Thornberry | Oct 30, 2026 | To do | — | — | |
| Arrange kayak hire | Maribel Quintero | Nov 5, 2026 | To do | Kayak hire and guide | — | |
| Book flights for remote staff | Nia Thornberry | Oct 20, 2026 | Done | Flights for three people | — |
Budget
| Cost line | Category | Estimate | Actual | Paid | Mark paid |
|---|---|---|---|---|---|
| Venue and cabins | $9,000 | $9,000 | Yes | — | |
| Catering for three days | $4,500 | $4,200 | No | — | |
| Vans and fuel | $1,800 | $0 | No | — | |
| Flights for three people | $1,500 | $1,380 | Yes | — | |
| Kayak hire and guide | $900 | $0 | No | — | |
| Facilitator for Day 2 workshop | $1,200 | $1,200 | Yes | — | |
| Printing and swag | $650 | $0 | No | — | |
| Celebration dinner extras | $700 | $0 | No | — |
Attendees
| Attendee | Team member | RSVP | Dietary needs | Travel | Cabin | Invited at |
|---|---|---|---|---|---|---|
| Nia Thornberry | Nia Thornberry | Arrives with the van | Cabin 1 | — | ||
| Joaquín Beltrán | Joaquín Beltrán | Flight arrives 10:40 | Cabin 2 | — | ||
| Amélie Rousseau | Amélie Rousseau | Drives, leaves Friday morning | Cabin 3 | — | ||
| Kwabena Osei | Kwabena Osei | Waiting on childcare | Cabin 2 | — | ||
| Sunita Rao | Sunita Rao | Flight arrives 11:55 | Cabin 4 | — | ||
| Felix Lindqvist | Felix Lindqvist | Van pool | Cabin 5 | — | ||
| Maribel Quintero | Maribel Quintero | Drives | Cabin 3 | — | ||
| Oscar Whitfield | Oscar Whitfield | Wedding that weekend | Unassigned | — |
Venues
| Venue | Cost | Capacity (people) | Chosen | Link | Open venue |
|---|---|---|---|---|---|
| Sandpiper Point Retreat | $9,000 | 16 | Yes | https://sandpiperpoint.net/retreat | — |
| Harborlight Lodge | $11,500 | 22 | No | https://harborlightlodge.net | — |
| Redwood Hollow Camp | $7,200 | 14 | No | https://redwoodhollowcamp.net | — |
These numbers update as you work. Use this page for the weekly check, then open the list behind any number to act on it.
| Cost line | Category | Estimate | Actual | Paid | Mark paid |
|---|---|---|---|---|---|
| Venue and cabins | $9,000 | $9,000 | Yes | — | |
| Catering for three days | $4,500 | $4,200 | No | — | |
| Vans and fuel | $1,800 | $0 | No | — | |
| Flights for three people | $1,500 | $1,380 | Yes | — | |
| Kayak hire and guide | $900 | $0 | No | — | |
| Facilitator for Day 2 workshop | $1,200 | $1,200 | Yes | — | |
| Printing and swag | $650 | $0 | No | — | |
| Celebration dinner extras | $700 | $0 | No | — |
| Task | Owner | Due | Status | Category | Budget line | Created |
|---|---|---|---|---|---|---|
| Confirm the venue deposit | Sunita Rao | Oct 15, 2026 | In progress | Venue and cabins | — | |
| Book the vans | Maribel Quintero | Oct 18, 2026 | To do | Vans and fuel | — | |
| Book flights for remote staff | Nia Thornberry | Oct 20, 2026 | Done | Flights for three people | — | |
| Collect dietary needs | Nia Thornberry | Oct 23, 2026 | In progress | Catering for three days | — | |
| Send the travel pack | Nia Thornberry | Oct 30, 2026 | To do | — | — | |
| Plan the headland walk route | Maribel Quintero | Nov 1, 2026 | To do | Kayak hire and guide | — | |
| Arrange kayak hire | Maribel Quintero | Nov 5, 2026 | To do | Kayak hire and guide | — | |
| Order name badges and notebooks | Felix Lindqvist | Nov 7, 2026 | To do | Printing and swag | — |
| Attendee | Team member | RSVP | Dietary needs | Travel | Cabin | Invited at |
|---|---|---|---|---|---|---|
| Nia Thornberry | Nia Thornberry | Arrives with the van | Cabin 1 | — | ||
| Joaquín Beltrán | Joaquín Beltrán | Flight arrives 10:40 | Cabin 2 | — | ||
| Amélie Rousseau | Amélie Rousseau | Drives, leaves Friday morning | Cabin 3 | — | ||
| Kwabena Osei | Kwabena Osei | Waiting on childcare | Cabin 2 | — | ||
| Sunita Rao | Sunita Rao | Flight arrives 11:55 | Cabin 4 | — | ||
| Felix Lindqvist | Felix Lindqvist | Van pool | Cabin 5 | — | ||
| Maribel Quintero | Maribel Quintero | Drives | Cabin 3 | — | ||
| Oscar Whitfield | Oscar Whitfield | Wedding that weekend | Unassigned | — |
Unpaid costs
| Cost line | Category | Estimate | Actual | Paid | Mark paid |
|---|---|---|---|---|---|
| Venue and cabins | $9,000 | $9,000 | Yes | — | |
| Catering for three days | $4,500 | $4,200 | No | — | |
| Vans and fuel | $1,800 | $0 | No | — | |
| Flights for three people | $1,500 | $1,380 | Yes | — | |
| Kayak hire and guide | $900 | $0 | No | — | |
| Facilitator for Day 2 workshop | $1,200 | $1,200 | Yes | — | |
| Printing and swag | $650 | $0 | No | — | |
| Celebration dinner extras | $700 | $0 | No | — |
Tasks due soon
| Task | Owner | Due | Status | Category | Budget line | Created |
|---|---|---|---|---|---|---|
| Confirm the venue deposit | Sunita Rao | Oct 15, 2026 | In progress | Venue and cabins | — | |
| Book the vans | Maribel Quintero | Oct 18, 2026 | To do | Vans and fuel | — | |
| Book flights for remote staff | Nia Thornberry | Oct 20, 2026 | Done | Flights for three people | — | |
| Collect dietary needs | Nia Thornberry | Oct 23, 2026 | In progress | Catering for three days | — | |
| Send the travel pack | Nia Thornberry | Oct 30, 2026 | To do | — | — | |
| Plan the headland walk route | Maribel Quintero | Nov 1, 2026 | To do | Kayak hire and guide | — | |
| Arrange kayak hire | Maribel Quintero | Nov 5, 2026 | To do | Kayak hire and guide | — | |
| Order name badges and notebooks | Felix Lindqvist | Nov 7, 2026 | To do | Printing and swag | — |
How to read this page
Each chart groups your entries as shown; click a slice to see the entries behind it.
The lists below show only what needs attention now.
If a chart looks off, check that every entry is connected to the right person or item.
Everything you need before you set off.
What to bring
Layers; evenings are cold by the sea
Walking shoes
Swimwear if you fancy kayaking
Laptop is not needed
A short story or idea to share at dinner
The vans leave the studio at 7:30 on Day 1. Remote colleagues: your flight details are in the Attendees table.
Travel day plan
Collect dietary needs early. A single missed allergy is the one problem you cannot fix on the day.
Catering reads this page before ordering.
| Attendee | Team member | RSVP | Dietary needs | Travel | Cabin | Invited at |
|---|---|---|---|---|---|---|
| Nia Thornberry | Nia Thornberry | Arrives with the van | Cabin 1 | — | ||
| Joaquín Beltrán | Joaquín Beltrán | Flight arrives 10:40 | Cabin 2 | — | ||
| Amélie Rousseau | Amélie Rousseau | Drives, leaves Friday morning | Cabin 3 | — | ||
| Kwabena Osei | Kwabena Osei | Waiting on childcare | Cabin 2 | — | ||
| Sunita Rao | Sunita Rao | Flight arrives 11:55 | Cabin 4 | — | ||
| Felix Lindqvist | Felix Lindqvist | Van pool | Cabin 5 | — | ||
| Maribel Quintero | Maribel Quintero | Drives | Cabin 3 | — | ||
| Oscar Whitfield | Oscar Whitfield | Wedding that weekend | Unassigned | — |
If your needs change, tell the head of people before Day 1.
Sending dietary needs to the caterer
Send the dietary table one week before, with counts per need and any allergies marked clearly. Ask the caterer to confirm in writing.
Checklist for the caterer
Send counts and allergies in writing
Ask for a labelled option at every meal
Confirm the final numbers two days before
What's inside
6 tables · 18 views · 1 form · 3 row actions · 1 agent4 pages
- Team Offsite Planner
- Offsite dashboard
- Travel and packing
- Dietary needs
5 tables
- Agenda4 views · 12 sample rows
- Logistics tasks7 views · 10 sample rows
- Budget3 views · 8 sample rows
- Attendees2 views · 10 sample rows
- Venues1 view · 3 sample rows
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