Planning the perfect remote team retreat: a logistics playbook

The "offsite" is the new office

For fully remote companies, the annual retreat isn't just a perk; it is the only time culture is solidified. However, planning a retreat for 50 people coming from 15 different countries is a logistical Hydra.

Step 1: The "center of gravity" analysis

Do not start with "Where do we want to go?" Start with "Where are we?" Plot every employee on a map. Use a weighted geographic midpoint tool like Betweengs to identify the region.

Global team?:Europe (Portugal/Spain) or Turkey often works best as a bridge between US/Asia time zones.

Americas team?:Mexico or Colombia offers central access and high value.

Step 2: The budget matrix

A rule of thumb for budgeting per person (excluding flights) for a 3-4 day retreat:

Low budget:$1,500/pp (Thailand, Portugal)

Mid budget:$2,500/pp (Spain, US Secondary Cities)

High budget:$4,000+/pp (London, NYC, Switzerland)

Pro Tip: Allocate 40% of the total budget to flights. If you can lower this number by choosing a smart Hub, you unlock budget for better food.

Step 3: Venue selection - "hotel vs. villa"

Hotels:Better for privacy. Everyone gets a keycard. Essential for teams >20.

Villas:Better for bonding. Cooking breakfast together creates intimacy. Best for smaller teams.

Step 4: The agenda - the "70/30 rule"

Do not fill 100% of the time. The magic happens in the margins.

70% Structured:Workshops, Hackathons, Town Halls.

30% White Space:Free afternoons. This is when the "real" conversations happen.

Avoid "Forced Fun." Trust adults to socialize. Provide options (hike vs. spa vs. nap), not mandates.