Creating a budget for your offsite doesn’t need to be overwhelming. By breaking costs down into key categories—lodging, food and beverage, activities, and transportation—you can build a clear picture of how to allocate your funds.
While pricing varies by location and season, having general benchmarks helps guide your early decisions and avoids surprises later.
Estimated Cost Ranges (Per Person, Per Day)
Note: These are ballpark estimates based on mid-tier corporate offsites in major U.S. cities. In general, we recommend a budget of $2,000 to $3,000 per person for a multi-day offsite.
Hotel:
$250–$500+ per night depending on destination, season, and hotel type
Includes room rate and taxes; often booked in blocks with group rates
Food & Beverage:
$300–$400 for 3 meals + snacks and beverages
We typically recommend budgeting with the follow meal costs:
Breakfast: $70 per person
Lunch: $80 per person
Dinner or reception: $150 per person
Snack & Beverage station: $50 per person
Note: While these amounts may seem high compared to a typical restaurant meal, they include event-specific taxes, service charges, and gratuity—which can add 20–30% or more, especially at hotels. If you’re aiming for a lower per-person cost, consider offering a per diem or encouraging meals off-site. Just keep in mind that most hotels do not allow outside catering, so this approach works best when food isn’t tied to your venue.
Activities & Experiences:
$50–$150+ depending on activity type (e.g., cooking classes, boat rides, wellness sessions)
Custom team-building experiences or excursions can run higher
Transportation:
Airfare: $300–$600+ for domestic flights
BoomPop typically uses a flat budget estimate of $500 per person in our event budgets
Ground (local shuttles or rideshares): $20–$80 per person, per day
Costs vary widely by location and how many transfers are needed
Pro Tips
Anchor your budget to your goals: Prioritize spend where it matters most—like upgraded meeting spaces for strategy sessions or great meals for team bonding.
Use all-inclusive venues where possible: Some properties bundle lodging, food, and meeting space to simplify planning and save money.
Account for taxes and service fees: These can add 20–30% to quoted prices, especially for F&B and hotel contracts.
Pad your budget with a buffer: Build in ~10% to cover last-minute needs or unexpected costs.
Ask vendors about minimums: Hotels, caterers, and activity providers often have minimum spend requirements that can impact your final cost.
Leverage BoomPop’s built-in budget tools: Use our Budget Estimator to get early cost guidance, and check your event details section for recommended hotel room rates tailored to your group size.
Budgeting helps you make confident choices that align with your goals and avoid overspending. Start with a rough estimate, then adjust as you lock in vendors and details. When in doubt, a BoomPop planner can help you model different scenarios based on your priorities.