Timing is everything when it comes to a successful offsite. Early planning helps you secure preferred venues, competitive rates, and high-quality experiences, while giving you flexibility when plans inevitably shift.
Whether you’re organizing a 2-day retreat or a multi-day summit, a clear timeline keeps you organized, reduces stress, and supports confident decision-making.
We recommend planning your timeline in reverse: start with your event date and work backward to ensure each milestone is met.
Set Your Foundations (3–6 Months Out)
Align on goals, budget, and guest list
Choose a destination and check hotel/venue availability
Send RFPs and secure hotel + venue contracts
Begin building your guest site or invite list
Research potential activities, team-building options, and facilitators
Build Your Agenda (2–3 Months Out)
Finalize agenda and assign session leads or speakers
Confirm key vendors (transportation, activities, facilitators, AV)
Review hotel menus and choose initial food & beverage needs
Send RSVP invites or hold calendar blocks
Draft travel communication plan (airports, transfers, arrival timing)
Finalize Event Details (1 Month Out)
Confirm RSVPs and finalize the rooming list with the hotel
Submit final AV, catering, and activity details
Review and sign the Banquet Event Order (BEO)
Order swag, print materials, badges, and signage
Share detailed agenda and travel tips with attendees
Prepare Onsite (1–2 Weeks Out)
Confirm final guest count and dietary restrictions with the hotel
Re-confirm all vendors and review event-day logistics
Send final agenda and prep materials to attendees
Prepare for onsite: arrival checklist, point-of-contact list, run-of-show
Event Day Execution
Arrive early to walk the space and connect with vendors
Set up signage, swag, and registration table
Welcome guests and support check-in and rooming questions
Keep agenda on track and meals on schedule
Be available for questions and last-minute needs
Wrap Up (Post-Event, within 1 Week)
Send thank-you notes and/or feedback surveys
Debrief internally: What went well? What could be improved?
Review vendor invoices and finalize all outstanding payments
Expert Tips
Plan backward: Start with the end in mind to set realistic deadlines.
Book venues early: Top properties often fill up 3–6 months in advance.
Build in flexibility: Last-minute changes are common; leave room to adjust.
Keep everything in one place: Use BoomPop’s event tools to manage tasks, deadlines, and vendor details efficiently.
Following this timeline keeps planning on track, reduces last-minute stress, and ensures your offsite runs smoothly and successfully.
TL;DR
Start planning early and work backward from your event date
Secure hotels and vendors 3–6 months out
Finalize RSVPs, rooming lists, and agendas 1 month out
Re-confirm vendors and prep onsite 1–2 weeks out
Post-event: debrief and finalize payments