Timing is everything when it comes to a successful offsite. Early planning helps you secure preferred venues, competitive rates, and high-quality experiences. It also provides the flexibility to adapt when plans inevitably shift. Whether you're planning a 2-day retreat or a multi-day summit, following a clear planning timeline helps you stay organized, reduce stress, and make confident decisions every step of the way.
We recommend planning your timeline in reverse! Start with your event date and work backward to ensure each milestone is met and nothing falls through the cracks
Ideal Planning Timeline for a Corporate Offsite
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
Begin researching potential activities, team-building options, and facilitators
2–3 Months Out
Finalize the agenda and assign session leads or speakers
Confirm key vendors (transportation, activities, facilitators, AV)
Review hotel menus and choose initial food & beverage needs
Send out RSVP invites or hold calendar blocks
Draft your travel communication plan (airports, transfers, arrival timing)
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 a detailed agenda and travel tips with attendees
1–2 Weeks Out:
Confirm final guest count and dietary restrictions with the hotel
Re-confirm all vendors and review event-day logistics
Send a final agenda and any prep materials to attendees
Prepare for onsite: arrival checklist, point-of-contact list, and run-of-show
Event Time:
Arrive early to walk the space and connect with vendors
Set up signage, swag, and the registration table
Welcome guests and support check-in and rooming questions
Keep the agenda on track and meals on schedule. Be ready to trouble-shoot any issues that may arise.
Be available for questions and last-minute needs
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
Tips & Tricks
Plan backward from your event date: Start with the end in mind and work in reverse to set realistic deadlines.
Book venues early: Top properties often fill up 3–6 months in advance, especially around busy travel dates.
Build in flexibility: Last-minute changes are common. Leave space in your timeline to adjust as needed.
Keep everything in one place: Use BoomPop’s event tools to manage tasks, deadlines, and vendor details in one easy view.
A clear timeline keeps planning on track and helps reduce last-minute stress. Even with a tight turnaround, staying organized and focusing on key decisions will set your offsite up for success.