Company Retreat Budget: What to Include
Understand the major cost categories and avoid surprises in group travel.
1. Start with a cost framework
Group costs into accommodation, meeting rooms and AV, meals, activities, transfers, flights, insurance, visas, taxes and contingency. Separate fixed costs from per-person costs so the budget responds accurately when headcount changes.
2. Understand room pricing
Ask whether rates are per room or per guest, whether breakfast is included and whether single occupancy is assumed. Check service charges, local taxes, minimum stays, room-block release dates and early check-in fees.
3. Account for meeting and food costs
Meeting space can be charged by day, by session or through a food-and-beverage minimum. Request separate pricing for microphones, projectors, hybrid meeting support, coffee breaks, lunches and dinners.
4. Model three scenarios
Prepare lean, standard and premium scenarios using identical dates and group sizes. For example, 30 people over three nights at USD 150 per person per night implies USD 13,500 for accommodation before taxes or additional services. This is an illustrative calculation, not a venue quotation.
5. Include risk and approvals
A 10–15% contingency can be a useful starting assumption, but the right allowance depends on the project. Record currency exchange assumptions, deposit deadlines, refund conditions and who approves scope changes.
6. Compare total landed cost
A lower nightly rate may be offset by airport transfers, venue hire or mandatory meal packages. Compare complete packages and document all exclusions before committing.
Use OFFGO's estimator
The OFFGO Budget Estimator is a scenario tool. Its figures are editable planning assumptions, not live prices or confirmed supplier availability.
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