One part of the retreat that I never have a problem planning is what we will eat and drink!  I love to look at the food options, plan the menu, the timing and how it will be served.  One thing that should be considered when planning the food for an event is the diet needs of those attending.  There is nothing like having a big BBQ with no veggie options only to find out that some of your guests are vegetarians.  Oops!

So, one thing I always recommend is that you not only ask people what their preferences are, but always plan for the ‘unexpected’.  I generally try and have two dishes that are strictly vegetarian and I will even try and have one soup that is vegan.

In addition to diets, another consideration is whether you want to try and go with locally grown foods, all organic, or at least pesticide free.  Many restaurants, caterers and chefs are offering local fare as an option, and on the Central Coast there are some who are dedicated to preparing local food, only.  For out of town guests this is a great opportunity to bring a local flavor to meal time.

Whatever you do for food, have fun with it!  A retreat is a perfect place to get people to try something new and to be a bit adventurous with the menu.  At retreats, the time around the table can be some of the most productive time.  It’s amazing how food will lighten the mood and help people relax.

Bon Apetit!

You know you want to getaway, you know who is coming, now you need to figure out the location.  To do this, requires that you answer a few basic questions:

1. Where is everyone coming from, and how far are they willing to drive/fly to get to the location?
2. What type of environment does the group like? (urban, rural, etc.)
3. What activities is the group interested in doing during this time? (shopping, hiking, etc.)
4. Does the location need to be family/kid friendly?
5. What type of amenities are a must have? (public parks, ocean access, pool, etc.)

Once you’ve answered these questions, a location can be determined that matches most of the needs of the group.

What are some other factors that you consider when planning your getaways?

When I’m planning getaways for my group of friends or co-workers (yes, I tend to be the go-to person… I love this stuff!), the first thing I do is figure out what is the goal of the getaway.  By defining this, the getaway can be planned to meet the need, rather than the other way around.  When my old college buddies and I get together I know that we need a large house (6 bedrooms minimum), with enough room for kids, and good spaces for the adults to hang out in when the kids go to bed.  We also require a good kitchen, as we all love to get together and make lots of food!

Our ultimate goal is to catch up, have a central place for hanging out, and a location that is close to parks and other outdoor activities.  Knowing this, I’m always able to find an amazing vacation rental that suits all of our needs.  My recommendations for coming up with your own ‘getaway definition’:

1. Know who is coming – is it professional singles, families with kids, a mix of the two… know you audience.
2. Know the food situation – are their vegetarians, do you plan to cook or go out, alcohol or no alcoho?
3. Know the amenities people want – is a hot tub important, is proximity to the beach or a park important, or is the only thing that matters is that there is good wine, food and hang out areas in the house?
4. Know sleeping situations – Will families want one room together, or, will they want some time apart (maybe a kids only room for sleeping), does everyone want their own bedroom, or are some okay sharing with friends?
5. Entertainment – Does the group want to go out at night, stay in, a nice blend of the two?  Do they want to go on a winery tour, kayaking, golfing, or do some want one thing and others want another?
6. Schedules/Timing – What is the best time of year for your group, are their school schedules to think about, busy times at work that make it impossible for some to getaway?  Have everyone send you their best weekends over a set span of time and see if you can get one to line up.

I hope that the tips above help you plan a great group getaway!  It really is a great opportunity to reconnect with friends and/or family in a relaxing place.  Feel free to ask any questions you my have in the comments section.

Something I love to do, whether it’s for myself or for a group of people, is to plan working getaways.  There is something about getting out of the office and into a a great remote location that can help people get a lot of good work done.  Surrounded by nature, where you can’t be interrupted, work takes on a whole new feel.  You can think about that project that you keep setting to the side, can focus as a group on future plans, or can focus on that new software product and walk away with a prototype (or better yet a bet version that people can start using!).

While a lot of people think (and justifiably so) that group off-site = lots of fluffy stuff that has no real long term impact… when an off-site is limited to a small (3-6 people) group of people with a very focused mission and end goal… the results can be staggering.  You may be shocked by what can be produced over 48-72 hours… entire companies and products can be launched over a focused getaway.

So, the next time you’re trying to figure out how you and/or your team are going to pull of your idea(s)… think about a well planned getaway.  Your business will thank you for it!