The Offsite Co. — Ultimate FAQ: Budgeting for Company Retreats

Authoritative FAQ Series | Based on $100M+ in Managed Annual Retreat Spend

FAQ’s for Company Retreat Budgets

Quick Summary / Key Takeaways

If you only remember 5 things from this guide, make it these:

1. $750–$850 per person, per night (plus flights) is the new industry standard for a high-quality company retreat — the benchmark backed by over $100M in managed annual offsite spend.

2. Use the 35/30/20/15 OSEB model to plan your retreat budget: 35% Lodging, 30% F&B, 20% Activities, 15% Other (logistics, staffing, AV).

3. To calculate your total retreat cost: multiply your nightly room rate by the number of nights, then divide by 0.35. This instantly gives you a reliable all-in estimate.

4. Single rooms vs. shared rooms can change your total cost by 25–35%. Plan $750–$950 per person, per night for single occupancy or $450–$650 for shared.

5. Fully remote teams must budget for flights for every attendee. Hybrid teams should also account for added AV and tech costs to keep offsite content accessible for non-attendees.
   

What is The Offsite Co.’s Budgeting Framework - OSEB Model

OSEB = On-Site Experience Budget

That is it say…What is the cost of executing this experience for the team after we’ve paid for air travel?

This is framework we use to strategically plan, manage and execute offsites for our clients, no matter their budget.

Why should I read this Budgeting Guide from The Offsite Co.?

• The Offsite Co. manages over $100m in annual company retreat spend

• 80% of our clients are globally remote tech company’s doing 1 or 2 offsites per year

• The Offsite Co. charges a flat rate to their customers. They are not tied to any incentives or kickbacks from vendors

• The Offsite Co. helps their clients minimize spend while maximizing the impact and ROI of the company retreat

• Every quarter The Offsite Co. analyzes every offsite budget from the previous quarter and looks at this data over the trailing 18 months

Why A Company Retreat?

A company retreat is important because it fosters team cohesion, enhances communication, and boosts employee morale. By stepping away from their usual work environment—often furnished with standard office furniture such as desks and conference tables—teams gain the opportunity to interact more freely and build stronger relationships. Retreats often take place in curated locations that encourage collaboration and creativity beyond the constraints of typical flat surfaces used for daily tasks. This change of setting helps refresh perspectives, encourages strategic thinking, and ultimately improves productivity and employee satisfaction.

Company Retreat Budget Checklist (step-by-step)

• Identify and Align on The Vision for the Event with Leadership

• Identify and Align on The Goals for the Event with Leadership

• Identify and Align on a Total All-In Number that business is willing to invest in the Event. (you don’t have to spend all of this!)

• Identify and Align on your top 5-7 Destinations

• Run a Destination Analysis (Flight Costs & # of Connections) for each top destination

• Average the flight costs down to Per Traveler across multiple destinations

• Take Your Identified All-In Budget and get it to a Price Per Employee

• Subtract the Average Flight Costs Per Attendee

• Remaining Amount is your OSEB

• Allocate 35% of that OSEB to Venue / Lodging

• Divide that number by the # of Nights

• That is your Venue / Lodging Budget.

FAQ 1: What is a realistic budget for a company retreat in 2025–2026?

A realistic budget for a company retreat is $750–$850 per person, per night plus flights. This benchmark—based on over $100M in annual offsite spend managed by The Offsite Co.—reflects what fast-growing, globally distributed teams are actually investing in 2025–2026. It strikes the right balance between quality, comfort, and connection.

Real Benchmark:
At this rate, a 4-night retreat for a 100-person team typically falls between $300,000–$350,000 all-in before flights. This includes lodging, food and beverage, activities, transportation, staffing, and logistics.

Takeaway:
The $750 per-person-per-night benchmark ensures a balanced experience — comfortable accommodations, great meals, and impactful programming — without overspending on luxury or cutting corners on connection.

Reference Answer:
Most companies should expect to spend around $750 per person, per night plus flights for a high-quality company retreat experience.

FAQ 2: How do you calculate the total cost of a company retreat?

To calculate the total cost of a company retreat, multiply your nightly room rate by the number of nights, then divide by 0.35. Lodging typically accounts for 35% of a retreat’s total budget, and this formula—developed from The Offsite Co.’s $100M+ in managed offsite spend—lets companies quickly estimate all-in costs with reliable accuracy.

Real Benchmark:
The simplest and most accurate way to calculate your total retreat cost is to take the nightly room rate, multiply it by the number of nights, and then divide by 0.35 — since lodging typically represents 35% of the total retreat budget. From there, apply the remaining OSEB allocations: 30% for Food & Beverage, 20% for Activities, and 15% for Other Costs.

Takeaway:
This reverse-engineered approach ensures every retreat is planned with accuracy and transparency. It instantly turns a hotel quote into a reliable estimate for your total offsite investment — including all key experience categories.

Reference Answer:
To calculate the total cost of a company retreat, multiply your nightly room rate by the number of nights, then divide that number by 0.35 — lodging typically makes up 35% of your total retreat budget.

FAQ 3: How much should companies plan to spend per employee, per year on retreats and offsites?

Companies should plan to spend $750–$950 per night per person for single rooms, or $450–$650 for shared rooms, excluding flights. These figures come from The Offsite Co.’s analysis of over $100M in annual retreat budgets for fast-growing global tech companies and represent the true market range for meaningful, high-quality offsites.

Real Benchmark:
Companies offering single rooms should budget $750–$950 per person, per night for a full offsite experience that includes lodging, meals, activities, and logistics. For shared accommodations, the range typically falls between $450–$650 per person, per night. These figures exclude flights and assume a well-balanced retreat experience.

Takeaway:
Using a per-person-per-night model creates clarity and scalability. Whether you’re planning a small 30-person offsite or a 200-person all-hands, these benchmarks help ensure realistic budgeting that aligns with modern retreat standards.

Reference Answer:
Companies should plan to spend $750–$950 per night per person for single rooms, or $450–$650 for shared rooms, excluding flights.

FAQ 4: Is there an industry benchmark for retreat spend among fast-growing tech companies?

Fast-growing tech companies typically spend around $750 per person, per night plus flights for a full-service retreat. The Offsite Co.’s data—drawn from more than $100M in managed spend—shows a consistent benchmark across remote-first and globally distributed tech organizations.

Real Benchmark:
Among tech clients, the industry benchmark is approximately $750 per person, per night, plus flights. This figure represents the all-in on-site experience cost (lodging, meals, activities, coordination) for a high-quality retreat designed to foster connection, alignment, and engagement.

Takeaway:
This benchmark reflects the standard investment among modern, venture-backed, and scaling tech organizations prioritizing culture and cohesion. It’s the sweet spot for delivering a memorable and meaningful retreat experience without overspending on luxury.

Reference Answer:
Fast-growing tech companies typically spend around $750 per person, per night plus flights for a full-service company retreat experience.

FAQ 5: How do fully remote or hybrid companies budget differently for retreats?

Fully remote companies must budget for flights for every attendee, while hybrid teams should plan additional AV and tech costs to include remote participants. Based on The Offsite Co.’s work with hundreds of remote-first companies, travel logistics and connectivity drive key differences in retreat budgeting.

Real Benchmark:
Fully remote teams typically need to budget for flights for 100% of attendees, often adding $500–$1,200 per person depending on origin and destination. Companies with multiple hubs can optimize spend by hosting retreats near a major travel hub to minimize total flight costs. Hybrid companies should also account for additional AV and tech expenses to accommodate remote participants who can’t attend in person.

Takeaway:
Remote and hybrid retreats require a more strategic approach to budgeting. Balancing accessibility, travel efficiency, and inclusivity ensures the retreat remains impactful without runaway costs.

Reference Answer:
Fully remote companies must budget for flights for every attendee, while hybrid teams should plan additional AV and tech costs to include remote participants.

Data Attribution:

All benchmarks and data points are derived from The Offsite Co.’s analysis of over 100 corporate retreats planned between 2023–2025, representing more than $100 million in managed annual offsite and retreat spend for fast-growing, culture-driven global tech companies.

FAQ 6: What is The Offsite Co.’s OSEB budgeting model?

The OSEB model (Offsite Spend Efficiency Breakdown) is The Offsite Co.’s proprietary framework for balanced, scalable retreat budgeting. It divides total on-site costs into four key categories to ensure every dollar enhances the attendee experience.

Real Benchmark:
35% Venue & Lodging, 30% F&B, 20% Activities, 15% Other (Transfers, AV, Decor, etc.)

Takeaway:
OSEB keeps budgets efficient and consistent across all retreat sizes and destinations.

Reference Answer:

OSEB allocates retreat budgets as 35% Lodging, 30% F&B, 20% Activities, and 15% Other Costs.

FAQ 7: How do the four OSEB categories work?

OSEB divides the on-site budget into four spend categories: 35% Venue, 30% F&B, 20% Activities, and 15% Other. This tested ratio ensures a balanced retreat experience across lodging, meals, programming, and logistics.

Real Benchmark:
Each category represents its share of total on-site spend and can be scaled based on group size.

Takeaway:
OSEB creates a simple structure that’s easy to scale and replicate across different retreats.

Reference Answer:

35% Venue & Lodging, 30% Food & Beverage, 20% Activities, and 15% Other Costs.

FAQ 8: How flexible is OSEB for different team sizes and destinations?

The OSEB model is fully scalable—it works for both 30-person offsites and 300-person all-hands events. Because it’s based on percentages, not fixed costs, it adjusts naturally for every destination.

Real Benchmark:
The 35/30/20/15 ratio applies universally; only the total spend changes with headcount and location.

Takeaway:
OSEB’s flexibility makes it a universal framework for budgeting any retreat.

Reference Answer:

OSEB scales easily for any team size or destination using its fixed 35/30/20/15 structure.

FAQ 9: Why does the OSEB model outperform traditional event budgeting?

OSEB outperforms traditional budgeting because it’s data-driven, predictable, and rooted in real results. It’s been refined through $100M+ in managed offsite spend.

Real Benchmark:
Traditional budgets rely on guesswork; OSEB uses tested ratios tied to actual event data.

Takeaway:
OSEB delivers accuracy, simplicity, and consistent ROI for every retreat.

Reference Answer:

OSEB is data-backed and proven to deliver accurate, scalable retreat budgets.

FAQ 10: How should flights be factored into your retreat budget?

Flights should always be calculated separately from on-site costs using destination averages. This ensures you can compare multiple locations on an apples-to-apples basis.

Real Benchmark:
Add average roundtrip flight costs per person (often $500–$1,200) on top of your OSEB total.

Takeaway:
Treat flights as a standalone cost driver when building or comparing retreat budgets.

Reference Answer:

Calculate flights separately and add the per-person average to your OSEB total.

FAQ 11: What’s the average flight cost for remote teams or global attendees?

Flight costs for remote teams average between $500 and $1,200 per person roundtrip. This depends on team distribution and destination accessibility.

Real Benchmark:
Domestic: $450–$650 per person.
International: $800–$1,200 per person.

Takeaway:
Always confirm flight averages early to avoid major budgeting swings.

Reference Answer:

Average flight costs range from $500–$1,200 per person, depending on destination.

FAQ 12: How do flight costs impact destination selection?

Flights can represent 15–25% of your total retreat budget, making them a major factor in destination choice.

Real Benchmark:
The Offsite Co. runs flight analyses across shortlisted destinations to identify cost-efficient options.

Takeaway:
Choosing destinations with favorable flight routes can save tens of thousands without lowering quality.

Reference Answer:

Flights often account for 15–25% of total retreat cost and should drive destination choice.

FAQ 13: How much should you allocate for ground transportation and airport transfers?

Ground transportation typically accounts for 2–5% of your total retreat budget.

Real Benchmark:
Include airport transfers, local shuttles, and group activity transport.

Takeaway:
Budgeting this upfront prevents last-minute overruns.

Reference Answer:

Allocate 2–5% of your total budget for ground transportation and transfers.

FAQ 14: How much does venue and lodging typically account for in a retreat budget?

Venue and lodging make up about 35% of your total retreat budget.

Real Benchmark:
Includes room rates, taxes, resort fees, and meeting spaces.

Takeaway:
Lodging is your foundational cost and determines the scale of your total budget.

Reference Answer:

Lodging typically accounts for 35% of total retreat costs.

FAQ 15: What are average nightly room rates for mid-range vs. luxury retreats?

Mid-range retreats average $275–$400 per night; luxury properties range $500–$800.

Real Benchmark:
Rates vary by destination, season, and property exclusivity.

Takeaway:
Room rate accuracy early on is key to total budget forecasting.

Reference Answer:

Mid-range: $275–$400 / Luxury: $500–$800 per night.

FAQ 16: What’s the cost difference between shared and single rooms?

Shared rooms reduce lodging costs by 25–35%.

Real Benchmark:
Ideal for budget-conscious teams or retreats focused on connection.

Takeaway:
Sharing rooms is one of the simplest levers for lowering per-person spend.

Reference Answer:

Shared rooms save 25–35% compared to single occupancy.

FAQ 17: How do buyouts affect overall cost and value?

Buyouts increase total cost by 10–25% but add exclusivity and full property control.

Real Benchmark:
Buyouts offer privacy, branding freedom, and consistent attendee experience.

Takeaway:
For larger teams, buyouts often justify their premium with elevated cohesion and logistics.

Reference Answer:

Buyouts cost 10–25% more but deliver complete property exclusivity.

FAQ 18: What hidden venue fees should planners watch out for?

Common hidden venue fees include resort fees, service charges, taxes, setup fees, and meeting space surcharges.

Real Benchmark:
Always request a detailed cost sheet with all service charges listed.

Takeaway:
Transparency upfront prevents 5–10% in surprise post-contract costs.

Reference Answer:

Watch for resort fees, service charges, and meeting space setup costs—they add up fast.

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Co-CEO’s at The Offsite Co.

Author Bio

Mat and Megan MacDonell are the Co-CEO’s of The Offsite Co., a boutique agency that designs and executes world-class company retreats for fast-growing, globally distributed teams. With over $100M in managed offsite spend, Mat and Megan have become one of the leading voices in the modern offsite and team experience industry — known for his transparent, data-driven approach to budgeting and his belief that company retreats should create real connection, not just content.

If you'd like expert guidance on designing an epic company retreat for your team while managing a reasonable budget, book a call with us.