Remote team retreat ideas?
July 3, 2018 12:51 PM Subscribe
We have an all-remote, all-part-time-intermittent consultant team of about 30, mostly west coast USA. We are brainstorming what a 2-4 day team retreat might look like in some coming fall or spring. Open to any ideas and trying to get a ballpark on costs and considerations. And gather potential destinations, retreat resources, creative feeding ideas, etc. More than anything else, the goal would be team building, bonding and just generally getting to know one another.
An example: Near me there is a conference complex that has cool housing options (e.g. multiple six-room houses), views, forest trails, water, bocce courts and the option to arrange to feed groups of any size, cafeteria style, at a cost that would be much more affordable than eating out for every meal. It's a definite possibility but not a cheap destination to fly everyone to.
Somewhere western USA makes the most sense. Mexico could be an option? Vegas? Mountains? Within an hour of a major metro airport would make the most sense by far. I can imagine hiring a couple of cooks, or a catering company. I prefer anything that makes for a more intimate setting and encourages mixing and conversation, and probably some planner or a company that specializes in this should be involved. Mixer games of some kind would be good, the kind that help us learn more about one another.
Attendees are mostly, say 25-45. We wouldn't be promoting a drunken party vibe. Yes, cost is a consideration. This could be outside the realm of possibility. Research phase is to determine this. Could it be done for $10k, <$20k? Numbers are random.
Have you done this? Planned or participated in something like this? Was it great? Did it suck? What should have been done differently? Names, locations, resources, feedback, a sense of what it might cost, I welcome it all!
An example: Near me there is a conference complex that has cool housing options (e.g. multiple six-room houses), views, forest trails, water, bocce courts and the option to arrange to feed groups of any size, cafeteria style, at a cost that would be much more affordable than eating out for every meal. It's a definite possibility but not a cheap destination to fly everyone to.
Somewhere western USA makes the most sense. Mexico could be an option? Vegas? Mountains? Within an hour of a major metro airport would make the most sense by far. I can imagine hiring a couple of cooks, or a catering company. I prefer anything that makes for a more intimate setting and encourages mixing and conversation, and probably some planner or a company that specializes in this should be involved. Mixer games of some kind would be good, the kind that help us learn more about one another.
Attendees are mostly, say 25-45. We wouldn't be promoting a drunken party vibe. Yes, cost is a consideration. This could be outside the realm of possibility. Research phase is to determine this. Could it be done for $10k, <$20k? Numbers are random.
Have you done this? Planned or participated in something like this? Was it great? Did it suck? What should have been done differently? Names, locations, resources, feedback, a sense of what it might cost, I welcome it all!
Could it be done for $10k
30x flights at $300 each is $9K already. Assuming you can keep food and lodging costs to $150/person/day, you're looking at $4500/full day.
If your budget doesn't support doing this right, don't do it. Group trips can be miserable enough without having to sweat a miserly budget. Do the powers that be intend to also pay the people's day rates for the travel and meeting days?
That said, look for mountain universities in the region during their spring or summer breaks. Some of them are willing to do somewhat cost effective deals during their off seasons but don't expect your staff to stay in dorms - spring for hotel rooms.
Counter suggestion - pick four or five big industry conferences and send people that are interested in groups of six to eight people. Switch up who goes with who from year to year.
posted by Candleman at 3:24 PM on July 3, 2018 [5 favorites]
30x flights at $300 each is $9K already. Assuming you can keep food and lodging costs to $150/person/day, you're looking at $4500/full day.
If your budget doesn't support doing this right, don't do it. Group trips can be miserable enough without having to sweat a miserly budget. Do the powers that be intend to also pay the people's day rates for the travel and meeting days?
That said, look for mountain universities in the region during their spring or summer breaks. Some of them are willing to do somewhat cost effective deals during their off seasons but don't expect your staff to stay in dorms - spring for hotel rooms.
Counter suggestion - pick four or five big industry conferences and send people that are interested in groups of six to eight people. Switch up who goes with who from year to year.
posted by Candleman at 3:24 PM on July 3, 2018 [5 favorites]
I'm a big fan of individual hotel rooms, not houses with six bedrooms. It's bad both to be the person next to the person with sleep apnea and to be the person with sleep apnea forced to share, uncomfortably, with somebody who didn't sign up for that. Even without that edge case, if your team includes introverts or people with social anxiety who chose part time remote work on purpose, shared housing or two-bed hotel rooms (even temporary) could be extremely stressful. There are hotels that pitch themselves as conference centers with meeting rooms and catering, but where people can still go back to their own private rooms at the end of the day. If you're doing this, that's what you should be looking for.
I worked for a couple different companies that ended up using their local offices in whatever city for the actual meeting time on "remote" retreats (so, some percentage of employees weren't traveling at all), but it doesn't sound like that's an option for you. I'd look at conference center hotels and try to figure out what group team building activities accessible from those locations wouldn't turn people off.
NB: Corporate team building can be a pretty awful sort of Mandatory Fun. The one time I enjoyed a team building outing, the team was a group of summer camp counselors and the outing was a ropes course, so it was a perfect match of outing to team. The Six Flags trip at one company retreat probably would have been better if the first agenda item at the meeting earlier in the week hadn't been "yes, the rumors of 20% staff cuts are true." My last employer used a company that did team scavenger hunts (as a service), and they were awful. After a reorg that company did a different thing at Dave & Busters, so that was awful in a different way (and also super weird, because that was one where the meetings were in local company offices, so local employees brought their kids, but those of us who'd traveled were just … there).
I guess what I'm saying is, if you can come up with lodging that gives people private rooms, adequate meeting space for whatever you want to talk about work-wise, and a team building fun day that won't actually be awkward for some number of people, then sure, go for it!
posted by fedward at 3:31 PM on July 3, 2018 [3 favorites]
I worked for a couple different companies that ended up using their local offices in whatever city for the actual meeting time on "remote" retreats (so, some percentage of employees weren't traveling at all), but it doesn't sound like that's an option for you. I'd look at conference center hotels and try to figure out what group team building activities accessible from those locations wouldn't turn people off.
NB: Corporate team building can be a pretty awful sort of Mandatory Fun. The one time I enjoyed a team building outing, the team was a group of summer camp counselors and the outing was a ropes course, so it was a perfect match of outing to team. The Six Flags trip at one company retreat probably would have been better if the first agenda item at the meeting earlier in the week hadn't been "yes, the rumors of 20% staff cuts are true." My last employer used a company that did team scavenger hunts (as a service), and they were awful. After a reorg that company did a different thing at Dave & Busters, so that was awful in a different way (and also super weird, because that was one where the meetings were in local company offices, so local employees brought their kids, but those of us who'd traveled were just … there).
I guess what I'm saying is, if you can come up with lodging that gives people private rooms, adequate meeting space for whatever you want to talk about work-wise, and a team building fun day that won't actually be awkward for some number of people, then sure, go for it!
posted by fedward at 3:31 PM on July 3, 2018 [3 favorites]
Please don't make a bunch of strangers share a house together. If I was one of your employees, I would seriously consider quitting if that was required. I would not feel safe or comfortable without my own hotel room with private bathroom.
If you must do something, have it at a resort with individual hotel rooms and bathrooms. Also, please give people the option of alone time in the evenings.
This whole set up sounds like my nightmare. Forced socialization without escape, I feel anxious just thinning about it. Keep it mind that many of your employees will spend weeks or months dreading the event and detest every moment while they are there.
posted by parakeetdog at 4:29 PM on July 3, 2018 [4 favorites]
If you must do something, have it at a resort with individual hotel rooms and bathrooms. Also, please give people the option of alone time in the evenings.
This whole set up sounds like my nightmare. Forced socialization without escape, I feel anxious just thinning about it. Keep it mind that many of your employees will spend weeks or months dreading the event and detest every moment while they are there.
posted by parakeetdog at 4:29 PM on July 3, 2018 [4 favorites]
Response by poster: This is all such great feedback, thanks everyone! Wanted to also add that we are a fairly familiar group, as the consultants work in clusters on various projects. We socialize in a virtual space and conduct all meetings on Hangout. Also: none of these people are employees, nobody would be required to attend and likely many couldn't anyway because of other work obligations. I definitely should have been clearer about the house-sharing thing: these are conference houses with private locked rooms, plus common living rooms and kitchens. However, points taken re addressing the need for privacy!
posted by AnOrigamiLife at 4:48 PM on July 3, 2018
posted by AnOrigamiLife at 4:48 PM on July 3, 2018
Best answer: A couple years ago my company had a two-day retreat at Camp Navarro a couple hours north of San Francisco. It's an old Boy Scout camp turned into Summer camp for adults, and frequently hosts company retreats.
I was skeptical, but it was so much fun! The thing that made it fun--apart from the lovely surroundings, which are lovely--was that there were very few planned or mandatory activities. There were some presentations and group activities, but the rest of the time we got to do as we please. For some people was hiking or archery or other official camp activities, for others was throwing footballs around, for others was drinking around the fire, and for others was just sitting around reading and chatting. It was a great way to both relax and bond. Even with minimal structure I found myself interacting with people I don't usually work or talk with--and it felt more natural and comfortable to strike up a random conversation than it would have to been to be forced to interact as part of an Activity.
Accommodations included two types of cabins (fully-enclosed and partially-open-air) and the ability to pitch a tent, and people could choose who to room with (or not, if they were tent-camping). My coworkers are an unusually close/intimate/genuinely friendly bunch, but even so, it was nice to have the option to room with the ones I'm closest to or go for a tent if I wanted more privacy.
posted by rhiannonstone at 6:31 PM on July 3, 2018 [1 favorite]
I was skeptical, but it was so much fun! The thing that made it fun--apart from the lovely surroundings, which are lovely--was that there were very few planned or mandatory activities. There were some presentations and group activities, but the rest of the time we got to do as we please. For some people was hiking or archery or other official camp activities, for others was throwing footballs around, for others was drinking around the fire, and for others was just sitting around reading and chatting. It was a great way to both relax and bond. Even with minimal structure I found myself interacting with people I don't usually work or talk with--and it felt more natural and comfortable to strike up a random conversation than it would have to been to be forced to interact as part of an Activity.
Accommodations included two types of cabins (fully-enclosed and partially-open-air) and the ability to pitch a tent, and people could choose who to room with (or not, if they were tent-camping). My coworkers are an unusually close/intimate/genuinely friendly bunch, but even so, it was nice to have the option to room with the ones I'm closest to or go for a tent if I wanted more privacy.
posted by rhiannonstone at 6:31 PM on July 3, 2018 [1 favorite]
Thanks for clearing up that the excursion is voluntary!
It might not be in your budget, but the first place that popped into my head was the Chateaux at Lake Louise. It's one of the most beautiful places I've visited. There are plenty of activities and hiking available.
https://m.fairmont.com/lake-louise/activities-services/
posted by parakeetdog at 6:47 PM on July 3, 2018
It might not be in your budget, but the first place that popped into my head was the Chateaux at Lake Louise. It's one of the most beautiful places I've visited. There are plenty of activities and hiking available.
https://m.fairmont.com/lake-louise/activities-services/
posted by parakeetdog at 6:47 PM on July 3, 2018
Keep in mind the differing needs of your employees.
For example, if any of them are new moms, any conference facility should have rooms set aside for pumping as well as adequate breaks to allow them to do so.
If you have any non US citizens in your group, from say India or China, remember that a Mexican visa would be an added hassle and expense for them, which you should reimburse for.
If you have disabled people in the group make sure that your activities don't assume that everyone is able-bodied.
And I get that the retreat is not compulsory but if you think through things like this you'll have a greater chance of everyone participating and getting the benefits of getting to know everyone and networking.
posted by peacheater at 2:32 AM on July 4, 2018 [2 favorites]
For example, if any of them are new moms, any conference facility should have rooms set aside for pumping as well as adequate breaks to allow them to do so.
If you have any non US citizens in your group, from say India or China, remember that a Mexican visa would be an added hassle and expense for them, which you should reimburse for.
If you have disabled people in the group make sure that your activities don't assume that everyone is able-bodied.
And I get that the retreat is not compulsory but if you think through things like this you'll have a greater chance of everyone participating and getting the benefits of getting to know everyone and networking.
posted by peacheater at 2:32 AM on July 4, 2018 [2 favorites]
I've worked for two remote companies in a row who both do annual/semiannual retreats like this.
Company A was 15-20 people and had folks all over the US (no international). While I was there, we did retreats in San Jose, Las Vegas, Atlanta, and New Orleans. For all of them, we stayed in AirBNBs and it was 2-3 people per room. We did a grocery store run on the first night and generally ate breakfast/lunch at the house (eggs and bacon and bagels for breakfast; sandwiches and chips for lunch) and went out for a decent dinner each night.
Company B is 150ish people and has folks all over the world. Retreat was in Wyoming at a resort. Everyone was in a hotel room, condo, or house on the property, sharing rooms only if they approved doing so. Food was catered by the resort for every meal; our company surveyed us on preferences and dietary restrictions in advance.
Things that have worked:
- Cities with large airports. First, it makes it easier/cheaper to fly there. Second, it makes it easier for people to get around. In suburban Atlanta we were completely stranded and getting to a drugstore required a 20 minute drive. It also helps if people are able to get out of the house and take a walk in the middle of the day so they don't lose their minds.
- Catered food. Trying to find a restaurant that caters to everyone's wants/dietary needs can be a nightmare. We once had a gluten-free person, a vegetarian, and a high-protein/mostly meat person.
- Being very open & honest with your employees about what you will and will not pay for, how, and when. My company paid outright for my flights, but everything else had to be paid for by me and wasn't reimbursed for a few paychecks. That was a few hundred dollars. I also had to board my dogs for a week, which was expensive.
- Offering a variety of activities. At our last retreat, we were in a nature-y area, so many were outdoors, like whitewater rafting, hiking, and ATV riding. But there was also a group that just went into town and wandered around and ate/drank all day. Different strokes.
Things that have NOT worked:
- Too much enforced socialization time. Forcing people to spend every waking minute together for X days just because you're a remote company just makes them resentful. Make sure to build in time for people to relax on their own or with the coworkers that they want to spend time with. Also remember that because these are remote workers, they are used to spending a lot of time alone. They can burn out quickly on socializing.
- Room sharing. Sharing a hotel room with a coworker, especially a remote one, is super awkward. Sharing an entire AirBNB with them is even more awkward.
- Remote areas. If you're going to do someplace more remote, make sure there that you provide transportation options and are open about who will be paying for what.
posted by anotheraccount at 9:11 AM on July 5, 2018
Company A was 15-20 people and had folks all over the US (no international). While I was there, we did retreats in San Jose, Las Vegas, Atlanta, and New Orleans. For all of them, we stayed in AirBNBs and it was 2-3 people per room. We did a grocery store run on the first night and generally ate breakfast/lunch at the house (eggs and bacon and bagels for breakfast; sandwiches and chips for lunch) and went out for a decent dinner each night.
Company B is 150ish people and has folks all over the world. Retreat was in Wyoming at a resort. Everyone was in a hotel room, condo, or house on the property, sharing rooms only if they approved doing so. Food was catered by the resort for every meal; our company surveyed us on preferences and dietary restrictions in advance.
Things that have worked:
- Cities with large airports. First, it makes it easier/cheaper to fly there. Second, it makes it easier for people to get around. In suburban Atlanta we were completely stranded and getting to a drugstore required a 20 minute drive. It also helps if people are able to get out of the house and take a walk in the middle of the day so they don't lose their minds.
- Catered food. Trying to find a restaurant that caters to everyone's wants/dietary needs can be a nightmare. We once had a gluten-free person, a vegetarian, and a high-protein/mostly meat person.
- Being very open & honest with your employees about what you will and will not pay for, how, and when. My company paid outright for my flights, but everything else had to be paid for by me and wasn't reimbursed for a few paychecks. That was a few hundred dollars. I also had to board my dogs for a week, which was expensive.
- Offering a variety of activities. At our last retreat, we were in a nature-y area, so many were outdoors, like whitewater rafting, hiking, and ATV riding. But there was also a group that just went into town and wandered around and ate/drank all day. Different strokes.
Things that have NOT worked:
- Too much enforced socialization time. Forcing people to spend every waking minute together for X days just because you're a remote company just makes them resentful. Make sure to build in time for people to relax on their own or with the coworkers that they want to spend time with. Also remember that because these are remote workers, they are used to spending a lot of time alone. They can burn out quickly on socializing.
- Room sharing. Sharing a hotel room with a coworker, especially a remote one, is super awkward. Sharing an entire AirBNB with them is even more awkward.
- Remote areas. If you're going to do someplace more remote, make sure there that you provide transportation options and are open about who will be paying for what.
posted by anotheraccount at 9:11 AM on July 5, 2018
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posted by metasarah at 1:21 PM on July 3, 2018 [8 favorites]