What is an Offsite Meeting and Why Should You Plan One?

Holding an engaging and impactful meeting is crucial for today’s workforce. While many companies now offer the option to work hybrid or fully remote, virtual meetings are not as beneficial as their in-person counterparts.

Researchers have found that meeting virtually can impede creativity. In addition, workers have reported a growing level of fatigue in recent years caused by seemingly endless meetings, many of which are being held virtually. 

So how can organizations hold collaborative and effective internal meetings in the modern-day work culture? Many companies have found that offsite meetings are an ideal solution that allows them to bring their teams together in person, albeit less frequently, to enrich productivity, build a solid team dynamic, and foster creativity.

If you have not brought your team together for an offsite yet but are interested in doing so, this blog post will define what they are, explain the benefits of hosting one, and provide planning tips.

What is an Offsite Meeting?

An offsite meeting is any work meeting held at an external location, away from the office or traditional workspace. Offsites can range in size from small meetings for specific teams or departments to comprehensive training sessions or town halls that bring entire organizations together.

In addition to being more valuable and effective, offsite meetings can also help overcome any space limitations that may be hindering your in-person meeting efforts. With more companies reducing their office footprint in recent years, finding a location to meet externally ensures your team has ample space to connect and collaborate comfortably.

Why Are Offsite Meetings Important?

Offsites have many benefits – getting your team out of the office and introducing a change of scenery can inspire a new perspective, ignite collaboration, and foster meaningful connections.

Enhance Focus

Studies have shown remote employees are not as engaged at work, and virtual meetings do not yield as many ideas. Meeting face-to-face in a new space can help employees focus better and contribute more during meetings. Removing typical office distractions and gathering in a space specifically designed for meetings will lead to a more productive meeting overall.

Stimulate Creativity

New environments can help spark creativity in your employees, giving your team a chance to look at things from a different perspective and think outside the box. Hosting an offsite meeting in a space that encourages collaboration can be a hotbed for new ideas.

Boost Morale

In addition to enhanced performance and creativity, taking a break from the usual office setting can be a morale boost for employees. Not only does it allow them to break away from the day-to-day, but it affords you the opportunity to realign your team. You can restate your mission and goals during your offsite to ensure your team is aligned and motivated.

Foster Connections

With so much happening throughout the work week, it can sometimes be hard for employees to engage and connect. Bringing everyone together for an offsite meeting allows the opportunity to get to know each other better – both in terms of preferred working style and on a personal level.  Time spent is invaluable, ultimately resulting in increased trust, stronger teamwork, and greater efficacy. 

How to Plan a Successful Offsite Meeting

Offsite meetings can be extremely advantageous, but it’s important to plan ahead of time to ensure they’re successful. Here are some tips and best practices for planning an offsite. 

Define Your Objectives

Like most meetings and events, the first step of planning should be to set your objectives and goals for the offsite. Outlining what you hope to achieve will help you navigate the rest of the planning process. 

Set an agenda that reflects those goals and objectives, then share it with your team so they know what to expect from the offsite and what to focus on.

Choose Your Location Wisely

Finding a location that comfortably accommodates your team and your agenda is key. Look for a flexible venue with a layout that promotes connection, collaboration, and productivity. A flexible space will allow you to arrange the room in a way that complements your meeting agenda – whether it is an arrangement of pods for breakouts, a U-shaped table for a collaborative brainstorming session, or a classroom setup for trainings and presentations. 

Consider the venue's ambiance and whether there is natural light, which can keep your team alert and focused. Outdoor views are another environmental factor that could have an impact on performance. Does the space offer street-level views that may be distracting? Or is the room situated on a higher floor with a more inspiring cityscape view?

You should also ensure you choose a venue in a location that is easy for your team to get to. If you choose a spot that’s hard to access, your employees could get frustrated, which can diminish morale.

If your offsite meeting is being held over the course of a few days, you should take into account what’s near your venue. Employees may need access to hotels or enjoy being close to different dining or entertainment venues they can explore outside of work hours.

Encourage Collaboration and Participation

Let employees who are attending your meeting know ahead of time that they are encouraged to actively participate and share their thoughts. If your employees know their input is welcome and that you value their insights, they’ll be more likely to collaborate during the meeting.

Sending out a survey prior to the event can help guarantee every voice on your team is heard, and gives attendees the opportunity to provide constructive feedback and input on agenda items.

You can also incorporate interactive sessions and open discussions in your agenda to ensure everyone gets a chance to express their thoughts and share their ideas.

Fuel Attendees Properly

Having the right food and drinks available at your offsite is crucial. You will need to work with the venue you choose to ensure your team has access to snacks, drinks, and meals that will keep them energized and focused. Choosing a venue that provides catering in-house can help simplify the planning process and will give you more time to focus on the meeting agenda.

Consider Other Amenities

Be mindful of any additional amenities or services you may need to make your offsite meeting a success. For example, if you’re incorporating visual presentations, make sure you have access to the necessary technology; check with your venue to see if it’s offered in-house or if they have a preferred external vendor that is available.

Make the Most of Your Offsite Meeting With the Convene Portfolio of Brands

Bring your team together and elevate the way you meet with the Convene portfolio of brands, which includes etc.venues. 

We provide more than purpose-built venues designed for productivity and collaboration, we’re a dedicated meeting and events partner that goes above and beyond to help our clients produce exceptional programming, from planning to execution. 

When you book an offsite meeting with us, our team takes care of the details so you can focus on aligning your team and meeting your goals. Our meetings and events packages include:

• Unlimited energizing snacks and drinks from our curated snack bar
• Thoughtfully designed menus from Executive-Chef-led culinary teams
• State-of-the-art technology that brings your meetings to life
• Unparalleled hospitality that anticipates all your meeting needs
• On-site support teams to ensure a seamless experience

If you’re ready to plan an offsite meeting to convene your team, contact us to learn more or book a tour at one of our venues.

All photography in this post was provided by Ivan Piedra Photography.