The 12 Steps to Craft The Perfect Company Retreat Invitation
1. Select the Ideal Format
Choose a digital format that’s accessible for everyone and easy to update, like email, Slack, or a dedicated online platform. This not only simplifies sharing event details but also lets you track RSVPs with ease. Digital invites allow you to send updates or reminders, while ensuring everyone on your team stays in the loop.
Plus, online invitations can easily include links, photos, and interactive elements that will make the invite more engaging.
2. Choose a Click-Worthy Subject Line
A clear, catchy subject line sets the tone and grabs attention right away. It should let your team know what’s in store, so they’re excited to open it! Try a direct but inviting line like, “Escape with Us to Miami for an Exciting Team Retreat!” or “Don’t Miss Our 2024 Team-Building Adventure!” Your subject line is your first chance to communicate the vibe and purpose of the retreat, so make it count.
To encourage higher open rates, best practice suggests you use around 50 characters or less. If you don’t want to give away the location on your subject line and want to keep the suspense, here are some ideas:
- Pack Your Bags! Join Us On a New Team Offsite Adventure
- Countdown Starts Now. Join Us at Our Annual Team Retreat!
- Mark Your Calendar: Our Corporate Retreat is Coming.
- Join Us for [Company Name]'s Team Retreat in [Location]!
- Let's Get Together: RSVP for Our 2024 Team Offsite
3. Open with a Friendly, Informal Greeting
Starting with a warm, friendly greeting adds a personal touch to your retreat invitation email. Address your team casually yet professionally, like, “Hello Team!” or “Hey [Company Name] Crew!”.
Opening with a welcoming tone shows appreciation for your employee’s involvement, sets a positive mood, and creates a sense of inclusion.
4. State the Purpose of the Retreat
Explain the “why” behind your retreat to give everyone a clear sense of its purpose. Are you focused on strengthening team bonds, or building leadership skills? Start with a simple sentence explaining the primary goal, for example, “This retreat is designed to reconnect our team, inspire new ideas, and set the stage for a successful year ahead”. You can be more specific, if you wish to add it will also be a wellness-focused retreat, an adventure-oriented team outing, or even a glamping offsite. There are many ways that different retreats can meet your offsite’s purpose, so you can add a bit more information on that.
A well-defined purpose helps everyone understand what they’ll gain from attending, which can increase buy-in and excitement. It also gives your team a way to prepare mentally and set their own expectations. With a clear goal, the retreat feels purposeful, not just a vacation away from the office.
5. Lay Out the Event Details
The details of your retreat are essential for setting the right expectations and making sure everyone knows what’s happening, where, and when. People need to know where to be, at what time, and for how long, so include all the essentials:
- Date and Time: Mention the start and end dates, as well as specific times for arrival and wrap-up. Include flight options for employees traveling from afar. Add transportation details if you’re traveling together from the same city or county.
- Location: Whether it's a team offsite, workation, or virtual retreat, make the location clear. If it’s a physical space, provide the address and a brief note on directions or parking.
- Duration: Outline how long the retreat will last, giving people a sense of their time commitment.
- Agenda Highlights: Share a brief agenda or key activities so attendees can see what’s in store and prepare accordingly.
Consider adding some “need-to-know” notes, such as what is expected in terms of attendance for optional vs. required sessions. Laying out the details will save time by answering common questions right in the invite.
6. Provide Lodging Details
When detailing accommodations in your retreat invitation, highlight key information to reassure your team about their stay:
- Location: State where your team will be staying, such as "We'll be staying at the Four Seasons, just a short drive from the venue”, and provide the address/GoogleMaps link. For themed-retreats, specify: beachside retreat, mountain retreat, ski-oriented offsite, dude ranch outing, etc.
- Amenities: Mention what the accommodations offer, like spacious rooms, flexible event space, and amenities like a pool or spa.
- Proximity: Let your team know how close the lodging is to the event venues or to team-building activities (some might even take place on-site). This saves time and adds convenience to the overall experience.
7. Activities Highlight
Tease your team with the attractive range of activities they can expect! Here’s how to showcase them:
- Create anticipation, but be specific. Name the activities, like: horseback riding in the Pocono Mountains, guided transparent kayak tour in Lake Tahoe, or hiking the Franconia Ridge Loop.
- Add professional development activities to your plan, like workshops and collaborative tasks, and don’t forget to add them to the email.
- Make it visual by adding photos and videos of the activities to help your team visualize the retreat and look forward to the experience.
8. Dietary Information
Including dietary information in your invitation shows your team you’re taking their needs seriously. Add a simple line like, “Please let us know any dietary restrictions so we can make meal arrangements that work for you”, ensures everyone is comfortable during meals. Alternatively, send a form where you state options like vegan, gluten-free, allergies or any other special requirement: this allows the venue to plan meals that cater to all.
9. Dress Code and Essentials
Be clear about what to pack so your team can feel relaxed and ready. You can add the information in bullet points to cover more information, something like:
- Bring casual clothes for daytime activities;
- Comfortable shoes are a must, as we’ll be hiking a lot;
- Don’t forget to bring a jacket, as it gets chilly in the evenings;
Make sure to specify items like sunscreen or any gear they might need for specific activities, like yoga mats or bathing suits. Providing this info is a way for no one to be left scrambling last-minute for essentials.
10. Contact Information to Make Communication Easy
It’s important to provide a clear point of contact for any questions or concerns your team might have. A line like “Questions? Reach out to Robert at robert@companyname.com” ensures that your team feels comfortable knowing where to go for information. A contact person helps manage any issues that arise before or during the event and keeps communication seamless. Plus, it reassures attendees that if they have any special requests or concerns, they know who they need to get in touch with, and won’t be left in the dark.
11. End on a Positive Note
The closing statement should be simple but engaging. A line like “We are looking forward to a standout, productive retreat with all of you!”, or a casual version like “We’re excited to see you all and make this retreat a great time for everyone!” will get everyone excited about what’s coming up.
This upbeat conclusion fosters a sense of community and sets the tone for the retreat and encourages a positive anticipation. Make your team feel like it’s an event they can’t afford to miss.
12. End with a Call to Action: Make It Easy to RSVP
The call to action is where you prompt your team to confirm their attendance. Something clear and straightforward like, “Please confirm your attendance by March 1st” lets everyone know exactly what’s expected.
This not only gives employees a firm deadline but also helps you keep track of who’s coming, so you can finalize logistics. Including a deadline creates a sense of urgency, making it easier to manage responses.
Offsite Invitation Template
Subject: Join Us for Our Team Retreat in Sonoma County! 15-17 March 2025🍇
Hello Team,
We’re excited to invite you to a standout retreat experience in beautiful Sonoma County! What to expect? Time for relaxation, team bonding, and a little bit of adventure. It’s a top-notch setting to refresh and refocus on our goals for the year ahead.
Purpose of the Retreat:
Our retreat is all about team building, brainstorming new ideas, and strengthening work connections.
Event Details:
- Location: Sonoma County, CA
- Dates: March 15–17
- Duration: 3 Days of Team-Building Activities and Workshops
Accommodations:
We’ll be staying at the Wildhaven Sonoma, offering an outstanding glamping experience on 10 acres of riverfront property in Healdsburg, just 70 miles from San Francisco.
Team-Building Activities include:
- Cliffside strolls at Goat Rock State Beach
- Kayaking on Lake Sonoma
- Horseback riding at The Ranch
- Exploring wineries near downtown Healdsburg
A group cooking class and an improv workshop are also part of our activity calendar and will take place in the first two evenings.
Dietary Information:
To make sure everyone enjoys the meals, please fill out this form (add link) and let us know if you have any dietary restrictions so we can arrange options that suit you.
Dress Code & Essentials:
For daytime activities, pack casual, comfortable clothes and shoes for outdoor adventures. Sonoma County is known for its scenic views, so don’t forget your camera and sunscreen!
Contact Information:
Have any questions? Reach out to Robert at robert@companyname.com with any doubts or questions – he’s happy to assist.
Closing Statement:
We can’t wait to see you all in Sonoma County for a retreat filled with outdoor adventures, brainstorming sessions, and much more!
RSVP:
Please confirm your attendance by March 1st so we can finalize all details and make the necessary arrangements.
We’re looking forward to an outstanding experience! See you there?
Best,
[Your Name]
[Company Name]
Final thoughts on offsite invitation
Crafting the ultimate retreat invitation is more than just a formality. It’s an opportunity to ignite excitement, set expectations, and also prepare your group for an incredible offsite experience.
By providing relevant information in a clear and engaging way, everyone will be on the same page and (hopefully!) looking forward to the retreat. With careful attention to the details—from logistics, like transport and accommodation, to exciting activities—you create a sense of anticipation that will translate into a successful team outing.
As we’ve outlined, a well-written invitation sets the tone for your retreat. Whether it's organizing a team-building adventure, a leadership development retreat, or a wellness getaway to unwind, the first step is always the invite.
If you want to save time and streamline your event planning, TeamOut is here to help. Our platform makes planning custom retreat experiences easy, tailored to your team's goals, preferences, and budget.
No need to worry about all the logistics—we’ve got it covered. Schedule a free call with our experts today, and let us help you plan a retreat that will truly resonate with your team.
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