Create company offsite and retreat invitations
Create company offsite and retreat invitations
BoomPop Team · 11/3/2022
A carefully thought-out company retreat invitation informs and excites your team. We’ll walk you through how to create an offsite invitation that everyone will RSVP to.
Hosting an incredible company offsite for your team is no small undertaking. You have to choose a destination that will delight all your team members, book unique activities, and build an agenda that hits all your retreat goals. Once you’ve got your offsite planned and booked, the next step is sharing invitations.
Let’s face it, work can get repetitive—especially if you’re only seeing coworkers through a screen. Company offsites create space for much needed rest, rejuvenation, and connection. Your invite is your first opportunity to share how amazing an offsite can be—and show off all the hard work you put into planning.
An effective company retreat invitation builds anticipation for the fun your team has to look forward to, while also answering any logistical questions they might have. You can use your invitation to:
Hype up your attendees before the actual event
Express your goals for the event
Share exciting sneak peeks of what’s to come
Answer any questions and share important info
Let’s talk about how you can do all that and more with a perfectly crafted invite.
Invitations create excitement for attendees
Treat your company retreat invitation as an opportunity to spotlight the most important parts of your event. Be sure to state the city where the offsite will take place, the hotel, and some other fun facts about the surrounding area. For instance, if your offsite is taking place in Miami, FL, mention the tour of the Everglades you booked or the snorkeling adventure you’ve got planned—attendees will be eager to RSVP.
Your invitation is also the perfect spot to start sharing the goals of your company offsite. If the purpose of your event is team building and creating new connections, outline that goal by discussing some agenda items. This could mean sharing the time and location of a social gathering at a restaurant, team building workshops in meeting rooms, or a scavenger hunt out on the town. Clear expectations allow your team to prepare and consider how they wish to contribute to meeting the goals of the offsite.
READ: How to prepare for attending a company retreat
Invitations are the perfect spot for critical info
Your team will have a lot of questions: what airline will they be flying? What will the weather be like? Some of this info can be shared at the actual event, but getting ahead of the curve and providing as much info as possible is always a good idea.
Best practice for creating a company retreat invitation template is to stay consistent in tone and be as concise and direct as possible to eliminate confusion. Instead of stating, “hotel is within walking distance of convention center,” try saying: “Attendees will stay at the Four Seasons Hotel, which is 2 miles from the Convention Center. Bring walking shoes or catch the trolley!”
If your team has any dietary concerns or restrictions, be sure to communicate options that will be available to them at restaurants or catered events. Most details can be cleared up in the invitation, but if they can’t, include a point of contact for your team should they have more questions. Communication is key to ensuring your teams’ needs are met when the offsite finally begins, as well as throughout the whole event.
Company retreat invitation example
Hey Team,
We’re so excited to share that we will be hosting a 3-day offsite in Los Angeles, CA! We’ll be staying at The Georgian Hotel that’s only a 9-minute walk from the Santa Monica Pier. (Pack your swimsuit and sunscreen…)
We’d love to take these 3 days to revisit our visions and goals as a company and as a team. We have a lot of activities planned: a guided horseback tour of Mount Hollywood, a Beverly Hills scavenger hunt, and LOTS of time at the beach. If you’re wondering about food, The Georgian has a restaurant on-site, and we have dinner planned at local eateries such as La Cabana Venice. Vegan and vegetarian options available!
We have booked round trip flights that total 2 hours in the air, with one checked bag per person. If you need accommodations, please let us know! As most of our activities in Los Angeles will be within walking distance, plan on bringing some tennis shoes.
RSVP as soon as possible and don’t hesitate to reach out with questions. We can’t wait to explore L.A. as a team!
How to send a company retreat invitation
When you’re ready to send your retreat invitation, choose a communication style that works for your team. If your company uses a specific platform, such as Google Suite, create a calendar invite with the location and details that they can quickly RSVP to. All platforms are different, but most have the option to share attachments. Use a free program such as Canva to create a branded or unique invitation that you can quickly attach to your emails and invitations.
Sending out an invitation is one step of many when it comes to planning and hosting an incredible offsite. If you’re ready to begin planning your next company retreat, speak with one of our event planning experts today.
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