Retreat Comms for Your Team
Retreat Comms for Your Team
BoomPop Team · 6/19/2024
This week we are thrilled to announce BoomPop’s newest changes to the guest website. From custom color ways to automated data inputs and so much more, check out all the details here!
Whether you use BoomPop services or not, we understand all too well how conveying the relevant information to your retreat goers is essential to making or breaking retreat fun!
Throughout the planning process it will be easy to get lost in the details. Those details that your guests are not privy too. Which can sometimes mean forgetting to share the final copy details to guests. We definitely don’t want that!
So as a reminder, zoom out and imagine what your guests are interested in knowing. How will this trip affect their life leading up to and during the retreat?
As you start to roll out information to your guests, start with big topics like where (Maui here we come!) and when (September 6th!) and then as the retreat nears, details become more granular (Example: Meet the shuttle in front of the hotel lobby at 6:15pm!)
So why is conveying retreat information ahead of time and during the retreat essential? We will tell you!
Guest Count + Pre Planning
As soon as you know your location and date, send out that calendar invite! This ensures that your guests can make it. You want to give them ample time to confirm they don’t have existing vacation plans.
Better yet, take a survey if you are deciding between a few different dates. Now your guests can begin to book travel and make arrangements for their pets and family!
2. Psychological Safety
Armoring your guests with as much logistical information ahead of time will ease their worries. Once you have gone to contract with the hotel, share which hotel your team is headed to, what the rooming situation will be like (individual vs sharing), which airport they need to fly in and out of, how they will get from the airport to the hotel and what will be happening during the welcome evening.
Step by step guidance from their home to the hotel (in the beginning of planning) is a great first step.
Taking your guests through the essential logistical points will help them have a sense of place so that they can visualize themselves at the retreat and not feel uneasy.
Many people get anxious during travel, sharing these details will help them feel that everything is under control (even if you are still unsure of some more granular details within the trip).
3. Activity + Weather Details
“So, what should I pack!?” Your guests might be thinking…
Filling them in on activity types and the weather forecast will help them dress accordingly and shop if needed!
If you have a guest that lives in the Northeast during winter and you are whisking everyone away to Hawaii, you will want to ensure they have all the right clothes to fit in!
Imagine your retreat has back to back activities from a rainforest tour to an evening hike up to see the milky way galaxy. Your guests will want to know, because this helps them see what to pack!
Same thing applies if this is a business focused trip. Will guests be indoors most of the day, doing breakout sessions followed by a luau on the beach? Share these details with them!
And if your team is more about surprises and you don’t want to divulge all the activity types, ensure they know exactly what to pack!
This is why BoomPop clients love using the guest website for their gatherings! You can use the website to update retreat details in real time. Guests can see who else is attending, what the itinerary looks like for the time they are there and logistical and spending details.
They will get fun visuals of the hotel and rooms as well as the activities. This allows them to come to you with questions or concerns ahead of time.
That way your team isn’t putting out miscommunication fires at the retreat itself!
We’re Here to Help!
Planning a retreat shouldn't be stressful. Our team of experts can handle everything from venue sourcing to activity coordination, allowing you to focus on fostering connections with your team. Contact us today for a free consultation
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