Event Planning for Corporate Retreats

Last week I shared how AI helped analyze our retreat feedback survey data in minutes. Today, I want to highlight the three elements that our team rated most impactful from our recent company retreat in Ireland... - [New addition] "Connection Court": We created a dedicated space in the castle with games, snacks, and comfy seating that was open throughout the day and late into the night. This gave people a relaxed place to connect in case of bad weather and removed the pressure to drink or socialize in high-energy environments. This was great for introverts and those who don't enjoy the bar scene and provided more inclusive evening activities that worked for everyone. - Doist Build (our company hackathon) hit different this year: We surveyed the team for "hack-worthy" topics ahead of the retreat, pre-selected the top 10 we felt could make an impact on the company, and revealed them the day before so people could start brainstorming. Morning of, it was first-come-first-serve with limited seats per topic, which created some incredible energy to start the day. Best part? The winning team's project was implemented right there at the retreat and immediately improved our onboarding metrics 🚀 - "Choose your own adventure" itinerary structure: Instead of forcing everyone into the same activities, we offered parallel options during free time. We balanced physical activities (hiking, sports), cultural experiences (castle tours, local music), and team building events (escape rooms, group games). This approach let people naturally form smaller groups around common interests, creating deeper connections through shared experiences. After organizing multiple retreats over the years, one principle stands out: create a flexible structure and trust your team to find meaningful ways to connect. When people have the freedom to choose activities that align with their interests and energy levels, authentic relationships naturally develop. Hope this is helpful and I'd love to hear what's working for other teams as well 👇

According to Bain & Company, people were willing to pay a +12% premium for sustainability-marketed products in 2023. For years, not implementing sustainable solutions into events have been cited with concerns around cost, which is hurting the industry's ability to innovate and frankly, are not entirely accurate. ➡️ if events choose plant-based menus over beef, costs are cut significantly. ➡️ if events cut down on unnecessary design elements + consumption, costs are cut significantly. ➡️ if the event is hosted locally and/or virtually, costs can be cut in various ways. to name a few. And...any of the above can enable budget for services such as composting, which, in 2024, should be standard operating procedure for venues + caterers, anyway. Next, do compostable disposables cost more than plastic? yes, and... 🛑 compostable disposables live in landfill for 200+ years if not properly industrially composted. 🛑 plastic lives in landfill for 400+ years, if not recycled properly (black plastic is unable to be recycled, ever, at this current juncture). One solution? use extra budget freed up from your plant-based menus and limited consumption to incorporate real equipment (china, flatware, glassware, etc.) and staff to support the washing of these elements, instead. How to make a case that the 12% premium go to your event budget? Paint the long term picture of increased employee retention, better attendee engagement, brand reputation and positive event associations aligned with consciously prioritizing sustainability to your client, boss, agency, etc. Even for those still only analyzing outcomes through the lens of revenue, these are all the historic signifiers of long term success, not short term gains. Prioritizing longevity requires sustainable innovation; whatever business or position you are in. #eventsofpurpose #sustainableeventstrategy

What do conference dinners and sustainability have in common? Imagine this: You're at a wedding reception, enjoying lively conversations as the main course wraps up. Then, The waitstaff arrives, balancing large trays of desserts. Everyone gets served simultaneously, and the trays disappear as quickly as they arrive. Efficient, right? But then you notice a familiar scene: untouched slices of cake, forgotten puddings, and a growing pile of waste. This isn’t just a wedding problem; it’s a sustainability challenge. In scenarios like these, Lean Six Sigma principles can help. By focusing on the entire lifecycle planning, forecasting, and execution we can turn these moments of excess into opportunities for smarter, more thoughtful processes. For example: -Forecasting attendance accurately could help caterers prepare the right amount of food. -Data analytics could reveal how many guests want dessert, avoiding unnecessary waste. -Applying a Just-in-Time (JIT) delivery system ensures desserts are served only when needed, improving quality and reducing waste. Beyond logistics, sustainability extends to choosing locally sourced ingredients to reduce transport emissions and engaging attendees in waste education initiatives. Imagine volunteers sharing how small changes like composting leftover food impact the environment and economy. The real lesson? It’s not just about better forecasting or logistics. Sustainability thrives on creating a culture of respect, humility, and continuous improvement. These ideas, inspired by the Toyota Production System, remind us to focus on people, not just processes. Here's a thought: Next time you plan an event, could you reimagine the experience to reduce waste and foster sustainability? Small steps lead to significant changes when we think holistically. What’s one sustainability practice you’ve seen at events that left a lasting impression?

MEMBERS ONLY: a new interview series by me, exploring the minds behind the world’s most sought-after experiences. My friend Molly Bridges is making the case for a role most events completely overlook: A dedicated host. As a master of experience design and the Senior Director of Events & Experiences at Bilt Rewards, Molly is behind some of the best events in NYC and SF. But it’s not just good taste, it’s strategy. She engineers these gatherings with a mix of psychology, hospitality, and her background in education, making sure every detail is designed for connection. We got deep into the nuances of event design and how Molly applies Maslow’s Hierarchy of Needs to design experiences that actually make people feel something. At the core of Molly’s approach is a simple truth: Adults are a lot like kids. We crave routine, structure, and clear expectations, and if those things aren’t in place, no amount of fancy decor will save your event. The Five Needs to Address for a Well-Designed Event 1️⃣ Physiological Needs (The Basics) If your guests are texting you day of asking what to wear or where to go, you've already lost them. Great events start before they even show up, with clear, actually helpful communication. Tell them what to wear, where to go, when to arrive, and make it easy. Email marketing isn’t just for hype; it’s there to eliminate confusion. If people are second-guessing the details, the event is already off to a bad start. 2️⃣ Safety (Feeling Comfortable & Welcome) First impressions set the tone. Signage should be obvious, ppl should never feel lost in the space physically and they should feel connected emotionally. That means a host that knows their name, greets them at the enterance. Take a page from Anna Wintour, who has an assistant at every event whispering key guest intel in her ear. A great host isn’t just friendly, they’re prepared. Know people's names, greet them like they matter, and watch how the energy of the entire event shifts. 3️⃣ Love & Belonging (Fostering Connection & Community) Smart seating makes or breaks a room(see my Members Only on Jake Sacks). Structured intros cut the awkwardness, and intentional space design, cozy nooks, group seating, natural gathering spots, does the rest. No forced networking, just effortless conversation. 4️⃣ Esteem Needs (Ensuring People Feel Seen & Valued) An event should exceed expectations. Deliver what you promised…Did guests meet someone interesting? Did they gain what they came for and more? Whether it’s networking, learning, or community-building, the experience should feel intentional and worth their time. 5️⃣ Self-Actualization (Scaling Magic While Keeping It Personal) Anyone can pull off one great event. The real challenge? Scaling experiences without losing intimacy. A strong brand identity and structured playbook ensure that every gathering feels personal, even at scale. 🔹 🔹 🔹 If you’re not already following Molly Bridges, you should be.

Who says you can't mix deep work with deep connections? Not us! After a 3-day retreat with my team at Irrational Labs I can truly say that we've redefined what it means to "gather”. ✨ In a remote/hybrid world, doing retreats well can take a team from “great” to “amazing”. We got good at these by doing, learning, and iterating. And most importantly, by applying behavioral science principles (hey, it’s what we do 😉). Many companies struggle with how to weave connection and meaning into getting work done at an off-site. Our approach blends strategic meetings, group project work, and whimsy, proving that the best results come from a mix of focus and fun. Curious how we do it? Here are practical insights we use to help other teams run successful off-sites that energize and unite (yes, we can help yours, too): 🎯 Combine work + social activities. This mix ensures productivity while also allowing everyone to enjoy their time and connect as humans. 🏃🏽♀️ Treat the work part like mini sprints. Go deep on one thing as a team for that in-person magic and leave with concrete results (sales collateral, blog posts, GTM strategy, etc.) 👥 Be inclusive: Cater to all personalities. Plan large group activities to energize extraverts and smaller dinners for those who prefer intimate settings. Include unplanned time so introverts can recharge. This respects individual preferences and gets all team members to participate. 🕒 Do 2-3 days. This is enough time to do deep dives into projects without draining the team's energy. 📅 2-3x a year is the perfect frequency—enough to align and motivate teams without overwhelming everyone's schedule. 💥 Go out with a bang! Use the peak-end rule and end on a high note. A positive final impression can sustain morale and juice up productivity long after folks are back in the grind. Let's redefine off-sites to be a superpower for teams in these evolving work environments. Thoughts? Be vocal 🗣👇🏼 Need help designing your next team retreat? Send me a DM or reach out 📧 #offsite #teams #BehavioralScience

No matter your work structure—remote, hybrid, or in-person—connection is key. Yet, it can be hard to find these days. Connection isn’t a given, even when you’re in the same room with others. It’s an effort you have to cultivate and create with intention. I was reminded of this last week when our distributed company met for our annual all-staff gathering. If you feel disconnected, I want to share what we learned about building connections in our three-day extravaganza. Create shared experiences that aren’t only about work: We had a bowling night and a trip to a baseball game, which were huge hits. As cheesy as it sounds, having fun together creates memories and bonding moments. Our decision to honor Juneteenth together and learn from our guest speaker, Seena Hodges, impacted us all. Shared learning experiences expand our perspectives and ground us in community, which builds trust. Facilitate knowledge sharing that breaks through hierarchy and silos: Sharing what we know with colleagues can be a powerful tool, not just for business but for fostering respect and spotlighting pockets of expertise. Encourage personal storytelling to deepen relationships: I got a little emotional when sharing stories of Clockwork’s history. We can underestimate how much history is lost as people inevitably come and go from a team or an organization. The silly details we shared gave newer people a sense of the bigger story they are now a part of. Balance structure and spontaneity to allow for different patterns of behaviors: While we had planned activities, we also left room for impromptu interactions. This variety gives different people with different social styles opportunities to participate. We also made it really clear that rest and breaks are encouraged and supported. No one was forced to do trust falls or go bowling. Use technology wisely: Digital tools are great, but be mindful of “screen fatigue.” Don’t bring everyone together just to stare at a projection screen all day. Mix up how and where you all meet and share to keep things fresh and engaging. We had teams on boats, teams sipping margaritas, teams figuring out how to get out of an escape room, and teams playing whirlyball! The margarita folks were probably the smart ones. But I’ll never tell them that. Clockworkers feel the same things many folks are feeling these days: tired, overwhelmed, and on edge, but also grateful and committed. We discuss this in our Slack channels and are open about our struggles and successes. Being a human is hard right now, and I can’t fix that. No one can. But the connections we find through honesty and a little togetherness can be a bit of a balm. You cannot force connection. It’s in moments; letting everyone show up as they are, and seeing what happens. It’s in letting people find organic conversations and natural points of shared interest. It's in making space for chemistry. As we think about what is needed at work, it’s more of that.

At your annual or quarterly retreats make space to connection. One of the most impactful events we did this year was a photo exercise. The WORK: 1. Each attendee sends 5 photos that summarize their year 2. The facilitator puts all photos into a slide deck 3. Round 1 - walk through all photos slowly and ask each attendee to write down what photo speaks to them and why (has to be a photo from someone else). 4. Go around the horn giving 1-2 minutes per attendee to share why they picked that photo and what spoke to them 5. In the last round, have every attendee take 3-4 minutes and share their 5 photos with context as to why this is a key moment for that year. You will be blown away at what you learn about your team. You will laugh, you will cry but most important you will connect at a deeper HUMAN level with your team. If strategic cultural alignment is the goal and cultural alignment is 99% and strategy 1% this is the work we cannot overlook.

How can I make my event more inclusive? Clients and other event professionals often ask me this question. As I reflect on the closing day of a spectacular 400 person conference that the Firewood Events team planned (more on that later!), I think about the ways that inclusion showed up in this event. 1. Stage access: Whether someone has a physical disability or has mobility challenges (e.g., hip replacement, sprained ankle, or broken leg), it's important to have an option to access the stage other than stairs. Adding a ramp can make a meaningful difference and make your speakers feel more comfortable. 2. Labeling food: Most event professionals are now well versed in providing a menu that accommodates vegans, vegetarians, and those with different food allergies (e.g., gluten, dairy). However, the food labels don't always match the level of thought that was put into the menu planning. Adding phrases like "VG" for vegan, "GF" for gluten-free, and "contains nuts" to the food labels can help make attendees feel thought about and potentially avoid a medical emergency. 3. Sensory room: Not all event attendees are extroverts or like to be in large crowds of people, especially after the increased percentage of people who work from home now. Have a room with dim lighting, no sound, no fragrance, and some kinesthetic activities (e.g. mini trampoline, stress balls) can be a great way for folks to take a minute to reset and rejuvenate before joining the large group. This is also important for attendees who are neurodiverse. Shout out to my colleague Zoe Moore who is an outstanding thought partner and consultant on inclusive events!

🎤 How to Match the Right Speaker with the Right Audience One of the biggest challenges event planners face is finding a speaker who delivers great content and connects with the audience. So, how do you make the perfect match? Here’s a quick guide to help: 1️⃣ Understand Your Audience – Who’s in the room? Are they corporate professionals, entrepreneurs, or students? Knowing their background helps in choosing a speaker with the right tone and message. 2️⃣ Define the Event’s Purpose – Is the goal to inspire, educate, or entertain? A speaker’s style and delivery should align with the event's goals to maximize impact. 3️⃣ Evaluate Speaking Style – Some speakers are motivational, while others are more informational. The energy a speaker brings needs to resonate with your audience's preferences and event atmosphere. 4️⃣ Review Their Past Performances – Watch clips of previous talks to see how they engage different types of audiences. Are they interactive? Humorous? Do they adapt to different crowd sizes? 5️⃣ Check Alignment with Your Theme – A speaker should complement the theme of your event, not clash with it. Make sure their message supports the overarching goals of your conference or gathering. 🔑 The right speaker isn’t just about expertise—it’s about creating a connection that resonates long after the event. Need help making the perfect match? I’ve got you covered. #EventSuccess #MeetingPlanners  #EventManagement #Leadership

I recently had a conversation with a client about the agenda for their next quarterly planning session. He said, “Mike, we need to talk about communication skills.” This is something I hear a lot from leadership teams. But in most cases, the issue isn’t really about communication skills. Most of us know how to convey an idea or put a sentence together. 9 times out of 10, when a team says they have “communication” issues, it’s really code for a trust issue. So, how do you help a team build better trust? Here are a few exercises I recommend: - Personal History Exercise: People dig deep to answer 7 questions about their lives. I’ve found that even people who’ve worked together for 20 years learn new things about each other. The more you know someone, the more likely you are to trust them. - “I Need Help” Exercise: Team members go around the table saying, “The help I need from you is…” Getting comfortable asking for help builds trust-based vulnerability. - Peer Accountability Exercise: Everyone gives feedback to each other about what they’re doing well and what they could improve. Trust is built when team members can give and receive honest feedback without fear of retribution—and that takes practice. Interestingly enough, once trust is built, those “communication” problems tend to disappear. What are you doing to improve the level of trust among your team members? #LeadershipDevelopment #TeamTrust #TeamBuilding #EffectiveCommunication #BusinessGrowth #Teamwork #LeadershipTips