Almost every company or organization must have an off-site function at some point. They may be one-off affairs or annual, semiannual, or even quarterly events. Whether it’s for sales or board meetings, seminars, training, or recognition and award ceremonies, enterprises of all kinds need space outside the office once in a while.
Even though many people are back in the office full-time, a sizable number still work from home or in a hybrid arrangement. Other employees, not to mention customers and business partners, are out of town altogether. Getting all these people together in one place for one or two productive days is much more complicated than simply scheduling a day, place, and time, but it takes a plan.
Who’s running the show?
As soon as possible, determine who will act as “ringleader” for the event. This person will be responsible for forming a committee, if needed, and delegating authority and tasks. They will be the point person for everyone involved in the effort, and they will ultimately be responsible for every aspect of the event, so superb organizational and people skills are a must!
What’s the purpose?
Why is this off-site being planned? Team bonding? Sales meeting? Strategic problem-solving? Training? Sum it up in one crisp sentence so attendees know from the start what to focus on and how they should prepare. Let them know what information, materials, documents, or records they’ll need to have on hand or access to.
Who will attend?
When an off-site is a “must attend,” it’s crucial that everyone expected to be there knows it, and as soon as possible. Even though the size of companies and how they are organized internally can vary widely, there is still often a general hierarchy, from CEOs, VPs, departmental managers, and on down the line. A list of those in attendance will do much to set the tone for the meeting and prioritize it on schedules.
How long will it last?
A half or full day is no problem for locals, but it presents another layer of inconvenience for out-of-towners. Travelers need lodging. Fortunately, the Kansas City area has many options at every price point. Providing contact information for hotels that are convenient to the site is one less thing for an out-of-towner to worry about, especially if they are unfamiliar with the area.
Where will it be?
Choose event space carefully. Will space be needed for everyone to gather? How about smaller spaces for learning, presentations, or discussion? Other things to consider are whether a stage, podium, lighting, and a sound system will be needed. Also consider traffic flow, and kitchen and restroom facilities. How many people can the space handle, and what kind of services can they provide? Is everything provided in-house, or will organizers need to arrange for outside vendors?
What’s the schedule?
Opening – The most basic schedule includes a welcome from the organization. Depending on the nature of the event, that could be the CEO or someone acting as host for the event. A short talk that explains
why the event is happening now, what kind of engagement is expected, and what leadership wants attendees to leave with in terms of education, goals, etc. should last around five to seven minutes. Past that point, it begins to sound like a speech instead of an opening.
Core Sessions – No more than three such sessions throughout the day, commonly two in the morning before lunch and one after, should be structured to generate real work and insight, perhaps with smaller group discussions after an initial presentation. People must understand the purpose and the value of the session.
Breaks – A 15-minute break between sessions gives people time to use the restroom, make a call, get some fresh air, and rest briefly before the next scheduled meeting.
Lunch – Have lunch catered and make it good. People have been asked to step away from busy schedules and, for some, their families. A tasty, hearty meal expresses appreciation and sets up a positive attitude for the final session of the day.
Other Things to Consider – A short gathering at the end of the day gives the host an opportunity to thank the attendees for the day’s efforts and set up expectations for the following day. A Happy Hour is a nice way for people to relax, chat, and briefly unwind before the evening. Whether there is an organized dinner that evening or people are left to their own devices, it ends the day on a relaxing note.
At the end of the day, and after…
A short gathering at the very end allows organizers to not only restate the purpose of the event and expectations around it, but sincerely thank everyone for attending. Time to do so will be tight, but even a brief summary of conclusions, recommendations, and decisions made will give attendees a sense of accomplishment and assurance that the time was well spent.
Many off-sites fall short not because of poor planning, but because of poor follow-up. Within a few days, the designated point person should have a concise recap of the event in its entirety, what action items were established, and how they will be addressed. Distributing that overview and outlining what form follow-up will take will validate the time and expense that the company and individuals have invested in the event.
A place for success
The best efforts of the best organizers can still produce subpar results when a space is unable to fully accommodate the needs of the organization and, most importantly, the people who comprise it and who have redirected valuable time to this systemwide endeavor.
Ball Event Center offers flexibility, convenience, and a full range of services that enable organizers to be as hands-on as they want to be. No one can be everywhere all at once, though, so an on-site Ball staffer is on hand to keep the physical facility as accommodating as the host organization needs it to be for employees, customers, and partners.
In the end, success comes down to executing the fundamentals already built into the plan. A clearly defined purpose, a structured and intentional agenda, and documented outcomes that tie everything together. Get those three elements right, and the off-site delivers real value.
Contact Ball Event Center today to discuss your next off-site meeting!
