Are you in the midst of organizing a retreat and struggling to make it fantastic, yet affordable? From accommodations to activities and meals, the costs can add up and exceed your budget. But, fear not! There are ways to cut costs without sacrificing the quality of your retreat.
The key to cutting costs on a retreat is to prioritize what’s most important for your group. If you can’t afford luxury accommodations, you can opt for more budget-friendly locations. You could even opt for self-catering accommodations so that you can eat in some nights!
Whatever the circumstance, there are always ways to cut costs without sacrificing the quality of your retreat as a whole. By following these simple tips and tricks, you can plan a retreat that meets your goals and budget while creating lasting memories.
Be flexible with dates
A lot of customers come to us with fixed dates within which they wish to go on their retreat. Yet, from the off-set, this massively limits their options. Being flexible with your retreat dates can open up a world of possibilities and cost-saving opportunities. If you avoid peak travel times, you can often find lower rates on accommodations, transportation and activities. Additionally, being flexible with your dates allows you to take advantage of last-minute deals.
Focus on low and mid-season
Peak travel times and holiday seasons may be tempting. But, choosing to book during the low seasons means lower costs for your retreat. Many venues and service providers offer discounts during these periods to attract more customers. For instance, January is a great time to travel because the low demand following the Christmas period drives prices down. In December flights to the USA can cost more than double what they cost in January!
Additionally, by booking during these seasons, you can avoid overcrowding. This could lead to a more relaxing experience overall. For instance, if you visit Greece during the shoulder season there will be fewer crowds and more affordable prices. By being open to different travel dates, you can take advantage of lower rates and still have a great retreat experience. Get in touch with the Surf Office team, as we have some incredible deals for the low season.
One surefire way to save money on accommodation during your retreat is to consider sharing rooms. This is not massively popular with our client base but it can significantly reduce the cost per person, especially if you’re travelling in a large group. Many hotels and retreat centers offer rooms with many beds, bunk beds or pull-out sofas. This makes it easy to split and reduce costs. Sharing a room can encourage close interaction and communication among team members. This will promote team building and bonding amongst employees who may have never spoken previously. If despite these virtues, your team still do not seem keen on this idea, you can incentivize them by giving them gift cards, merchandise or other swag.
Limiting the number of nights
Limiting the number of nights for your retreat can be a smart way to save money without sacrificing the overall experience. A longer retreat may seem like the ideal way to fully disconnect and recharge. Yet, it can also be more expensive due to the added costs of accommodations, meals, and activities. If you shorten the retreat, you may make the most of the time you do have by packing those days with enjoyable activities. This will urge team members to be fully present and engaged during the retreat. A shorter, more concentrated retreat might prove to be just as fulfilling - if not more so - than a longer one. Additionally, by choosing a shorter retreat, you may be able to take advantage of lower rates on accommodations and activities. This is because some venues offer discounts for stays of fewer nights. When organizing your retreat, think about your priorities and how much time you need to achieve your objectives. Do you really need 5-6 days? Will 2 days suffice? Please note that at Surf Office we recommend that your retreat is 2 days long at an absolute minimum.
Not exclusive use of a venue
As highlighted in our article about hotel buyouts, renting a venue exclusively for your retreat is a great way to make it feel more private and intimate. But, this can be costly. Instead of buying out a venue, consider sharing the space with other groups or guests. It can be significantly less expensive to rent out individual spaces or rooms at many venues as opposed to the full building. Also, it can be a fantastic chance to interact with new people who have similar objectives or interests. Moreover, it can expand your options for activities. This is because you might have access to luxuries that you otherwise wouldn’t have been able to purchase. Make sure to communicate with the venue and other guests about your expectations and boundaries. This will ensure a comfortable and enjoyable experience for everyone involved. By not fully buying out a venue, you can save money and still have a great experience.
Choosing a location that is easily accessible will save you both time and money. Opting for a destination with good transportation links will reduce the cost of travel. This will avoid potential travel headaches. Surf Office’s location finder is a useful tool to help you find the perfect retreat destination that is both affordable and easy to access. Our location finder makes it easy to locate the perfect site that meets the requirements of your group.
Choosing a city location for your retreat can be a smart way to save money without sacrificing the overall experience. They tend to offer more affordable accommodation and food options. This is because restaurants in a city will be significantly cheaper than catered food in a remote retreat venue. Additionally, cities frequently have better transportation connections, making commuting easier and less expensive.
It can be overwhelming to plan a retreat because it can be an expensive undertaking. However, with some creativity and flexibility, you can cut costs without sacrificing the experience as a whole. We are here to help. Get in touch with Surf Office to get started.