So you want to throw an event to remember that rewards your teams for their hard work.
Our Surf Office company retreat consultant Simon Einstein said it right with “Finding the right venue is half the battle.”
We’re here to carry out that battle for you. Getting the venue right can elevate your workplace get-together from memorable to truly unforgettable.
We know the stakes are high, so let us take the stress out of planning and turn your vision into reality today!
Getting the perfect venue for your event is a delicate act. There are a host of factors at play that can make the sorting one feel a tad overwhelming. Getting it wrong can dump your team into a location that’s cramped and echo-filled with dodgy Wi-Fi. Get it right and you’re setting the stage for the event to be a complete success.
Venue sourcing is hunting and selecting the physical space to host your event. A lot goes into sourcing, like getting the size, layout, and amenities right. At Surf Office, we can carry out site visits with you to make sure you’re choosing the right spot.
Venue procurement is the step after sourcing and involves securing your selected space. You negotiate the nitty-gritty details and finalize the contract, which we support you with every step of the way.
Beyond just the physical space, the venue shapes the entire experience. A stunning venue with a thoughtful layout and amenities ensures everyone feels inspired and connected. The right venue goes above size and location. It really needs to be suited to the event’s purpose. The objective of your event dictates the venue’s layout, features and overall vibe.
When it comes to event venue sourcing, we pride ourselves on doing more than just ticking boxes. We’re committed to bringing your event dreams to life.
Here’s why Surf Office is the ultimate choice for procuring the perfect venue for you:
Expertise and experience with unique venues
We know how to match a venue to your event’s vibe. From bustling metropolises to tranquil countryside settings, our experts have scouted out the most unforgettable locations around the world. Need somewhere your team can brainstorm by day and surf by evening? We’ve got that covered!
Tailored recommendations
If you’re not completely sure where you want your teams to unwind, we won’t just hand you a list of random options. We take the time to understand your company’s goals and preferences, then curate venue suggestions that feel like they were made just for you.
Team-building masterclasses
With years of experience running team-building activities under our belt, we know what makes a venue work. Whether for collaboration, creativity, or connection, we deliver quality inspiration to your teams.
Stress-free planning
Venue finding can be a logistical nightmare, but not when you hand us the steering wheel. From drafting your shortlist of venues to final negotiations, we handle all the heavy lifting. This includes sending out RFPs (requests for proposals) for you.
Global reach, with a personal touch
We know that you want to keep the personal aspect of your event at the forefront. Our global database in 160+ locations and our hands-on approach ensures you’re getting the best fit for your event.
Eco-friendly options
Sustainability is part of our DNA. We’ll help you find venues that are as kind to the planet as they are to your budget. You can sit back and coast with an event that keeps a clear conscience.
If your event’s main focus is on team building then making sure it’s decked out with the latest collaborative tools needs to be the mission. If you’re aiming to celebrate team success or to provide a relaxing escape, scenic views and facilities like a spa might be the ticket to success for the company.
We understand this challenge here at Surf Office. A great venue is more than just the backdrop. It’s the springboard for a truly unforgettable experience.
No two events are the same, so why should their venues be? At Surf Office, we believe that every event deserves a venue as unique as its purpose. The right space can transform your gathering into something truly extraordinary.
Whether you’re focused on brainstorming, bonding or just breaking free from the office, we’ve got the perfect spot for every type of corporate event:
Teambuilding retreats
A team-building retreat needs a venue with collaboration and bonding in mind. Countryside lodges with sprawling outdoor spaces for games and challenges work best. A venue for team-building needs an atmosphere where creativity flows, walls come down, and your team bonds can take root.
Remote team retreats
For your remote workers, face-to-face interactions might be as rare as a unicorn in a coffee shop. A remote team retreat needs a venue that has a personalized touch. Spaces with communal areas for group discussions and tech-equipped meeting rooms encourage seamless collaboration. The right venue for a remote team should feel like a home base that’s welcoming, functional and inspiring.
Small-scale startups retreats
Startup retreats need venues as bold and innovative as the teams behind them. These events thrive in spaces that inspire creativity and encourage out-of-the-box thinking. Startups operate on energy and ambition, and their retreat venues should amplify that spirit, offering a perfect blend of focus and fun. Venues with a rooftop view can spark inspiration, and look good while they’re at it!
Leadership retreats
Leadership retreats call for venues that combine privacy, inspiration, and a touch of sophistication. In the right venue, a leader’s big-picture strategies can take shape. Tranquil lakeside resorts work well, with elegant boardrooms and boutique hotels setting the right tone. We’ll source a venue that aligns with your team's vision and builds stronger bonds at work. That’s winning all round!
Team workations
A team workation enhances the mix of business and pleasure. Hotel sourcing should emphasize the comfiest lodgings while being within a stone’s throw of local attractions for after-hours relaxation. We’ve got some of the best venues ready for a workation that lets your teams seamlessly switch between work and play.
Incentive trips
An incentive trip is a reward that pushes the boat out a little further. These trips are organized in luxurious locations and are celebrations of standout performances over the year. Tropical retreats and city adventures with luxurious hotels tell your teams that you value how they’ve performed. We tailor these incentive trips to leave your teams feeling valued and inspired in equal measure.
Selecting the perfect event venue is a bit like finding the right dance partner. It needs to match your rhythm, not step on your toes, and, ideally, leave you looking good!
Six key elements will make sure your event is covered across the board. Here’s how to weigh your options and choose a venue that ticks all the right boxes::
You need to aim for a venue that’s convenient for each and every team member. Make sure you’re looking at places that are easy to reach, whether they’re arriving by car, public transport, or by teleportation (we can dream, right?)
Select a space that fits the guest list like a glove. Nobody wants to feel cramped for the event (big hint: our free capacity calculator can help you with this!). Will you need a stage for awards and recognition or even a dancefloor area?
The venue’s décor really ought to match the vibe of the event. Consider creative workshops that include an art gallery that’s suited to your teams. You don’t want to throw a corporate seminar in a circus tent.
Figure out if the venue offers in-house catering, AV equipment, and reliable internet connectivity. If not, be prepared to bring in external support to help the event run smoothly. Get this right to avoid technical difficulties (or rumbling stomachs!)
Ensure the sound quality is top-notch throughout the speaker hall. You need presenters to be heard clearly from front to back, and here ensure walkways and stages are accessible to all.
Finally (and most importantly) keep an eye on your budget. Overspending on one aspect means another might suffer. Look for venues that offer flexibility with dates and packages. You never know when a little wiggle-room will save the day!
Remember, the right venue sets the stage for an event that's memorable for all the right reasons. Covering all 6 bases ensures you’re choosing the perfect setting and creating an event your teams will never forget.
Choose carefully, and may the venue odds be ever in your favor!
Taking the time to evaluate the perfect venue brings a multitude of benefits for every person attending. A well-chosen venue looks the part, and plays the part, setting the stage for stronger bonds in the workplace.
Let’s break down the key benefits of sourcing and procuring the ultimate venue for your event:
Avocode’s retreat as a mini startup accelerator
Avocode is a tool that helps designers and developers collaborate on one seamless platform. For their work retreat, the team spent 10 days with Surf Office Lisbon working as a mini-startup accelerator.
The group of 20 divided into small teams on day one, and then spent the time working on specific projects. The last day of the retreat was dedicated to presenting each team’s results with the rest of the group. As a result, Avocode’s work retreat drove innovation. Their result is a great example of how to make the most of limited time to do some creative thinking.
Mynd retreat resulted in 12 new products features
Mynd is a property management company based in California. For their work retreat, Mynd’s team of 32 people relocated for 10 days to Surf Office Barcelona. Like Avocode, they spent the first three days running a hackathon. The team developed 12 new product features in a quick sprint of innovation.
Mynd’s approach to their work retreat was to prepare beforehand; key design elements were already in place when they arrive in Spain. As a result, the team could move quickly and work without designers. Consider what you need to do to prepare before arriving onsite for your work retreat.
Mattermost’s innovative design retreat
Mattermost is a communication software company that makes a Slack-alternative messaging platform. Their team retreat in Lisbon combined innovation and team-building in five days.
Mattermost spent their work retreat building a product roadmap, discussing their core values, team-building, and hosting a hackathon. Check out more in this video from their CTO, Corey Hulen.
Invision’s team comes together for beach meetings
Finally, InVision is a product design tool and 100% remote company. The team met in Ericeira for a work retreat with Surf Office.
They split their time between team bonding – stand-up paddle, surfing, and eating incredible seafood – and a hackathon. During their one-day hackathon, InVision built new product features and internal communication tools.
Are you planning a strategy meeting, design sprint, hackathon, kickoff meeting of a new project or “just” regular work time?
Whatever it is, we’ve got your back.
Expect a professional working environment with:
And of course, very fast internet.
Each team has a bit of a different expectation when it comes to their retreat experience and that’s why you have the flexibility to choose different types of accommodation ranging from premium ensuite rooms to shared accommodation.
All of our accommodation options are located in central areas within walking distance from the restaurants and grocery stores. You don’t need to rent a car or use public transportation to move around. We want to make your stay as easy as possible.
You have 100% security that your booking won’t be canceled (anyone with experience of last-minute group booking cancellation can relate).
We understand that your team might be growing and you might need to add additional rooms over time, you’ll have this flexibility too.
We’ve built a system that makes retreat planning easy and fast.
We’ll plan every detail of your retreat from start to finish, so that you don’t have to. This includes:
You will get a personalized schedule and online dashboard with all of your retreat information before your retreat starts. Our onsite support will show you everything you need to know upon your arrival and make sure everything goes smoothly for you and your team.
“Thanks for a great offsite venue @surfoffice – we had a blast!”
James Allgrove, Head of Growth at Stripe UK
1. Confirm Details
You will confirm with us the number of people, location (we can also recommend the best location based on where your team is located and prices of flights), dates and your desired setup for accommodation.
2. Invoice & Payment
After confirming details, we will send you an invoice. You can pay by wire transfer, credit/debit card or PayPal.
3. Team Retreat Planning
This process is super easy. With our playbook you will quickly create a personalized schedule. We’ll make sure you get all the information well before your retreat time and you will have our support person available throughout the whole process.
4. Retreat Time
Expect an introductory tour after your arrival. Our onsite support is available in case you need anything. We will give you local tips and remind you about your planned activities throughout the retreat.
Choose from hundreds of locations in Europe, America, Asia-Pacific, and North Africa.
