Seven Tips for Curating a Memorable Company Retreat

This article was originally published in the May 2018 Group Travel Leader Magazine.

http://smallmarketmeetings.com/articles/seven-tips-planning-memorable-company-retreat/

More companies, especially distributed ones, are implementing company retreats into their budgets. It’s a smart move as it allows employees to bond in a more relaxed, open environment and for leadership to receive candid real-time feedback. It’s also a great way to kick off the year and set goals. As with any event, all the elements are a big puzzle—that you the planner—need to fit together. Andrea Cannistraci, CMM, President & Founder of andgreat, a marketing, branding , and events agency, shares seven tips to ensure a successful and memorable company retreat.

1. Send a pre-planning survey
Survey your attendees before the company retreat. Find out what destinations interest them, what topics they would like to discuss, what goals they hope to achieve from attending, and what activities interest them. Getting attendees onboard at the planning stage will ensure better participation, excitement, and a much more focused and successful event.

2. Develop a strong team of suppliers
Reach out to the local CVB of your chosen destination. They are the experts on the area and will be essential to helping you navigate the area and source the best caterers, AV, entertainment, restaurants, transportation, off site venues, and team building activities.

3. Conduct a site inspection

It’s imperative that you know the area and your way around. Meet personally with all the suppliers you’ve received quotes, experience the activities, restaurants, venues, entertainment. Start to build the relationships. Take copious notes. Know where the closest hospital, pharmacy, Kinkos, and grocery store are located.

4. Schedule free time
One of the biggest mistakes you can make is not building free time into your agenda.  Give attendees an hour each later afternoon before dinner to check-in with family, refresh, relax, or hit the gym. Often, you’ll see the attendees will want to continue the day’s conversions at the bar, or around the pool. Those unstructured moments where employees bond on their own can create the most insight—and best memories.

5. Use natural meeting space

If your company retreat is in a warm climate, definitely take advantage of outdoor meetings places for casual breakouts and meals. There’s nothing worse than being in an awesome destination but stuck inside four walls all day. Let your attendees see the sun and feel the breeze! A simple U-shape of chairs under a tree, or a few cabanas at the pool are excellent non-traditional meeting spaces for breakouts. Many conference rooms have patios—use those for breakfasts and lunches. Trust me, your attendees will thank you.  (And the Instagram pics will be the envy of all.)

6. Consider meeting floor plans
The setup of the meeting room matters.  Know how many attendees you are expecting and plan accordingly. Your General Session should be configured so that everyone can see everyone. A flat oval shape works well.  Will attendees be taking notes on their laptops? If so, they’ll need a bit more space.  The last thing you want is a room full of sardines.  A good rule to follow is two people per six foot table. And make sure the room has windows—preferably doors that open to a patio (see #4.)

7. Plan an unforgettable group activity
Almost every company retreat has at least one group activity incorporated.  This is a great opportunity to make your company retreat memorable. Look at your destination. Look at your demographics.  Keep it local. If you’re at a beach, consider SUP or surfing lessons, or chartering a boat for a dinner cruise. If you’re in wine country, schedule dinner in a wine cave or a biking wine tour with lunch. If you’re in New Orleans, plan a hands-on Creole cooking class for dinner or a scavenger hunt through the Garden District.

Post Mortem Best Practices: an interview with Prevue Magazine

What is a post-mortem? Hint: it's not (only) an examination of a corpse in order to determine the correct cause of death, it’s a "discussion" to identify and analyze elements of a project that were successful or unsuccessful. It answers the question, “How’d we do?”

So...how'd I do on this article?

http://prevuemeetings.com/spark-blog/the-shakedown/finding-the-right-balance-for-effective-postmortem-practices/

Nobody is Too Busy; It's a Matter of Priority

We all have the time we need. We always have. We simply have to decide how we want to use it. I decided last fall that I wanted a new challenge for 2018. I wanted to transform my 43 year old post baby body. My daugher would be turning three in April, and I would be turning 44 in August. No time like the present!  As someone who already worked out four-five days a week, stayed active playing sports, ate relatively healthy, and meal prepped, I knew that I'd have to make drastic changes. I hired a coach. Not just a coach. I hired a seasoned figure competitor who has competed in over 13 competitions starting when she was 40.

On January 8, 2018 with 14 weeks out, I started an intense training program that put me in the gym twice a day: one session of cardio for 30-60 minutes a day, plus one 60+ minute weight lifting session a day. I also followed a very strict meal plan --weighing to the ounce my foods. I get bored fast with food, so this was a challenge. (There are only so many different spices for chicken, fish, and eggs.) I continued to meal plan and prep, cooking everything from scratch for myself and my two year old daughter. We only ate whole foods: fresh veggies and berries, bananas, egg white omelettes, chicken, fish, quinoa, brown rice, and once a week early on, I was allowed one RX Bar... the only pre-packaged food I ate (although they are 100% whole food protein). Towards the end, however, the carbs were cut, the fruit was cut. I was left with canned tuna fish--which actually excited me. 

What did I need to give up for this to happen?
Alcohol.
Chocolate.
Work/Personal Travel. (except for one short biz trip to NYC)
Eating out. (except on a few rare occasions, see above)

I continued to go out with friends, but I didn't eat or drink. It's a challenge to eat out when on a strict meal plan. All the money that I normally spent on eating out went towards protein shakes, supplements, vitamins, and grocery shopping. I was at the grocery store and fish market almost daily.

The result? After 14* weeks of training, I competed in my first National Figure Committee competition, dropping over 20 pounds, and losing 8% body fat -- without compromising other aspects of my life.

Oh, did I mention that during this time I was a single Mom, and an entrepreneur running a successful business?  Since all my family lives back on the East Coast, I had no help. *And for nearly two of those 14 weeks I was in bed (yes, actually in bed for 20 hours a day) with the flu--only up to take my daughter to/from school. 

So next time you say you're "too busy to make your own chocolate cake," remember this: We all have the same number of hours in the day. How do you choose to use yours?

"Every once in awhile we need to challenge ourselves; set crazy goals, and fulfill them. When you say you don’t have time to make a cake— I say we all have the same amount of time. What you chose to do in that time, is up to YOU". -- A.Cannistraci

Employee Spotlights: A Marketing Strategy for Effectively Engaging and Connecting (Part 1/5)

AUGUST EMPLOYEE SPOTLIGHT

Do you love your job? We spend 40+ hours working every week, it’s important to not only love what you do, but enjoy who you do it with. Collaboration with co-workers is crucial to drive business results. And when you have a good relationship with your co-workers, life—and work—is better.

If you work for a company that has over 50 employees, you might not know every person, because you may only interact with a few people. And, if you work for a distributed company, you don’t even have the option of “bumping into co-workers at the water cooler.”  You probably need that interaction the most. There are several strategies for effectively engaging and connecting employees, even if remote:

1.            Company Retreats

2.            All Company Meetings

3.            Social Hours

4.            Group Meals

5.            Employee Spotlights

Employee spotlights are engaging and a simple way to connect people at your company. People always want to hear about other people. It’s human nature. andgreat recently implemented a monthly employee spotlight with one of our distributed clients. Each month, a different team member is chosen. The key is to not choose the people everyone is already familiar—but to choose people that are newer to the company, or work in a department or areas that are not afforded much interaction.

Questions. Some of the questions can be light-hearted and fun, and others can relate back to the company and their specific role. This should be a fun exercise for the employee. A good number of questions is 8-10, as a few questions may be “passed” by the employee. Here are a few sample questions from which you can pull:

Are you messy or organized?

What is your role at the company?

Where is your favorite place to eat?

Where do you go to unplug?

Where did you work previous?

Interview. Conduct an in-person/video interview so you can get hear real time answers with more detail. We use the caricature headshots as the featured image. It’s fun to have a visual of who you are reading and it lends to a more consistent look over the Blog as well.

Publish. Publish the Spotlight on your company blog and promote via social media. Key: Don’t forget to promote to the internal team, i.e., the entire company. They too should be sharing it on social media, re-tweeting, liking, etc. Employees should be your biggest fans.

Repeat. Be sure you are asking employees to comment internally on Spotlights. Slack is a great tool for that. It’s important to release Spotlights on a regular schedule so you create a culture of anticipation and recognition. The first of the month is a good time.

We’ll dig deeper into the other above strategies in future posts, so check back often. We’d love to hear what are you doing to engage and connect employees.

Curating Memorable Experiences: An Interview with Prevue Magazine

I was recently interviewed by Jessie Fetterling with Prevue Magazine for the professional development section of their website and newsletters related to the same topic.  Prevue provides meeting and incentive planners with insightful, experiential destination coverage to help them imagine and create exceptional group events. Prevue publishes its exclusive content across numerous platforms including a bi-monthly print edition (reaching 35,000 meeting and incentive planners), a digital edition, www.prevuemeetings.com and Prevue Extra (its monthly e-newsletter).

http://prevuemeetings.com/spark-blog/the-shakedown/how-one-planner-curates-memorable-experiences-for-corporate-retreats/

What do you define as a "memorable" experience?

A memorable experience is one that attendees will recall with a smile on their faces and continue to talk about weeks and months after the experience. Most often this is achieved y conducting a short pre-event survey. Find out more about the attendees--what do they want to learn, to see, eat? Allowing attendees to be involved in the process, ensures they have a great experience. A memorable experience involves getting out of the ballroom, outside the four hotel walls--it means hosting breakout sessions in a circle outside on the lawn, in a vineyard, on the beach. It means breaking away from your typical boring F&B options and customizing. Swap out the traditional "continental breakfast" for an avocado toast bar, for example. Lastly, I always try to use boutique properties that have lots of outdoor space and windows. If people are going to fly to across the country to a retreat--let them be reminded every minute where they are. Don't hold them hostage in a big box hotel conference room that could be anywhere in the world.

What tends to be the biggest hurdles to achieving "memorable" experiences at events?

Budget, time, and travel. The company must build in a budget for an experience, they must be willing to carve out time in their agenda, and be willing to have their employees travel to a destination that is often not a single flight away. 

What are three ways you have curated "memorable" experiences at corporate retreats?
1. Reserved a wine cave dinner in Sonoma County with fun photo photo props. The F&B was all local and seasonal and of course the wine was all estate wine. A real farm to table experience. I don't think one person in that group had ever dined in a wine cave. They had so many questions ahead of the dinner. They were excited, some were anxious. It was memorable and they are still talking about it a year later.

2. Arranged a Baja Truck driving experience in Colorado. The son of the resort owner is a well known Baja 500 driver and had a track and trucks on property with a driving school. I had the trucks wrapped with the company logo and they just loved it. It was truly a once in a lifetime experience. 

3. Hired a corporate leadership facilitator to administer a DISC profile--a tool used for discussion of people's behavioral differences. Attendees completed the profile and received tips related to working with people of other styles. The exercise increased self-knowledge and attendees were better able to understand how they respond to conflict, what motivates them, what causes them to stress, and how they solve problems. It not only helped facilitate better teamwork, it helped the leadership team, to manage more effectively by understanding the dispositions and priorities of employees and team members.Now when the company needs to make company-wide decisions, they ask, "How will the D's react to this? Do we need to be concerned about the S's?" Overall, a fun exercise that truly made a difference to the company and it's employees.

What are three ways you have curated "memorable" experiences at off-the-beaten-path destinations?

1. I use a remote property in Western Colorado often as I can do a buy-out, and produce a truly memorable experience. It's a pain to get to, but once you're there, you forget about the travel. It's two hours from anything really, so everything must be done onsite. They have an Auto Museum on property and I produced a "Dinner through the Ages" Welcome Reception. The museum contains cars from the early 1800's up to 1989. I worked closely with Chef to choose small bites and a cocktail from each time period. That "Dinner through the Ages" is now a part of their menu--a huge compliment!

2. Chartered a boat to a private island off the coast of Southern Belize for attendees to enjoy the day as they pleased. Simply building a few hours into the agenda for attendees to explore the destination on their own and with whom they want can be memorable. Often Corporate Retreats are structured so much that there is no free time. 

3. Scheduled a hands on cooking class with an award winning James Beard Chef and author in Santa Fe. Everyone divided up into teams: appetizers, salads, main course, desserts. The experience was very interactive and the cuisine was all local fare and allowed for collaboration across different cross-functionally teams. Some people had never cooked before, others were "at home" in the kitchen. It was great to see everyone working together toward an end goal: a memorable, and delicious lunch. I made sure the recipes were all printed out so everyone could try cooking the meal back home. And, as a bonus, everyone was able to keep their branded apron as a reminder of their experience.

What tends to be the attendee feedback in regard to these experiences?Attendees love the free time. Again, often agendas are jammed packed, run over, and there is no time to even breathe. Building in an hour every day--right before dinner--is always appreciated. It gives attendees a chance to checkin with family, clients, workout, rest and refresh. Some attendees don't mind the travel time to reach the memorable destinations, and some do. It just depends on the personalities of your group. They definitely enjoy experiencing the local food, culture, and activities. They especially enjoy the time away form he office and getting to know colleagues on a different level. The partnerships and bonds that are created during these retreats strengthen the work relationships and often translate into higher revenues and ROI. 

Why Hire a Meeting Planner?

Planning a meeting or event is a full time job. When you hire a professional meeting planner, you not only recoup valuable staff productivity and money, you gain a team member whose core competency is meeting planning.

How I Stay Organized

Who doesn’t like to feel in control of their life, their day, their week, their year? Meeting planners especially feel the need to be organized and streamlined—it’s in our DNA; it’s essential for our jobs.

As an entrepreneur with a thriving business and a busy two year old, I’m committed to one tool that has helped me tremendously to be more efficient, ensuring I never miss a meeting or appointment--business or personal.

I live by my calendar—if an event is not on my calendar, it well not even exist. I start by planning out the year and block off:

1.  National holidays

2.  Religious holidays

3.  Family birthdays

4.  Big events within my clients’ industries

5.  Meeting planner conferences I want to attend

6.  Personal holidays and trips

7.  Montessori school breaks

For example, I knew that I needed to severely limit my travel the first four months of this year due to a personal project. I was able to conduct all my site inspections for Q1/Q2 2018 in Q3/Q4 of 2017. I declined nearly all FAM, and conference invitations through April 2018. I limited nearly all client projects that required me to travel in Q1.

As for day-to-day organization—I have everything on my calendar. And I do mean everything from 8am Body Combat Class, to reoccurring client meetings, to Giovanna’s ballet class at 4pm. I block my calendar if I need a massage, or have a doctor’s appointment. I make time for me—and because it’s all on my calendar—it’s easy to see where I can fit in these personal errands and make sure they are achieved.

It’s difficult when you work from home to actually take breaks and take care of “life maintenance”. That’s why it’s key to put everything on your calendar. Sure, clients may need to move a meeting, a project may take longer than you thought, and some days you just won’t feel well. Life happens. But a surer way to meet your deadlines—all of them—is to start putting everything on your calendar.

If you’re struggling to stay organized, give calendaring a shot. It just may change your life.