So, you’ve decided to take your remote team on an international adventure together. Great choice! An international offsite can be an incredible way to foster creativity, build stronger bonds, and give everyone a fresh perspective. But now comes the tricky part: planning.

Don’t worry—whether you’re a seasoned travel planner or a newbie, We’ve got you covered with this detailed guide.

Step 1: Define Your Objectives and Budget

Before you even think about booking flights, you need to get crystal clear on the purpose of your trip. Ask yourself:

  • What are the main goals? Is this offsite about strategic planning, team bonding, or a mix of both? Knowing this will guide your location and activity choices.
  • What’s your budget? Include everything: flights, accommodations, meals, transportation, and activities. Don’t forget to add a buffer for unexpected costs—because there’s always something.

Having a clear objective and a solid budget will help you make informed decisions throughout the planning process. (Our travel tool can make staying in budget easy-peasy lemon-squeezy!)

Step 2: Choose the Perfect Destination

With your goals and budget in mind, it’s time to pick a destination. Here’s how:

  • Consider Accessibility
    Choose a destination that’s easy for your team to reach. Direct flights are ideal, but if that’s not possible, look for connections that won’t leave your team stuck in an airport for hours.
  • Check Visa Requirements
    Visa hassles can be a real headache. Choose a destination that offers visa-free entry or easy visa processes for your team members. Sites like iVisa or official embassy websites can help you navigate this.
  • Think About Time Zones
    If you’re planning intensive work sessions, consider how the time zone difference will affect your team. You don’t want everyone nodding off during a critical brainstorming session.
  • Evaluate Local Infrastructure
    Make sure the destination has reliable internet, good transportation options, and quality meeting facilities. This is especially important if you’ll need to conduct video calls or work remotely during the trip.

Some great international destinations for team offsites include:

  • Lisbon, Portugal: Affordable, vibrant, and easy to navigate.
  • Kyoto, Japan: Offers a serene environment ideal for deep work and cultural exploration.
  • Tallinn, Estonia: Perfect for tech-savvy teams looking for innovation and inspiration.

See more here.

Step 3: Book Flights and Accommodations

Once your destination is set, it’s time to lock in the logistics.

Flights

  • Book Early: International flights can get expensive, so the earlier you book, (usually) the better the deals you’ll find.
  • Group Discounts: Many airlines offer group discounts if you’re booking for 10 or more people. Don’t hesitate to call the airline directly to negotiate better rates, or call a group travel agent. (If you need a recommendation, we can make one. E-mail us: humans at goteamassemble.com)
  • Baggage Policies: Ensure everyone knows the baggage policies to avoid any surprise fees.

Accommodations

  • Central Location: Choose accommodations that are centrally located to minimize transportation costs and time.
  • Team-Friendly Lodging: Consider renting a large house or booking a boutique hotel where the entire team can stay together. This fosters more interaction and is often more cost-effective.
  • Amenities: Look for places with the amenities you need, such as meeting rooms, strong Wi-Fi, and communal spaces.

Step 4: Plan the Itinerary

Now comes the fun part—planning what you’ll do!

Balance Work and Play

  • Work Sessions: Schedule focused work sessions in the morning when everyone’s energy is high. Keep these sessions structured but leave room for spontaneous ideas.
  • Team Building Activities: Mix in activities that help your team bond. Think cooking classes, city tours, or adventure sports.
  • Free Time: Allow some downtime for team members to explore on their own or relax. This helps prevent burnout.

Local Experts

  • Hire a Local Guide: A local guide can provide insights and handle logistics during excursions, making the experience more enriching and less stressful.
  • Partner with Local Vendors: For events or team activities, partnering with local businesses can add an authentic touch and support the community.

Cultural Sensitivity

  • Respect Local Customs: Brief your team on local customs and etiquette. This is especially important in countries with strict cultural norms. International travel is fun and exciting. International incidents are exciting, but usually not the good kind!
  • Language: If the local language isn’t English, prepare some basic phrases or consider hiring an interpreter as a guide who can help your team steer clear of any whoopsies.

Step 5: Prepare for the Unexpected

No matter how well you plan, things can always go awry. Here’s how to stay ahead:

  • Travel Insurance: Ensure everyone is covered for medical emergencies, trip cancellations, and lost luggage. Group travel insurance is often more economical.
  • Emergency Contact List: Compile a list of local emergency contacts, including your country’s embassy or consulate.
  • Contingency Plan: Have a backup plan for key activities in case of bad weather or other disruptions. Knowing you have alternatives can keep everyone’s spirits up.
  • Have Ground Support: Make sure there’s someone available, either back at home office or a travel agency, on-call to handle things that come up. If your team is new to international travel, it helps to have another pair of hands ready to fix things in a jiffy.

Step 6: Communicate Clearly

To ensure everything runs smoothly, keep the lines of communication open:

  • Pre-Trip Briefing: Hold a meeting or send out detailed communications outlining the itinerary, what to pack, and what to expect. Include all critical details like meeting points, transportation arrangements, and contact information.
  • Shared Calendar: Use a shared online calendar to keep everyone on the same page. Tools like Google Calendar or TeamUp can be useful here.
  • On-the-Ground Updates: Use a group chat (WhatsApp, Slack) for real-time updates once you’re at your destination. This helps with last-minute changes or quick check-ins.

Step 7: Gather Feedback and Reflect

Once you’re back, don’t let the experience end there:

  • Post-Trip Survey: Send out a survey to gather feedback. What worked? What didn’t? This will help you plan even better trips in the future.
  • Team Reflection: Hold a debrief session to discuss key takeaways from the trip. What ideas emerged? How did the team dynamic change?

Celebrate Success: Recognize the efforts of everyone involved in making the trip a success. Whether it’s a simple thank-you or a celebratory team lunch, acknowledging the hard work will leave everyone feeling appreciated.

Ready to Plan Your Team’s International Adventure?

Planning an international offsite is a big task, but the rewards are well worth the effort. With careful planning, clear communication, and a touch of flexibility, you can create an unforgettable experience that strengthens your team and drives your company forward.

Need help planning your next team offsite? Give Team, Assemble! and figure out the budgeting for how much, where, and the flight durations while you focus on leading your team to new heights.