From coordinating schedules to booking flights, finding accommodations, and setting up activities, the whole process can be overwhelming.

Luckily, there’s software designed to make planning these in-person meetings a breeze. Let’s dive into the best tools for planning remote team meetups, ensuring your event is smooth, seamless, and maybe even fun!

1. Team, Assemble!: Your All-in-One Planning Hub

(Hey, thats us!)

If you’re looking for software that can do it all, look no further than Team, Assemble! This platform is specifically designed to handle the complexities of planning in-person meetups for remote teams. It helps you with everything from selecting a location to managing RSVPs, budgeting, and even coordinating activities.

Key Features:

  • Location Voting: Gather input from your team on the best location options based on accessibility, cost, and preference.
  • Budget Tracking: Keep an eye on expenses with built-in budgeting tools that ensure you stay on track.
  • Activity Coordination: Plan team-building activities and sync everyone’s schedules in one place.
  • Communication: Integrated messaging keeps everyone informed and up to date.

With Team, Assemble!, you can say goodbye to endless email chains and spreadsheets, and hello to a streamlined planning process that makes in-person meetings as easy as a Zoom call.

2. Doodle: Simplify Scheduling

One of the trickiest parts of planning an in-person meeting for a remote team is finding a time that works for everyone. This is where Doodle shines. It’s a scheduling tool that allows you to propose multiple dates and times, then lets your team vote on their availability.

Key Features:

  • Easy Polls: Create polls to find the best meeting times quickly.
  • Integration: Sync with your calendar to avoid conflicts.
  • Reminders: Automated reminders ensure that everyone responds in time.

Doodle’s simplicity makes it a favorite for scheduling meetings, whether they’re virtual or face-to-face.

3. TripIt: Travel Made Easy

Once you’ve nailed down the time and place, it’s time to get your team there. TripIt is the go-to app for managing travel plans. It consolidates all your travel details—flights, hotels, car rentals—into one itinerary, so you and your team can easily keep track of everything.

Key Features:

  • Master Itinerary: Automatically organize travel plans into a single view.
  • Real-Time Alerts: Get updates on flight delays, gate changes, and more.
  • Sharing: Easily share itineraries with your team to keep everyone in the loop.

TripIt takes the stress out of travel planning, allowing you to focus on the meetup itself instead of worrying about who’s landing when.

4. Airbnb for Work: Unique Stays for Teams

Finding the right accommodation is a big part of planning a successful team meeting. Airbnb for Work offers a range of unique stays, from cozy homes to entire villas, perfect for team bonding and relaxation.

(We do recommend that you find a place with a lot of bathrooms!)

Key Features:

  • Team Stays: Book accommodations that are ideal for group activities and team-building.
  • Workspaces: Find listings with dedicated workspaces so your team can stay productive.
  • Experiences: Add local experiences to your stay, from cooking classes to guided tours.

Airbnb for Work not only provides comfortable places to stay but also enriches your meetup with local experiences.

Conclusion: Plan with Confidence

Planning an in-person meeting for a remote team doesn’t have to be a logistical nightmare. With the right software, you can streamline the entire process, from scheduling and travel to accommodations and activities. Whether you need an all-in-one solution like Team, Assemble! or specialized tools like Doodle and TripIt, there’s a software option to fit your needs.

Ready to make your next team meetup the best one yet? Start planning with Team, Assemble! and turn what could be a daunting task into a seamless, successful event!