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Coloqa

How do you plan a good team meeting?

Guides for the decisions before booking: what does your meeting need, where do you meet and which budget belongs to it?

  • 4 min read

    How do you plan a team offsite?

    Start by settling the goal, the participants and the date. Then compare possible meeting points by travel effort and total cost. Plan accommodation, rooms and schedule together before you book anything. Keep responsibilities, open questions and approvals in one shared plan.

    What it covers

    • What should the offsite make possible?
    • Who is coming, and what is already fixed?
    • Which meeting point suits the group?
    • How do agenda, venue and travel fit together?
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  • 4 min read

    How do you find the best meeting point for a distributed team?

    Compare the outbound and return journeys every participant can actually make for the same dates. The right meeting point balances reasonable costs, travel times and emissions with your travel limits. The geographic midpoint alone cannot tell you that.

    What it covers

    • Why is the geographic midpoint often a poor choice?
    • Which places should you compare?
    • What information do you need for a fair comparison?
    • When is a meeting point fair?
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  • 4 min read

    What does a team meeting really cost?

    Add up return journeys, overnight stays, transfers, room hire and catering for the whole team. Keep an additional buffer separate. The cheapest ticket price alone shows neither the full budget nor the cheapest meeting point.

    What it covers

    • Which costs belong in the calculation?
    • Which items are often forgotten?
    • Example: six people, two nights
    • How do you budget before offers are in?
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  • 4 min read

    How do you plan a project kick-off?

    First agree what should be settled after the kick-off and who needs to be there. Then decide whether you meet at the client or in one of your offices, and compare everyone’s outbound and return journeys for it. Set an agenda that fits the journeys, and agree overnight stays and the travel policy before you book.

    What it covers

    • What should be settled after the kick-off?
    • Do you meet at the client or in one of your offices?
    • Who is travelling from where?
    • What does a kick-off agenda look like?
    Read the guide

Checklist for your next offsite

  • The goal, the participants and a responsible person are named.
  • The date, starting points and essential requirements are recorded.
  • Public holidays and major events at the meeting points have been checked.
  • Meeting points have been compared using the same assumptions.
  • Travel, accommodation and schedule fit together in time.
  • The cancellation terms for accommodation, rooms and travel are known.
  • Budget, reservations and changes have clear owners.
  • The team receives one shared schedule with a contact person.
To the offsite guide

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