Tips and Benefits of Offsite Meetings

You know the drill. There's a meeting, there's a budget, and you need to find the most effective venue to deliver the message. One of your first decisions is whether to take part of the meeting offsite from the host hotel or conference base. There are lots of advantages to doing so, says Amy Young, Founder of Destination Consultants, a Grand Rapids-based event planning and destination management company.

5 Reasons to Consider Using an Offsite Venue

1. Productivity and focus. 

"When people attend offsite meetings, they're not distracted and they're more fully engaged," says Young. With decades of experience in hospitality and hundreds of offsite events under her belt, she’s seen the impact firsthand. “So much gets done through interactive engagement,” she adds.

2. Face-to-face networking time. 

Today's technology makes it easy for us to communicate regularly, quickly, and inexpensively through email and video conferencing. But there's no substitute for meeting in person when understanding each other is critical. Sitting in the same room together – especially outside the standard conference setting – lets you pick up on non-verbal cues that can be easily missed over video. Facial expressions, subtle reactions and informal side conversations often create a stronger sense of connection.

3.Camaraderie.

Team-building exercises are a key component of many offsite meetings, and for good reason. Young notes that working together in a non-traditional environment allows different strengths to shine. “You’re tapping into creativity and teamwork in ways that don’t happen in everyday meetings. Plus,” she laughs, “you’re having a whole lot of fun doing it.”

For example, if your team-building exercises include a physical challenge, like getting people over a wall, the team has to capitalize on people's logistical minds and physical strength. Such exercises allow team members to see each other in a different light, and abilities emerge that may not be apparent in day-to-day interactions.

"You're working with different skills," says Young. "When you're really utilizing peoples' God-given talents, you find out different strengths and weaknesses than you do sitting at a desk."

4. Tech boost.

While hotel meeting rooms may be well equipped, using a separate facility can provide access to different or newer technology – or even just a change in setting that enhances presentations. When meetings are more engaging, people retain more, making time spent more productive.

5. Encourage creativity.

Taking meetings offsite is especially important when you're making strategic decisions, offering career-enhancing training, or encouraging brainstorming. We've all been in hotel conference rooms where we've met time and time again – people tend to sit in the same place and stare out the same window. Much like in families, co-workers often cling to their usual group roles.

“When you move your meeting offsite, you lift those barriers that can stifle creativity,” says Young. “People show up differently. They break out of their office persona, relate to one another in new ways, and that’s where the meaningful, creative ideas start to flow.”

5 Tips for Successfully Hosting an Offsite Event

1. Identify the objectives.

Whether you're planning a meeting for your own company or for a client, it’s crucial to understand the goals of the event. "First and foremost," says Young, "you have to listen." She emphasizes understanding the underlying message – whether it's appreciation, motivation or strategy. "The event has to fit their needs. Anyone can bring in fun entertainment and make a pretty table. But it’s listening that makes the experience meaningful.”

2. Do a site visit.

"A site visit is absolutely necessary," says Young. You need to check equipment capabilities, understand the flow of the venue  and uncover the small but critical details – like loading access, vendor guidelines and lighting options. After visiting a space, her team typically collaborates with clients to conceptualize how best to use it.

“You might not need a hotel ballroom,” she explains. “What about a warehouse with cement floors and incredible city views? We've turned that into a cozy celebration with soft seating and lighting – and clients loved it.”

3. Location matters.

"Venue is huge," Young stresses. Be sure the space supports your objectives and allows you to bring your theme to life. Whether you’re going for rustic, modern, coastal or experiential, your venue should reinforce the story you want to tell. And the city matters, too.

"One of the reasons Grand Rapids is such a great choice," says Young, "is because Experience Grand Rapids helps connect planners with the right local suppliers – from transportation to hotels to creative partners."

4. Don't forget the fun.

Few offsite meetings are 100% work, 0% play. And if they are, attendance might suffer. “I think fun is absolutely necessary,” says Young. Fun not only boosts morale – it also strengthens team dynamics. From faux magazine covers featuring attendee photos to photo scavenger hunts around downtown, creative play brings energy and memorability to any meeting.

5. Maximize (don't bust) your budget.

Young is a big proponent of budget-smart planning. At Destination Consultants, clients can take advantage of Packaged Events that combine venue, décor, entertainment and transportation into one streamlined offering. “It gives clients something polished and powerful – without surprise costs,” she says.

Choosing a venue with built-in ambiance – like a rooftop bar, historic space or botanical garden – can reduce what you spend on décor. You can also save by shifting the event time. A late-afternoon mixer or early brunch may cost less than an evening reception, while still delivering high impact.

"The key is not to reinvent the wheel. Use what already works. When you partner with local experts who know the destination and vendors, you stretch your budget and create something even better."

Let Grand Rapids Work for You

Grand Rapids offers an ideal mix of vibrant offsite venues, local talent and seamless support from Experience Grand Rapids. Whether you're planning an intimate leadership dinner or a high-energy team celebration, adding an offsite component can make your event more memorable – and more effective.