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Team Offsite Planner

Salt Meadow Design · Team offsite · Santa Cruz, CA

Nia Thornberry leads people at a ten-person design studio and uses this to run the yearly retreat without losing track of budget or travel.

EventsProjectsTimeline6 tables · 12 views · 1 form · 1 agent
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Agenda calendar

Agenda
October 2026
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Tables

Agenda

12 sample rows · 7 columns

Every session of the offsite by day and time, who runs it and where.

SessionDayStartsEndsTypeOwnerLocation
Arrival and welcome lunchDay 1Nov 26, 8:00 PMNov 26, 9:00 PMMealNia ThornberryDining hall
Opening: where the studio is headingDay 1Nov 26, 10:00 PMNov 27, 12:00 AMWorkshopJoaquín BeltránMain room
Walk to the headlandDay 1Nov 27, 12:00 AMNov 27, 2:00 AMActivityMaribel QuinteroTrailhead
Group dinnerDay 1Nov 27, 3:00 AMNov 27, 5:00 AMMealNia ThornberryDining hall
BreakfastDay 2Nov 27, 4:00 PMNov 27, 5:00 PMMealNia ThornberryDining hall
Workshop: how we win projectsDay 2Nov 27, 5:00 PMNov 27, 8:00 PMWorkshopAmélie RousseauMain room
Lunch on the deckDay 2Nov 27, 8:00 PMNov 27, 9:00 PMMealNia ThornberryDeck
Breakouts: tools and processDay 2Nov 27, 9:00 PMNov 27, 11:00 PMWorkshopKwabena OseiBreakout rooms
Free afternoon: kayaks or restDay 2Nov 27, 11:00 PMNov 28, 2:00 AMFree timeMaribel QuinteroBeach
Awards and celebration dinnerDay 2Nov 28, 3:00 AMNov 28, 6:00 AMMealJoaquín BeltránDining hall
Breakfast and pack upDay 3Nov 28, 4:00 PMNov 28, 6:00 PMMealNia ThornberryDining hall
Closing: commitments for the quarterDay 3Nov 28, 6:00 PMNov 28, 7:00 PMWorkshopNia ThornberryMain room

Logistics tasks

10 sample rows · 6 columns

Everything that needs arranging before the offsite, with owner and due day.

TaskOwnerDueStatusCategoryBudget line
Book flights for remote staffNia ThornberryOct 19, 2026DoneTravelFlights for three people
Confirm the venue depositSunita RaoOct 20, 2026In progressVenueVenue and cabins
Collect dietary needsNia ThornberryOct 22, 2026In progressFoodCatering for three days
Book the vansMaribel QuinteroOct 27, 2026To doTravelVans and fuel
Send the travel packNia ThornberryOct 29, 2026To doComms—
Plan the headland walk routeMaribel QuinteroOct 31, 2026To doActivitiesKayak hire and guide
Arrange kayak hireMaribel QuinteroNov 4, 2026To doActivitiesKayak hire and guide
Order name badges and notebooksFelix LindqvistNov 6, 2026To doCommsPrinting and swag
Agree the awards listJoaquín BeltránNov 11, 2026To doActivities—
Finalise the printed agendaNia ThornberryNov 16, 2026To doComms—

Budget

8 sample rows · 8 columns

Estimated and actual spend for each cost of the offsite.

Cost lineCategoryEstimateActualPaidTasks
Venue and cabinsVenue$9,000$9,000YesConfirm the venue deposit
Catering for three daysFood$4,500$4,200NoCollect dietary needs
Vans and fuelTravel$1,800$0NoBook the vans
Flights for three peopleTravel$1,500$1,380YesBook flights for remote staff
Kayak hire and guideActivities$900$0NoPlan the headland walk route, Arrange kayak hire
Facilitator for Day 2 workshopVenue$1,200$1,200Yes
Printing and swagComms$650$0NoOrder name badges and notebooks
Celebration dinner extrasFood$700$0No

Attendees

10 sample rows · 6 columns

Who is coming, their dietary needs, travel and which cabin they are in.

AttendeeTeam memberRSVPDietary needsTravelCabin
Nia ThornberryNia ThornberryYesArrives with the vanCabin 1
Joaquín BeltránJoaquín BeltránYesVegetarianFlight arrives 10:40Cabin 2
Amélie RousseauAmélie RousseauYesDrives, leaves Friday morningCabin 3
Kwabena OseiKwabena OseiMaybeNut allergyWaiting on childcareCabin 2
Sunita RaoSunita RaoYesGluten-freeFlight arrives 11:55Cabin 4
Felix LindqvistFelix LindqvistYesVan poolCabin 5
Maribel QuinteroMaribel QuinteroYesVeganDrivesCabin 3
Oscar WhitfieldOscar WhitfieldNoWedding that weekendUnassigned
Lena FischerLena FischerYesDairy-freeVan poolCabin 4
Darius MohebbiDarius MohebbiYesFlight arrives 14:15Cabin 5

Venues

3 sample rows · 5 columns

The venues compared, their cost and capacity, and which one was chosen.

VenueCostCapacityChosenLink
Sandpiper Point Retreat$9,00016Yeshttps://sandpiperpoint.net/retreat
Harborlight Lodge$11,50022Nohttps://harborlightlodge.net
Redwood Hollow Camp$7,20014Nohttps://redwoodhollowcamp.net

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