Offsite packing list: what to bring to a company retreat

An offsite packing list tells attendees exactly what to bring for a company retreat: travel documents, work gear, clothes for sessions, dinners and the activity, and the small items people regret forgetting. Send it with the itinerary, two to three weeks before the trip, and tailor it to the destination, the season and the agenda. Below is a free company retreat packing list to send attendees, plus a separate kit list for the organizer.

Company retreat packing list

Edit the bracketed items for your destination and agenda, then paste it into the logistics email or itinerary.

Rather not fill this in yourself? Offsiteio plans the whole offsite and sends you a free itemized proposal in days.

How to use this offsite packing list

1. Check the agenda for anything that needs special clothing or gear: boat trips, hikes, pool time, a dressy dinner.
2. Check the forecast and the local season, and note air-conditioned rooms; meeting rooms are often cold.
3. Edit the attendee list: delete what doesn't apply and fill in the brackets for the destination and activity.
4. Send it with the itinerary two to three weeks before the trip, and repeat the key items in the one-week reminder.
5. Pack the organizer's kit separately, and ship bulky items such as swag to the hotel in advance.

Example: packing notes for a Puerto Rico offsite in March

An illustrative set of destination notes for a 3-day offsite in Puerto Rico, a destination Offsiteio has planned trips to.

Packing notes by type of destination

• Beach or Caribbean: swimwear, reef-safe sunscreen, a hat, sandals with straps for boats, and a light layer for evenings and cold meeting rooms.
• City break in Europe: comfortable walking shoes for cobblestones, a compact umbrella, a plug adapter and a smarter outfit for late dinners.
• Mountains or ranch: warm layers even in summer, sturdy shoes for trails, a refillable bottle and lip balm for dry air.
• Big US city: business casual for sessions, comfortable shoes for walking between venues and one outfit for a restaurant with a dress code.
• Winter destinations: a warm coat, gloves, waterproof boots and extra time in the schedule for weather delays.

Whatever the destination, tell people whether laundry is available and how much luggage the transfers can take. Coaches and boats have limits, and a group of thirty with large suitcases fills a vehicle fast.

Common packing list mistakes

• A generic list. A list that doesn't mention the boat trip or the formal dinner leaves people guessing.
• Sending it the night before. People need time to buy or borrow gear.
• Forgetting the meeting room. Air conditioning makes jackets a must even in hot destinations.
• Ignoring entry documents. On international trips, passport validity rules catch people out.
• No organizer kit. Missing adapters and markers cost the first half hour of a session.

Planning the activity first? Browse team offsite ideas.

Want it planned for you?

A packing list is the last thing you send; everything before it is the real work. Offsiteio plans team offsites and company retreats end to end. We book lodging, meeting space, food, activities, transfers and even swag in 35+ destinations. Trips start from about $999 per person depending on destination, with flights quoted separately. Every trip comes with 24/7 remote support, and you can add an optional on-site coordinator.

“They took care of everything and our team had an incredible time.” Juan Manuel B., Google review

IATA-certified travel partner · 5.0 on Google (17 reviews)

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Related

• Run of show template
• Retreat registration form template
• Offsite planning checklist
• Best offsite locations
• Offsites in Hawaii

FAQ

What should I pack for a company retreat?

ID or passport, travel confirmations, laptop and chargers, business casual clothes for sessions, one smart-casual outfit for dinner, comfortable shoes, activity gear, weather layers, medications and personal items.

What do you wear to a company offsite?

Usually business casual for sessions, something a little smarter for the group dinner and practical clothes for the activity. The organizer should state the dress code in the itinerary.

When should the packing list be sent to attendees?

Two to three weeks before the trip, with the itinerary, and again as a short summary in the one-week reminder.

Should I bring my laptop to an offsite?

Usually yes, for working sessions and travel, but many offsites ask people to keep laptops closed outside working blocks. Check the agenda and ground rules.

What should the organizer bring to an offsite?

Offline copies of the run of show, rooming list and supplier contacts, plus badges, workshop supplies, AV adapters, a first aid kit and a company card for surprises.