Offsiteio · Templates
Retreat registration form template for company offsites
Every field to collect from attendees before a company retreat, in one form: names as on ID, travel, rooms, dietary and accessibility needs, and emergency contacts.
A retreat registration form collects everything you need from each attendee to book and run a company offsite: legal name as on ID, travel details, room preferences, dietary and accessibility needs, emergency contact and consent for photos. One form, sent once, replaces dozens of chat messages and becomes the source for your rooming list, travel tracker and catering numbers. Below is a free retreat registration form template with every field, the field types and why each is there.
Retreat registration form template
Build it in Google Forms, Microsoft Forms, Typeform or your HR tool. Mark required fields, and only ask for what you will use.
1. Registration form fields
| # | Field | Type | Required? | Used for |
|---|---|---|---|---|
| 1 | Full name exactly as on passport or ID | Short text | Yes | Flights, hotel, rooming list |
| 2 | Preferred first name | Short text | No | Name badges, seating |
| 3 | Work email | Yes | Confirmations | |
| 4 | Mobile number with country code | Phone | Yes | Travel-day contact |
| 5 | Team or department | Dropdown | Yes | Breakouts, mixed seating |
| 6 | Attending? | Choice | Yes | Yes / No / Not sure yet (reply by [date]) |
| 7 | Departure city and preferred airport | Short text | Yes | Flights, arrival windows |
| 8 | Flight booking | Choice | Yes | Company books / I book under the policy |
| 9 | Date of birth and loyalty numbers | Short text | Only if company books flights | Ticketing |
| 10 | Passport nationality and expiry | Short text | International trips only | Entry rules check |
| 11 | Early arrival or late departure request | Choice + text | No | Extra nights, cost policy |
| 12 | Room preference | Choice | Yes | Single / happy to share / share with [name] |
| 13 | Dietary requirements | Checkboxes + text | Yes | Vegetarian, vegan, halal, kosher, gluten-free, allergies (specify) |
| 14 | Accessibility needs | Long text | No | Rooms, transport, venues, activities |
| 15 | Activity preferences or limits | Checkboxes | No | Activity choice and alternatives |
| 16 | T-shirt or swag size | Dropdown | No | Swag order |
| 17 | Emergency contact name and phone | Short text | Yes | Emergencies only |
| 18 | Photo and video consent | Choice | Yes | Yes / No / Ask me first |
| 19 | Anything else we should know? | Long text | No | Catch-all |
2. Privacy and handling checks
Before sending
- Only fields you will actually use are included
- The form says who sees the answers and when they are deleted
- Health and accessibility answers are visible only to the organizer and the suppliers who need them
After the deadline
- Export to the rooming list, travel tracker and catering counts
- Send dietary and allergy lists to every caterer and restaurant, not just the hotel
- Delete passport, date of birth and health data after the trip
Opens in Google Sheets, Excel, Notion or Google Docs. Paste the Markdown into Notion or a doc, or import the CSV into a sheet.
Rather not fill this in yourself? Offsiteio plans the whole offsite and sends you a free itemized proposal in days.
How to use this registration form template
- Decide the policies first: who books flights, sharing rooms or not, extension nights and plus-ones. The form should reflect decisions, not ask people to make them.
- Copy the fields into your form tool and delete what you don't need. Domestic trips don't need passport fields.
- Write a two-line intro: why you need the information, who sees it and the deadline.
- Send it six to eight weeks before the offsite with the registration email, and one reminder before the deadline.
- Export responses into the rooming list and the group travel tracker.
- Share dietary and accessibility details with each supplier that needs them, and delete sensitive data after the trip.
Example: registration summary for a 40-person Dubrovnik retreat
An illustrative summary an organizer might pull from the form for a retreat in Dubrovnik, a city Offsiteio has planned offsites in.
| Item | From the form | Action |
|---|---|---|
| Attending | 37 yes, 2 not sure, 1 no | Chase the two "not sure" before the hotel cut-off |
| Rooms | 31 single, 6 happy to share | Three shared doubles; update the rooming list |
| Dietary | 5 vegetarian, 2 gluten-free, 1 nut allergy | Send to the hotel, the boat lunch and both restaurants |
| Accessibility | One attendee needs step-free access | Request an accessible room; check the old town dinner route |
| Extensions | 6 staying two extra nights | Ask the hotel for the group rate; guests pay their own nights |
Common registration form mistakes
- Asking for nicknames instead of legal names. Flights and hotels need names exactly as on ID.
- Collecting information you won't use. Every extra field lowers completion and adds privacy risk.
- Dietary needs only shared with the hotel. Restaurants, boat lunches and activity caterers need the list too.
- No deadline. Without one, the last few answers arrive after the hotel cut-off date.
- Keeping sensitive data forever. Delete passport, birth date and health answers after the trip.
Planning the rest of the timeline? Use the offsite planning checklist.
Want it planned for you?
Once the form is in, someone still has to turn it into bookings. 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)
Get a free itemized proposal in days
Related
- Pre-offsite survey questions
- Offsite packing list
- How to plan a company offsite
- Best offsite planning software
- Remote team offsites
FAQ
What should a retreat registration form include?
Full name as on ID, contact details, attendance, departure city and flight booking preference, room preference, dietary and accessibility needs, activity limits, emergency contact and photo consent. Add passport details only for international trips where the company books flights.
When should I send a retreat registration form?
Six to eight weeks before the offsite, with a firm deadline before the hotel rooming list cut-off date and the flight booking deadline.
Should the registration form and the pre-offsite survey be the same?
No. The registration form needs names for bookings. The pre-offsite survey asks for opinions and works better anonymously. Send them separately.
How do I handle dietary requirements for a company retreat?
Collect them with checkboxes plus a free-text field for allergies, then send the list to every supplier serving food during the trip, and confirm it again a few days before.
Can I use a Google Form for retreat registration?
Yes. Recreate the fields from the CSV in Google Forms, restrict the response sheet to organizers and export the answers into your rooming list and travel tracker.
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