# Plan a team *offsite*

An offsite is a working day, not a party. The room has to hold a conversation, a laptop and a lunch. A bar that looks right at night is often the wrong answer at 9am, even when the capacity number fits.

Updated 25 October 2026

## Timeline

- **Six weeks out**: Fix the date from the calendars that matter, not from the venue’s availability first. A room you love on a day two people can’t attend is a no.
- **A month out**: Enquire with the hours, the headcount and the fact that you will be working, not dining. Ask about wifi and a screen in that first email.
- **Three weeks out**: Compare totals for the whole day, including lunch. Visit if the room is new to you. Sit down: the echo and the glare show up then.
- **A week out**: Send the agenda to the venue only if they need the timing of lunch. Send the run sheet to the team. Confirm who is paying.
- **The day before**: Check the cable or the clicker. Decide what happens if the wifi fails, because it might.

## Checklist

1. Headcount in the room at once. A “holds 40 standing” figure is not twelve people with laptops.
2. Start, finish, and when you can get in. Setup time is part of the booking.
3. Wifi, power, a screen, and a way to share a laptop. Ask in writing.
4. Daylight versus a blackout. A workshop in a windowless bar is a long day.
5. Privacy. If the agenda is internal, a shared restaurant floor is the wrong room.
6. Lunch: on site, brought in, or a break long enough to leave.
7. A tax invoice, the cost centre, and who is allowed to approve the spend.
8. How people get there, and a finish time that still makes the trip home reasonable.

## Budget

Day rates and per-head lunch are easy to mix up. Price the room for the hours you will use, then price the food as its own line, then add gst only if the quote left it out. A minimum spend aimed at a Friday night drinks package is a poor fit for a Tuesday: ask if the minimum changes in the daytime.

In Perth, Eventier’s catalogue on 25 October 2026 has 258 rooms with an email whose published capacity falls between 8 and 40. 121 of those publish a price on the venue’s own site. That is a count of rooms, not a typical price, and it is not a national figure. The [Perth page for this occasion](https://eventier.app/venues/perth/team-offsite/) records the capacity rule and the Overture Maps attribution.

Ask every venue which of the three you are being quoted, then put the same guest count through each answer. The [cost per head calculator](https://eventier.app/guides/venue-cost-per-head/) does that arithmetic in the browser. [how to compare venue quotes](https://eventier.app/guides/compare-venue-quotes/) is the same method written out.

## What to ask every venue

1. Can we have the room from the time we need to set up until the time we will actually finish?
2. What is the total for the day: room hire, a minimum spend, or per head? Can you invoice us with GST shown?
3. Is there reliable wifi, power at the tables, and a screen we can use?
4. Is the room private enough to talk about work, and is there daylight?
5. Where do we eat, and is lunch included or a separate charge?

Eventier will not book flights or hotel rooms. If people are coming from another city, that travel sits outside the venue quote. Keep it in your own budget so the room doesn’t look cheaper than the day.

## What Eventier will and won’t do

Eventier finds rooms, writes the enquiry, and sends it only after you approve it. It sends up to two follow-ups if a venue goes quiet, and lines the quotes up side by side. It never signs, books or pays. Finding venues and writing the emails are free. Sending them takes an Event Pass (A$11.99) or Eventier Pro (A$39.99 a year).

Place leads come from [Overture Maps](https://docs.overturemaps.org/attribution/) Places (Overture Maps Foundation). That theme includes data from Meta, Microsoft, PinMeTo, Krick, RenderSEO, DAC, BrightQuery, Birdeye, Uberall and the OpenTravel Alliance under the [CDLA Permissive 2.0](https://cdla.dev/permissive-2-0/) licence, Foursquare data under the [Apache Licence 2.0](https://www.apache.org/licenses/LICENSE-2.0), and AllThePlaces under CC0. These pages do not republish those records. Counts are rooms Eventier read from venues’ own websites, on 25 October 2026.

## Start with the room.

Eventier finds venues and writes the enquiry. You approve it before it sends. Up to two follow-ups. Quotes side by side. It never books or pays.

Free to search. Sending the emails takes an Event Pass (A$11.99) or Eventier Pro (A$39.99 a year). Eventier never books or pays.

More

- [Team offsite venues in Perth](https://eventier.app/venues/perth/team-offsite/)
- [Venue cost per head](https://eventier.app/guides/venue-cost-per-head/)
- [Questions to ask a venue](https://eventier.app/guides/questions-to-ask-a-venue/)
- [Venue enquiry email template](https://eventier.app/guides/venue-enquiry-email-template/)
- [How to compare venue quotes](https://eventier.app/guides/compare-venue-quotes/)
- [All planning guides](https://eventier.app/plan/)