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Company Annual Retreat Process for Employees Template

Use this process template to outline how your employees should prepare for the company's annual retreat!

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Company Annual Retreat Process for Employees Template

Use this process template to outline how your employees should prepare for the company's annual retreat!

Why We Go on Company Retreats

Connection + Rejuvenation

No one could argue that the people in our business are hard-workers. You deliver great results and constantly contribute to the success of our company. For that, we thank you.

We also recognize that in today's fast-paced business environment, we often find ourselves engulfed in an endless cycle of tasks, deadlines, and meetings. While working hard is crucial for success, there's another ingredient that's equally important but frequently overlooked: taking a step back to recharge and connect with coworkers. 

This is why we host an annual company retreat.

We see company retreats as a unique way to get away from the usual work environment, allowing you to interact with other team members in a more relaxed yet focused atmosphere. When you're battling out a game of beach volleyball or brainstorming around a campfire, the rigid hierarchies and formalities of the office melt away. Conversations flow more freely, leading to a clearer understanding of each other’s strengths, weaknesses, and aspirations. 

This level of connection is hard to achieve within the confines of the ways we work traditionally and company retreats can lead to more effective teamwork and collaboration when everyone returns to their desks.

They're also an excellent opportunity for the entire team to recharge and renew their focus. Daily work can sometimes become monotonous, and that can take a toll on creativity and motivation. 

A change of scenery and pace, combined with fun and educational activities, can rejuvenate the mind and spirit. This renewal of energy and focus can then translate into better productivity and a more positive work environment, which ultimately boosts the company’s bottom line.

Plus, who doesn’t like the idea of an all-expenses paid vacation during work hours?

This Year’s Location?

And now, what you’ve all been waiting for: the location for this year’s annual retreat! 

Drum roll please…

We’re headed to Seattle!

Known for its rich tech industry, vibrant arts scene, and a coffee culture that rivals any city in the world, Seattle offers an intriguing blend of urban sophistication and natural beauty. Its iconic skyline, crowned by the futuristic Space Needle, is just the tip of the iceberg when it comes to what the city has to offer.

The best part about Seattle? Its versatile range of settings and activities! Whether your team is interested in brainstorming sessions against a backdrop of serene lakes and mountains, or prefers the high-energy vibe of urban life, Seattle has something for everyone. 

The city's proximity to both nature and cutting-edge technology provides a balanced environment that encourages creativity and innovation. Kayaking in Lake Union, hiking in nearby national parks, or exploring the iconic Pike Place Market — Seattle offers all of these and more! 

Moreover, the city's well-connected airport and excellent public transport make it easily accessible, ensuring a hassle-free experience for everyone involved. All in all, Seattle's unique blend of natural wonders and urban charms makes it an ideal location to refresh, connect, and inspire your team.

Logistics and Preparation

The Nitty Gritty Details

Here’s the basic need-to-knows about our company retreat in Seattle! 

When: Tuesday, September 5 - Friday, September 8, 2023

Where we’ll be staying: 

The Hilton Seattle

1301 6th Ave, Seattle, WA 98101

How to get there:

We’ll be flying into Seattle-Tacoma International Airport (more on how to book your flights later!), and taking the Light Rail to the hotel. 

Getting from airport to the hotel is relatively straightforward: The airport's light rail station is accessible via a walkway from the main terminal. After exiting at University Street Station, it’s about a 5-minute walk to the Hilton Seattle.

We’ll reimburse all travel fees for the Light Rail to and from the airport. Please review the reimbursement subject on more details on how to submit your expenses.

What we’re covering:

When we said this was all-expenses paid, we meant it! (To a point.) But just so there’s no confusion, here’s what the company will cover during this retreat:

  • Flights to and from Seattle for each employee.
  • The hotel stay from 9/5 to 9/8.
  • All team meals.
  • All team activity expenses.

Here’s what we will not cover:

  • Any activities outside of those planned with your team.
  • Any additional room expenses (including pay-per-view, room service, and the hotel minibar).
  • Any snacks or meals outside of team meals.
  • Any souvenirs.

Booking Your Flights to Seattle

Rather than force all our employees to take the same flight, we want to give you the flexibility to fly into and out of Seattle at times that best fit your personal schedules. 

So, here’s your step-by-step guide for booking flights from Phoenix, Arizona to Seattle, Washington for the upcoming company retreat. The aim is for all employees to arrive in Seattle on September 5 in the morning or afternoon.

  1. We’re planning to use Southwest as our airline — it offers a number of options to Seattle at reasonable prices.
  2. Please select an outbound flight that lands in Seattle either in the morning or afternoon on Tuesday, September 5. Confirm availability and take note of the cost.
  3. Choose a return flight for the morning or early afternoon of Friday, September 8. If you are planning to stay in Seattle for a longer period of time, please coordinate with Shannon in HR.
  4. When you proceed to booking, please use the company credit card information provided to you.
  5. Once you've successfully booked your flight, you'll receive an email with your confirmation number and itinerary. Please forward this information to Shannon in HR for record-keeping and any necessary follow-ups.

What To Pack for the Retreat

As you prepare for the upcoming company retreat in Seattle this September, it's essential to pack items that will ensure you're comfortable, well-prepared, and ready to engage in both professional and leisure activities. Seattle's weather in September is generally mild, but it can be unpredictable, ranging from sunny and warm to chilly and rainy. Here's a guideline on what to pack:


  • Layering is Key: Start with a good base layer like a comfortable t-shirt or blouse, followed by a mid-layer like a sweater or fleece.
  • Outerwear: Don't forget a water-resistant or waterproof jacket. Seattle is known for its sudden rain showers.
  • Casual and Business Casual Attire: Pack casual clothing for outdoor activities and downtime, as well as business casual attire for dinners and our retreat party!
  • Swimwear: The hotel has a pool and sauna, so pack a swimsuit if you want to use those amenities!


  • Comfortable Shoes: A pair of walking shoes for exploring and participating in outdoor team-building activities.
  • Business Casual Shoes: Something more formal but still comfortable for indoor sessions and dinners.

Gear and Accessories:

  • Backpack or Daypack: Useful for carrying essentials during outdoor activities.
  • Reusable Water Bottle: Stay hydrated during hikes and outdoor events.
  • Sun Protection: Despite the reputation for rain, Seattle can be sunny, so pack sunglasses and perhaps a hat.

What you do not have to bring:

  • Your laptop or work equipment: This is a company retreat — there’s no work allowed!!

Our Retreat Itinerary

Day 1: September 5 

This itinerary is packed with activities that will allow us to connect and recharge. From the natural beauty of Lake Union to the bustling life at Pike Place Market and the iconic Space Needle, we'll experience the best of what Seattle has to offer. The final night will be a grand celebration of our time together. Can’t wait? Take a sneak peek below!

Day 1: September 5 - Arrival and Welcome Dinner


  • Arrival at Seattle-Tacoma International Airport and make your way to the hotel via light rail.

Evening: Welcome Dinner at the Hotel Restaurant

  • Sales and Marketing Team: 6:00 PM
  • R&D and Engineering Team: 6:45 PM
  • HR and Admin Team: 7:30 PM

Day 2: September 6 

Day 2: September 6 - Outdoor Adventure and Culture

Morning: Kayaking at Lake Union.

  • All teams meet at the hotel lobby at 8:30 AM for transportation.

Afternoon: Visit to Seattle Art Museum.

  • Meet in the hotel lobby at 1:30 PM for transportation.

Evening: Dinner at Local Restaurants

  • Sales and Marketing Team: Serafina at 7:00 PM
  • R&D and Engineering Team: Ivar’s Acres of Clams at 7:30 PM
  • HR and Admin Team: Purple Café and Wine Bar at 8:00 PM

Day 3: September 7 

Day 3: September 7 - Exploring Seattle and Final Party

Morning: Exploring Pike Place Market

  • Meet in the hotel lobby at 9:00 AM for a guided tour.

Afternoon: Visit to the Space Needle

  • Meet in the hotel lobby at 1:30 PM for transportation.

Evening: Final Work Retreat Party at The Edgewater Hotel

  • Time: 7:00 PM to 11:00 PM

Day 4: September 8 

Day 4: September 8 - Departure


  • Check-out from Hotel
  • Depart for Seattle-Tacoma International Airport via light rail.
  • Flight back to Phoenix

Ready to relax and let the creativity flow? We’ll see you in Seattle!

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