Introducing: expense management and legal procurement

Saving you even more time, money, and stress when planning team retreats

As Offsite has started to plan larger retreats (up to 1000 attendees!), and work with more Fortune 1000 companies, we've identified a few new pain points around team retreat planning that we're starting to solve for select clients. 

Expense management and legal procurement are massive headaches, especially for larger offsites where you might have 50-100 separate vendors (from the hotel to AV, activity providers, caterers, entertainers, speakers and facilitators, swag, travel partners, and so much more).

And that's just for each individual offsite. 

As we start to plan a cadence of offsites across the entire organization for some clients, this problem becomes worse when multiplied by 5, 10, 25, even 100+ offsites at the same company throughout a calendar year. 

To-date, we've done all the work of planning our clients' offsites, but we've stopped short of actually paying the bills ourselves.

Instead, we've reviewed agreements and bills on behalf of clients, then allowed clients to sign and pay directly in order to provide as much legal protection and transparency as possible.

Where other offsite planning companies charge a percentage of total spend, or mark up the cost of various vendors, our transparency has helped us become the gold standard in the industry.

But when it comes to larger offsites, we've realized that

• in-house legal teams hate having to review each vendor's unique agreements

• finance teams get bogged down keeping track of everything.

• procurement is sometimes too slow to keep up with the demands of event planning,

And the whole thing becomes a costly and time-intensive nightmare.

But it doesn't have to be this way...

To solve this, we have helped a couple clients (as an experiment) to manage everything for them.

They've given us their overall offsite budget, which we've held for them in a separate bank account, and then Offsite has paid all vendors directly on these clients' behalves, working through all the legal and financial items and ultimately reporting on each item of spend with full transparency. 

Instead of dealing with 100s of vendors, you're only dealing with 1 is the idea...

This is working swimmingly for a name-brand, Sony-owned streaming service we just completed a 100+ person offsite for last week, and we've heard from other companies that this "add on" might be appealing as well.

So I wanted to ask you...

Would you like Offsite to help you with expense management and legal procurement, in addition to our tried and true "end to end" offsite planning services?

If so, reply and let me know! I read all email replies personally...

Or if you’re reading this on The Offsite Blog instead of your inbox, email me at jared@offsite.com.

Right now, we're offering this add-on for only $50/person/offsite, above and beyond the per-person fees associated with our Curated, Cadence, and Concierge plans. 

Let us know if you have any questions, or want to explore this offering...

Cheers, 

- Jared 

PS - when you’re ready to plan your 2025 offsites, make a free account at offsite.com to search our curated marketplace with hundreds of amazing offsite venues, up to 40%+ savings on room blocks, meeting space, and more.

Plus, we offer end-to-end offsite planning services if you want a “done for you” experience. See why companies like Buffer, Webflow, 15Five, Linear, HiBob, Metabase, Hampton, and others trust Offsite for their team retreats.