By: J.Patterson
Planning a company offsite doesn’t have to be chaos — nor do you need to reinvent the wheel. Here’s a proven format that blends productivity, connection, and downtime — the secret to retreats people actually enjoy (and talk about for months). Take it from us: our background’s in the corporate world and consulting, and this isn’t our first rodeo ;)
Planning a company offsite can feel like herding cats. Between the budget, the logistics, and the endless debate over whether people actually want to spend two+ nights together, it’s no wonder HR managers and team leads sometimes throw their hands up.
But here’s the truth: when you nail an offsite, it becomes the thing everyone talks about for months. Morale goes up, ideas flow, and even the big cheese is secretly thinking, “let’s do that again.” It can even become a talking point in your recruiting content — proof of a culture that values connection. Because let’s face it: talented people don’t just want to work. They want to have fun, shoot the preverbial stuff, and connect with other talented people beyond spreadsheets and phone calls.
We’d know. We’ve been planning and hosting retreats since long before we ran a castle (yes, The Palace at Osowa Sien is a real place, and yes, it’s as magical as it sounds). For the duration of your retreat, it can become your private countryside HQ. Over the years, we’ve honed a format that works every single time. And here’s the best part: you can steal it. Use it anywhere, with any group. But if you’re looking for a business retreat venue in Europe that already does the heavy lifting… well, you know where to find us.
Forget the endless spreadsheets for a second. The first and most important thing you need is a goal statement. Why are you bringing people together?
Is it to give your leadership team a change of scenery while they map out next year’s strategy?
To spoil your top performers and keep them inspired?
To bring a new department together so they finally stop talking only on Slack?
Write that down. Once you’ve got your goal, the rest falls into place: who should come, where you should go, and how much you should spend.
Everything else is noise. At the core of a great offsite (or any event for that matter) are three things:
The People – Choose carefully. Your goal statement should make the guest list obvious.
The Place – It needs to be inspiring, refreshing, and a little out of the ordinary.
(Shameless plug: our castle in western Poland is secluded, surrounded by nature, and yes, there’s a ballroom if you need it.)
The Experience – This is the magic. The food, the flow, the small touches that make people feel cared for. If your venue offers expertise, lean into it. A little trust can go a very long way.
We’ve tested this formula with groups of varying sizes, and it works like a charm. Adjust it to your needs, but promise me one thing: don’t schedule a three-hour conference block right after arrival. Nobody wants that.
15:00 – Arrival
Most venues use this as standard check-in time. Earlier arrivals can be arranged if needed.
16:00 – Welcome Integration
A champagne toast, seasonal tea with homemade pastries, or a local specialty. Something warm and intentional to set the tone.
19:00 – BBQ & Bonfire
Universal favorite. Guests get fed, walls come down, conversations spark. At the palace, that means hot-off-the-grill specialties made-to-order, a farmhouse table groaning with salads and sides, and cauldrons (yes, cauldrons) of comfort food. Then, fireside chats with blankets and pillows under the night sky.
08:00 – 10:00 – Leisurely Breakfast or Brunch
Please don’t force your colleagues to wake at 6 AM for cold eggs. Let them sleep in, then enjoy a proper spread before diving into work.
10:15 – 11:15 – Workshop / Strategy Session
Focused but not too long. Energy is best mid-morning, and an hour is about the sweet spot before minds start to wander.Long meetings just aren’t as effective as you think, even if trying to solve for world peace. Keep it simple!
11:15 – 11:45 – Coffee Break (the real kind)
Not just filter coffee and dry biscuits. This is where having the right venue and a well-organized break makes all the difference. Sure, filter coffee at a self-serve bar is fine — but give them the good stuff too. Think fresh fruit, a quality sweet treat (because everyone deserves a reward), proper espresso-based coffee, and enough space to mingle. Trust me: this is where some of the best ideas and side conversations actually happen.
11:45 – 13:00 – Second Workshop / Breakouts
Keep it interactive and collaborative — smaller groups work well here.
13:00 – Lunch with a Twist
Skip the sad sandwiches (wonderbread, mayo and whatever, I’m looking at you!). Think deli-style bagel bar, or wood-fired pizzas made-to-order with gluten-free and vegan options that actually taste amazing, according to your guest’s unique dietary needs. Or a sushi delivery with creative, beautifully boxed bites. The point is to do something unexpected, fun, and satisfying, and personalized to your guests dietary needs.
15:00 – 17:00 – Breakout Sessions / Group Work
Keep the energy flowing, but don’t overpack the agenda.
17:00 – 19:00 – Free Time
This is non-negotiable. Let people relax, sauna, explore, or simply be. They’ll thank you later (even if silently).
19:00 – Dinner & Evening Experience
This is where you can surprise people a little. Options might be a family-style seasonal feast, a wine-tasting with local platters, or even a ghost tour by lantern light for the adventurous. The key? Match it to the season, the group, and the space. Lean on your venue for ideas here rather than reinventing the wheel — they’ll know what works (and what doesn’t). At The Palace at Osowa Sien, we love tailoring this moment to each group so it always feels special.
08:00 – 10:00 – Brunch, Round Two
Because (almost) nobody wants to scramble at 6 AM to shower and grab breakfast or hop on a call before heading home.
10:30 Onwards – Closing Sessions or Free Time
Depending on your group and the venue’s checkout policy, you might squeeze in final meetings or a farewell toast. Champagne (as long as no one is driving) or mocktails — the vibe is up to you.
If your retreat runs longer than two nights (three days or more), follow a similar flow to day two: one or two workshop blocks, meaningful meals, generous downtime, and an evening activity that brings everyone together. Add a local band, pianist, or DJ-sax duo if you’d like to finish on a high the night before departure.
The format balances structure with breathing room. Guests feel welcomed, cared for, and given space to actually connect — with each other and with their own thoughts. The work gets done, but the memories made around the firepit or during a lazy brunch are what people remember most.
That’s what we mean when we say a company offsite in Poland (or anywhere, really) doesn’t have to feel like 'just another meeting in a different room.'
Trust the venue experts. If they offer planning services or unique experiences, use them.
Always add one unexpected twist. It sticks.
Never underestimate free time. Downtime is fuel for better collaboration.
A few more little details that you’ll thank us for later:
Build in transition time. Sessions often run long, and people need a breather. Give them space between blocks and you’ll look like a pro who actually understands how humans work.
Collect dietary needs early. When the vegan or gluten-free options are actually there and delicious, everyone notices (and remembers). Skip this, and the one person left out might end up defining the memory of the whole retreat. Don’t let that happen — it’s an easy win.
End on a high. A farewell toast, a group photo, or one last indulgent brunch — however you do it, finish with intention. The closing note is what people carry home with them.
Steal this format. Use it anywhere. But if you’d rather skip the stress and let seasoned hosts handle the details, The Palace at Osowa Sien is here for you.
We’ve got the venue, the foodie experiences tailored to your group’s unique needs, the planning know-how, and the exclusive-use of space to make your next offsite the one your colleagues rave about.
Email us directly at hello@castlerental.com to start planning your company retreat.
A well-designed company offsite can transform morale, spark fresh ideas, and even become proof of your company culture. Start with a clear goal, focus on people + place + experience, and build a schedule that balances work with downtime (and good food). Or, if you’d rather hand the logistics over to people who live and breathe hospitality, The Palace at Osowa Sien can become your private countryside HQ in Poland.
