Planning a corporate offsite is one of the most effective ways to strengthen company culture, spark innovation, and reward your team. But when the conversation turns to budgeting, most organisers are working in the dark. They’ve seen glamorous Instagram shots of luxury villas in Portugal, Alpine chalets in Switzerland, or Mediterranean beach resorts, but the reality is that costs can vary dramatically depending on the type of retreat you choose.

In 2025, a corporate retreat in Europe can cost anywhere from €350 per person for a short, domestic offsite to €2,500+ per person for a multi-day international event with exclusive venue hire, premium catering, and curated experiences. The variation isn’t just about luxury versus budget it’s about location, team size, season, and the value you want your offsite to deliver.

This guide will give you a clear, detailed breakdown of the main factors that influence retreat pricing, three realistic budget scenarios for different team sizes, a deep dive into the main cost categories, and practical tips to get more impact for your money. By the end, you’ll not only have numbers you can work with but also the insight to make smart, confident decisions.

Why Company Offsite Costs Vary So Much

The first thing to understand is that there is no “standard” price for a company retreat. The same budget can go a long way in one country and feel tight in another. A weekend countryside retreat in Spain in October might cost a fraction of a beachfront event in Italy in June.

Location is often the single biggest variable. Staying within your own country eliminates high travel costs and can make it easier to book venues on shorter notice. A short-haul international trip say, London to Lisbon or Berlin to Mallorca adds flights and airport transfers but can still be cost-effective if planned well in advance. Long-haul retreats, such as bringing a US team to Europe, require a bigger commitment in both time and budget, often extending the stay to justify the travel.

Team size is another major factor. A 15-person start-up can fit into a boutique villa or rural retreat centre, often securing exclusive use for the group. A 120-person company will need a resort, conference hotel, or dedicated event centre — and with larger venues come larger per-day rates, more catering, and additional transport requirements.

Seasonality plays a role too. The European peak season for retreats is May through early July, and again in September. Prices for venues and flights are highest during these months. Shoulder seasons April and October offer more competitive rates while still enjoying pleasant weather. Winter, although low season in most of Europe, can be ideal for sunny destinations like the Canary Islands, Morocco, or Southern Portugal, where off-peak pricing combines with mild climates.

The type of venue you choose also sets the tone and the budget. Exclusive-use villas and historic estates provide privacy and flexibility but often come with higher costs. Boutique hotels strike a balance between amenities and price, while purpose-built retreat centres can offer excellent value, especially for wellness-focused or workshop-heavy events.

Finally, the length of the retreat, the activities included, and any extras from guest speakers to branded welcome packs all contribute to your final spend. Even small touches like airport shuttles or AV equipment can add up, so it’s worth factoring them in early.

Sample Budget Scenarios

To give you a clear idea of what’s possible at different scales, here are three real-world style examples based on European retreats planned in the last year. Each example assumes bookings were made at least three months in advance.

Small Team (10–20 people)

Imagine a tech start-up from Berlin taking their 15-person team to a rural Spanish finca in April for a two-night offsite. They book a beautifully restored farmhouse with a pool for €180 per person per night, enjoy fresh Mediterranean meals prepared by a private chef at €70 per person per day, and take part in two activities a hands-on paella cooking class (€50 per person) and a guided wine tasting tour (€70 per person). Flights are short-haul and inexpensive, averaging €120 per person, with transfers adding another €30. After factoring in snacks, drinks, and small extras (€40 per person), the total comes to €810 per person or €12,150 total. For a small group, this kind of budget allows for premium experiences without overspending.

Medium Team (20–50 people)

A marketing agency from London decides to bring 30 staff to a coastal Portuguese retreat venue for three nights in May. The 4-star venue costs €150 per person per night, including access to meeting rooms and leisure facilities. Catering runs at €80 per person per day, covering buffet breakfasts, working lunches, and group dinners. Activities include surf lessons (€60 per person) and a facilitated team-building workshop (€100 per person). Flights average €180, and transfers come to €40. They also budget €50 per person for evening entertainment and branding, such as welcome signage or company-branded water bottles. The total: €1,120 per person or €33,600 total. This scale requires balancing comfort and logistics, but still allows for memorable touches.

Large Team (50–200+ people)

An international company with 120 staff opts for a four-night strategy retreat in Barcelona in September. They book a conference hotel at €130 per person per night, with full-board catering at €90 per person per day, plus a gala dinner on the final evening. Activities include a half-day sailing regatta (€120 per person) and a guided cultural tour of the Gothic Quarter (€50 per person). Flights average €250, and coach transfers for the whole group cost €40 per person. Additional expenses for AV equipment, professional facilitators, and a photographer come to €80 per person. The result is €1,420 per person, totalling €170,400. For large groups, transport and venue scale are the biggest cost drivers, but shared experiences can have a huge impact on team connection.

Detailed Cost Breakdown by Category

Venue Hire & Accommodation

The venue will almost always be your largest single expense. Budget-friendly rural guesthouses may run €80–€120 per person per night, while boutique hotels and resorts sit between €120–€180. Exclusive villas and luxury properties can easily exceed €250 per person per night, especially for peak-season dates or properties with high-end amenities like private chefs, pools, or beachfront access. As an example, a restored Tuscan villa sleeping 20 might cost €5,000 per night for exclusive use, including daily housekeeping and a concierge.

Catering & Drinks

Food and drink are key to the retreat experience, and the budget here depends on quality and style. Buffet or set-menu catering averages €50–€70 per person per day, while private chefs or fine dining options range from €80–€120. Some companies opt for a hybrid approach casual breakfasts and lunches with one or two standout dinners during the trip. In Spain, a private chef cooking three fresh, locally inspired meals a day for a small group might charge €65 per person.

Activities

Activities can be both the most memorable and the most variable cost. Low-cost options like guided hikes, yoga sessions, or market visits can be under €50 per person. Mid-range activities such as wine tasting, kayaking, or cooking classes typically run €50–€100. Premium experiences like private sailing trips, helicopter tours, or VIP cultural events range from €150 to €500 or more per person. Choosing activities that match your company culture is often more important than price alone.

Travel & Transport

Travel costs depend on distance and group size. Domestic coach hire might cost €20–€40 per person for a return journey, while short-haul European flights average €80–€250. Long-haul flights from North America to Europe can easily range from €400–€900. For large groups, airport transfers by coach can be a significant line item — expect €600–€1,000 for multiple trips.

Event Services & Extras

This category covers AV equipment rental (€500–€1,500 per day), photographers and videographers (€800–€2,500 total), facilitators or guest speakers (€1,000–€5,000 depending on expertise), and branded merchandise (€10–€50 per person). These extras may not be essential, but they can elevate the experience and create lasting value.

Tips to Maximise Value Without Cutting Quality

Booking in the shoulder season is one of the simplest ways to reduce costs while still enjoying great weather. April, late September, and early October often offer lower venue rates and more availability. Using a venue sourcing service like Venue Retreat can save both time and money, as we can present multiple vetted options that fit your budget and goals.

Bundling activities can also help many venues have partnerships with local providers and can include guided tours, workshops, or wellness sessions at reduced rates. Negotiating extras like complimentary meeting rooms, welcome drinks, or late check-outs can add value without increasing the bill. Finally, planning early is key. Securing flights and venues six months ahead can save 20–40% compared to last-minute bookings.

Budgeting for a corporate offsite doesn’t have to be overwhelming. Once you understand the main cost drivers location, team size, season, venue, and activities you can create a budget that balances financial efficiency with a memorable, high-impact experience. Whether you’re organising a cosy countryside retreat or a large-scale international conference, careful planning will ensure every euro is well spent.

At Venue Retreat, we specialise in matching companies with venues that fit both their vision and their budget. We handle the research, negotiation, and planning, so you can focus on the experience itself.
Contact us today to get a tailored proposal for your next company offsite.