Corporate offsite logistics checklist, from T-30 to T-0

What should happen 30 days before the offsite?

T-30 to T-21: agree the shape of the event.

• Confirm dates, venue, number of attendees and budget with the client's HR or admin owner.
• Agree one point of contact on the client side, and one on yours.
• Agree what employee data you need and why: name, phone, email, room preference, dietary needs, travel origin. Nothing more.
• Agree the format the client will send the employee list in. A spreadsheet with fixed columns saves hours later.
• Draft the agenda, including transfers and free time.

What should happen two weeks out?

T-21 to T-14: build the roster.

• Receive the employee list and check it row by row: missing phone numbers, duplicate names, people with two different spellings.
• Send each employee their invitation and ask them to confirm travel details.
• Collect dietary and accessibility needs.
• Lock the roster at T-14 and agree how late changes will be handled.

Importing the list instead of retyping it matters here. A CSV import that flags the bad rows individually means you fix three rows, not the whole file.

When should rooming and transfers be fixed?

T-14 to T-7: rooming.

• Agree sharing rules with the client. If room types depend on seniority or team, write the rule down.
• Allocate rooms and send the hotel its rooming list. Our rooming list guide has a template.
• Tell each employee their own room before they arrive.

T-7 to T-3: transfers.

• Group employees by arrival time and point: airport, station, office pickup.
• Assign each employee to a transfer and tell them its time and pickup point.
• Share the transfer manifest with drivers and your on-ground lead.

How do you run headcounts on transfers?

Every vehicle leaving without someone is a support call from a senior employee. For each transfer:

1. Open a check-in for that transfer.
2. Employees confirm as they board; the on-ground lead marks anyone without their phone.
3. Do not leave until the list is complete or the missing names have been called.

Headcount and check-in in Rahi gives the lead a live count with names, and lets your office see progress without phoning the lead.

How should agenda changes be communicated?

Sessions move, dinners shift venues, rain cancels the outdoor activity. Rules that keep everyone together:

• One official channel. Employees should know before the event where updates come from.
• Send the change, not the whole agenda. "Team dinner moves to the rooftop, same time, 20:00."
• Pin what people need to find again: the venue Wi-Fi, the emergency number, the dress code.

Announcements in Rahi send a push notification to everyone on the event and keep notices pinned in the app.

What belongs in an offsite emergency plan?

• The nearest hospital and its distance from the venue.
• One emergency number for employees, staffed for the whole event.
• An emergency contact for each employee, collected with their consent.
• Who calls the client's HR owner, and when.
• A way for an employee to raise an alarm that reaches your team with their location.

What should happen to employee data after the offsite?

Personal data you collected for the event should be deleted when the event no longer needs it. Agree a deletion date with the client before the event and keep to it. In India, the Digital Personal Data Protection Act, 2023 expects personal data to be used for the purpose it was collected for and erased when that purpose is served, subject to legal retention requirements. Take legal advice on your specific obligations.

Source: The Digital Personal Data Protection Act, 2023 (Gazette of India)

The one-page countdown

Rahi keeps the roster, rooming, agenda and transfer headcounts in one place for agencies running offsites. See corporate offsites or book a demo.