Maximize Your Event ROI

Welcome to another episode of the FeelSwell Cultures Podcast. I'm your host, Keely Antonio, CEO of FeelSwell Experiences.

Today, we're diving into a topic that is often underestimated in the realm of corporate meetings: outsourcing your event planning and how it can truly maximize your return on investment.

Whether you're part of a small team or a large organization, planning a meeting, event or  retreat can demand significant time, effort, and financial resources. So, let’s break down why more companies are choosing to outsource their planning and how that decision can pay off in a big way.

Watch The Youtube Video Here

Introduction to Outsourced Planning

First things first, what do we mean by “outsourced planning”? It’s pretty straightforward. Instead of your internal teams handling all the logistics and details of planning your retreat in-house, you bring in professionals—like us at FeelSwell—to manage the entire process for you. According to a recent report, 52% of companies are increasingly relying on third-party planners for corporate retreats and events. This trend has gained traction for a very good reason: when you outsource, you tap into the expertise of professionals who have done this countless times and know the best practices. That’s where the real value comes in.

Cost vs. Value

Now, let’s tackle one of the biggest concerns for any company when planning a retreat: cost. On the surface, hiring an external planner might seem like an added expense, but it often leads to a higher return on investment.

Why? When planning in-house, you might underestimate the hidden costs, including the time your team dedicates to planning, the stress of managing all the moving parts, and the risk of overlooking crucial details.

When you handle everything internally, your team is also pulled away from their core responsibilities, leading to missed deadlines, lost productivity, or even burnout. In contrast, outsourcing to a team like ours streamlines the entire process, ensuring efficiency and meticulous attention to detail.

We negotiate better rates with vendors and know the hidden gems when it comes to venues, ultimately saving you money while delivering an exceptional experience.

The Harvard Business Review found that companies using third-party planners experienced a 20% increase in their overall return on investment for events like off-sites.

Expertise in Venue Selection

One of the most significant ways outsourced planning adds value is through our expertise in venue selection. The venue sets the tone for the entire retreat, and you want a location that not only meets logistical needs but also sparks creativity and relaxation.

For example, we recently helped a client hosting a leadership retreat in San Diego who initially considered typical hotel conference rooms. After a discovery session, we introduced them to a venue nestled in a quiet, nature-filled area of the city. The feedback was phenomenal! The team felt more creative and connected and left the retreat with a clear vision for their upcoming quarter.

Studies show that being in nature can boost cognitive function and creativity by up to 50%. At FeelSwell, we specialize in nature-focused retreats because we understand how effective these environments are in enhancing team dynamics and promoting well-being.

Tailored Experiences

Another key aspect where outsourced planning shines is the ability to tailor experiences. Every company is different, with unique goals, challenges, and team dynamics. A one-size-fits-all approach simply doesn’t work. At FeelSwell Experiences, we customize every retreat to align with your company’s specific objectives, whether that’s leadership development, improving communication, or simply allowing your team to recharge.

For instance, one client wanted to integrate a wellness component into their retreat while focusing on long-term strategic planning. We crafted an agenda that began with a morning mindfulness hike, followed by workshops designed to integrate the insights gained during those hikes into their strategy sessions. The result? The company reported that their team left feeling energized and rejuvenated, more aligned than they had been in months.

Stress Reduction

Let’s be honest: planning a corporate retreat can be stressful, especially when it’s done in-house. Coordinating venues, managing schedules, and ensuring everyone’s needs are met can feel like a full-time job. When you outsource your retreat planning, you offload that stress onto professionals who do this for a living, allowing your internal team to stay focused on what they do best without the added pressure.

According to The American Institute of Stress, 80% of workers feel stress on the job, and 50% say they need help managing it. By outsourcing retreat planning, you alleviate the stress of event management and prioritize your team’s mental health by providing a well-organized, enjoyable experience.

Post-Retreat Follow-Up

Finally, let’s discuss follow-up. A well-planned retreat doesn’t just end when everyone goes home; it’s crucial to evaluate how the retreat went, what worked, what didn’t, and how it impacted your team. Outsourced planners like us don’t disappear after the event. We help you gather feedback and measure the impact of the retreat on your team’s performance, refining future off-sites to ensure each one gets better than the last.

Conclusion

In conclusion, outsourcing your retreat planning isn’t just a luxury—it’s a smart investment that ultimately saves your company time, reduces stress, and leads to a better return on investment. From venue selection to creating tailored experiences, professional planners like us ensure that your off-site is not only a success but also delivers long-lasting benefits for your team.

I hope you found today’s episode helpful! If you’re interested in exploring how outsourcing your retreat planning could benefit your team and boost productivity, reach out to us at FeelSwell Experiences. We’d love to help make your next retreat the best one yet. Thanks for listening, and until next time, take care.

To learn more about FeelSwell Experiences, go to www.FeelSwellExperiences.com or connect with me on LinkedIn at www.linkedin.com/in/keelyantonio/