How to organize a company trip and stay sane?A complete step-by-step guide

Sounds like a dream? For many Office Managers and HR professionals, it’s the beginning of a nightmare. Logistics, vegan diets, transport, agenda, weather, employees complaining... The list of things that can go wrong is long.

Relax. At Fabryka Atrakcji we organize hundreds of such trips every year. We know where the pitfalls are hiding. We’ve prepared for you a complete guide that will lead you through this process painlessly – from the first decision to the last drink at the party.

Here is your roadmap.

STEP 1: Define your "WHY" (Before you book a hotel)

The biggest mistake? Booking a hotel before you define the purpose of the trip. A "company retreat" can take many forms. You need to know what you’re aiming for.

1. Goal: Integration and Reward (Fun & Reward):The team has worked hard, it's time to let off some steam.
   • Key:High hotel standard, plenty of freedom, entertainment attractions.

2. Goal: Work and Strategy (Work & Focus):You need to develop plans for Q3/Q4.

• Key:Conference rooms with windows, quiet, strategic workshops, team-building only in the evening.

3. Goal: Conflict Resolution (Teambuilding):The team is not getting along.

• Key: Professional games with debriefing (e.g. Goldberg machine), psychology, communication workshops.

Expert Tip: Don’t try to cram everything into 2 days. Choose one priority.

STEP 2: Budget and Timeline (The Math of the Trip)

The rule is simple: the earlier, the cheaper and better. The best hotels near Warsaw (such as Narvil or Windsor) get booked up instantly. If you’re planning a trip for June or September, reserve your spot already in January/February.

What does your Excel need to contain?

• Accommodation + full board (breakfast, lunch, dinner, coffee breaks).
• Alcohol and drinks for dinner (often an underestimated item!).
• Transport (coach vs own transport).
• Attractions and Agenda (min. 20–30% of the budget) – because no one will remember the trip for the fact that “the carpet was nice”, but for what you did together.
• Accident insurance.
• "Just in Case" buffer (10%).

STEP 3: Location – Where to go?

You don’t have to take people to the other end of Poland. A long trip is tiring and takes away time that could be spent having fun. For companies from Warsaw, the “Golden Zone” is up to 2 hours’ drive.

• North (Zegrze/Serock):Perfect for large events and water sports.
• East (Łochów/Siedlce):A manor-like atmosphere, vast green areas for field games.
• South (Warka/Grójec):Orchards, rivers, chillout and kayaking.

👉 [Don’t know what to choose? Check out our Ranking of Hotels near Warsaw]

STEP 4: The Ideal Agenda (The 60/40 Rule)

The worst kind of trip is one where every minute is planned. People need time to just “informally be together.” Use the60/40 Rule: 60% structured time, 40% free time.

Sample Daily Schedule:

• 10:00 – 13:00: Substantive part / Training.
• 13:00 – 14:30: Lunch.
• 14:30 – 17:30: The Great Integration Game (e.g. Express Expedition). This is a time for movement and emotions.
• 5:30 PM – 7:30 PM:FREE TIME (Crucial! People need to freshen up, call home, go to the pool).
• 8:00 PM – ...:Themed Dinner and Party.

STEP 5: "Content is King", or what are we going to do?

This is the moment when the Attraction Factory comes into play. The hotel is just a base. It’s the storyline that creates memories. Match the attraction to your goal (see Step 1):

• Want to integrate departments? Choose a Goldberg machine. It requires engineering collaboration and communication.
• Want an adventure? Choose an Outdoor Game with actors. A map, a compass, and puzzles in the forest.
• Want something laid-back? Choose a picnic with DIY workshops (forest-in-a-jar, flower wreaths) or a Wipe-Out tournament on inflatables.
• Planning an evening? Instead of a regular DJ, organize a “Quiz Show” game night or a stylish Casino Night.

STEP 6: Internal communication (Create some "hype")

Don’t just send a dry email with the date. The trip begins in employees’ minds weeks before they step onto the coach.

• Save the date:Send well in advance.
• Teaser:"Get your comfortable shoes ready, things are going to happen..."
• Survey: Ask about diets and allergies (it shows that you care).

STEP 7: Don’t do it alone! (Outsourcing)

Organizing a trip for 50, 100 or 200 people is a full-time job. If you have your everyday responsibilities, it’s easy to forget something.

In Fabryka Atrakcji we operate as your external event department. What does that mean?

1. We look for a hotel and negotiate the prices (we often have rates that aren’t available to walk‑in customers).
2. We take care of logistics and technology.
3. We run the scenario and take care of safety.
4. You... have fun together with the team and earn praise.

Are you planning a company trip for 2026? Don’t start from scratch.