GOZY TRIPS
Company offsite organiser brief

Bring travel, meeting requirements and approval details into one brief.
Copy this into your own document and complete it with your group. Share only the details needed for a quote.
Confirm availability, prices and booking terms in your written quote.

OFFSITE OUTLINE
[ ] Team or department:
[ ] Purpose: team time, meetings, celebration or a combination:
[ ] Departure office locations and preferred assembly point:
[ ] Preferred dates, alternative dates and return deadline:
[ ] Expected headcount and likely changes:
[ ] Total or per-person budget preference and what it should cover:

PROGRAMME AND VENUE
[ ] Set the balance between working sessions, activities and unstructured time.
[ ] List meeting-room seating, internet, audio, display and power requirements to confirm with the venue.
[ ] Specify room-sharing preferences and separate accommodation needs.
[ ] List meal timings and collect dietary or accessibility requirements privately.
[ ] Separate optional activities from attendance requirements.

TRAVEL AND COORDINATION
[ ] Identify employees arriving from other cities and how their transfers will connect.
[ ] Confirm luggage needs, office pickup access and the agreed boarding point.
[ ] Name the internal organiser and the person authorised to approve changes.
[ ] Agree a practical schedule with arrival, meeting and departure buffers.

COMMERCIAL APPROVAL
[ ] Confirm the purchase-order, supplier-onboarding and invoice requirements with your finance team.
[ ] Request itemised transport, accommodation, venue, meals, activities and taxes.
[ ] Confirm what is payable upfront and the written cancellation and headcount-change terms.
[ ] Record the quote approval deadline and who sends the final confirmation.

Planning template from Gozy Trips | https://gozytrips.in