Corporate Away Day Planning Guide

The complete guide to planning a corporate away day in the UK

A corporate away day is an opportunity to bring colleagues together outside their usual working environment. Whether you’re planning a team-building day, a strategy session, a departmental workshop or a company-wide event, the right setting can make a real difference.

Away days can help teams build relationships, explore new ideas, work through challenges and focus on shared goals. However, organising a successful event takes more than booking a meeting room and filling the agenda. You need to consider your objectives, budget, location, venue facilities, catering, activities and the needs of everyone attending.

The good news is that planning an away day doesn't have to be complicated. With a clear brief and the right support, you can find a suitable venue and create an event that makes the most of everyone's time.

In this guide, we'll explain how to plan a corporate away day in the UK, from choosing your objectives to finding the right venue and managing the details.

1. Define your corporate away day objectives

Before looking at venues, think about what you want your away day to achieve. Having a clear purpose will help you make decisions about the format, location, facilities and activities.

Common reasons for organising a corporate away day include:

Team building: Helping colleagues get to know one another, strengthen relationships and work more effectively together.
Business strategy: Giving teams the time and space to review priorities, discuss challenges and plan for the future.
Training and development: Delivering workshops, sharing knowledge or developing new skills.
Departmental planning: Bringing a specific team together to review progress, agree objectives or work through a project.
Company-wide events: Connecting colleagues from different departments, offices or locations.
Celebrating success: Recognising achievements and rewarding employees in a different setting.

Your objectives will influence the type of venue you need. A focused strategy workshop may work best in a quiet meeting space with excellent presentation facilities, while a team-building away day might benefit from outdoor space, breakout rooms or dedicated activity areas.

If you have several objectives, identify your priorities before you start planning. This will help you make the best use of your budget and avoid trying to fit too much into one day.

2. Set a realistic budget for your away day

Your budget will influence almost every aspect of your corporate away day, from the venue and catering to transport and activities.

Start by establishing the total budget available and the number of people attending. You can then work out an approximate budget per person and identify where your money is best spent.

When comparing costs, remember to consider the full event rather than just the room hire.

Typical corporate away day costs include:

Venue hire or a day delegate rate.
Food and refreshments, including breakfast, lunch and breaks.
Audio-visual equipment, such as screens, microphones and presentation systems.
Team-building activities, facilitators or external trainers.
Travel, parking and transport between locations.
Accommodation for overnight stays.
Evening meals, entertainment or social activities.
Additional requirements, such as specialist equipment or accessibility arrangements.

Some venues offer a day delegate rate (DDR), which bundles together items such as meeting room hire, refreshments, lunch and basic equipment. This can make budgeting easier, although package inclusions vary between venues.

Always check exactly what is included in a quote and whether VAT, service charges, equipment or other extras are additional.

It is also sensible to keep a contingency for unexpected costs or last-minute changes.

Top tip: When comparing corporate away day venues, ask for like-for-like quotes based on the same numbers, timings, catering requirements and facilities. The cheapest headline price is not always the best overall value.

3. Choose the right location

The location of your corporate away day can have a significant impact on attendance, travel costs and the overall experience.

If colleagues are travelling from different offices, consider a central location or somewhere with good rail and road connections. For a team based in one area, a venue a short distance away may be enough to create a sense of escape from the everyday working environment.

When choosing a location, consider:

Where attendees will be travelling from.
Public transport links and proximity to railway stations.
Driving times and parking availability.
Whether the venue is easy to find.
The time available for travel.
Whether overnight accommodation is needed.

For teams spread across the UK, a centrally located city may be a practical option. Alternatively, a countryside venue can provide a quieter setting for strategic discussions, leadership sessions or team-building activities.

You don't necessarily need to travel far to make an away day feel different. The aim is to find a location that supports your objectives without adding unnecessary travel time or expense.

If your colleagues are travelling from several locations, consider whether a venue near a major railway station or airport would make the day easier for everyone.

4. Find the right corporate away day venue

Choosing the right venue is one of the most important parts of planning a successful away day. The space should suit your objectives, accommodate your group comfortably and provide the facilities you need.

There is a wide range of corporate away day venues across the UK, from city-centre hotels and dedicated conference centres to country houses, activity venues and unusual meeting spaces.

Hotels and conference venues

Hotels and conference centres are practical options for structured away days, workshops and strategy meetings. They often provide meeting rooms, presentation equipment, catering and on-site support, with accommodation available if required.

Country houses and countryside venues

Country houses, estates and rural retreats can offer a change of scenery and a quieter environment away from the office. They may be particularly suitable for leadership away days, planning sessions and events that combine business with team-building activities.

Unique and unusual venues

If you want something different, consider museums, galleries, historic buildings, sporting venues or other unusual spaces. A distinctive setting can help make the day memorable, particularly when the event includes networking, celebration or creative workshops.

Activity and team-building venues

For an away day focused on team building, look for venues with suitable indoor or outdoor activity space. Some offer activities on site, while others work with external suppliers who can organise experiences for your group.

University and educational venues

Universities and educational establishments can offer a range of meeting rooms, conference facilities and larger event spaces. They may be worth considering for training days, workshops and larger group events.

What should you look for in an away day venue?

Before making a decision, check that your shortlisted venues can accommodate your requirements.

Consider the following:

Capacity: Is there enough space for everyone, including any facilitators or presenters?
Room layout: Will the room work for presentations, group discussions, workshops or breakout sessions?
Audio-visual facilities: Are screens, projectors, microphones, speakers and reliable Wi-Fi available?
Catering: Can the venue accommodate your preferred catering arrangements and dietary requirements?
Breakout spaces: Are there smaller rooms or informal areas for group work?
Accessibility: Can everyone attending access and use the facilities comfortably?
Outdoor space: Would gardens or outdoor areas add value to your event?
Accommodation: Are bedrooms available if colleagues need to stay overnight?
Transport and parking: Can attendees get to the venue easily?
Privacy: Will you have exclusive use of the room, or could other events be taking place nearby?

The best corporate away day venue is not necessarily the most impressive or expensive. It is the one that fits your objectives, budget and practical requirements.

5. Consider the type of away day you want to create

Once you understand your objectives and venue requirements, think about the experience you want attendees to have.

A corporate away day can take many forms, and the format will influence your choice of venue and activities.

A strategy or planning day

For a strategy-focused away day, prioritise a comfortable meeting environment with good presentation facilities, reliable Wi-Fi and enough space for group discussions. A quiet venue can help attendees concentrate and work through complex topics.

A team-building away day

If your priority is bringing people together, look for a venue that supports interaction and shared experiences. This could include outdoor activities, creative workshops, problem-solving challenges or informal social spaces.

A training or development day

Training events need practical facilities, suitable room layouts and enough space for presentations and exercises. Check whether the venue can accommodate the equipment, materials and breakout arrangements your programme requires.

A leadership away day

Leadership events may require a more private or distinctive environment, particularly when discussions involve business planning, organisational changes or sensitive topics. Consider venues that offer privacy, flexible meeting spaces and opportunities for informal discussion.

A company-wide away day

For larger groups, capacity, logistics and AV provision become especially important. You may need a plenary room, breakout spaces, registration facilities and catering arrangements that can accommodate everyone efficiently.

Defining the format early will help you narrow down your venue options and avoid paying for facilities you don't need.

6. Plan engaging activities and a balanced agenda

The right activities can help turn an ordinary meeting into a worthwhile corporate away day. However, they should support the purpose of the event rather than simply fill the timetable.

Depending on your objectives, you might include:

Facilitated team-building activities.
Group problem-solving exercises.
Strategy workshops.
Guest speakers or external trainers.
Creative sessions and brainstorming.
Collaborative challenges.
Informal networking.
A team meal or social activity.

Try to balance structured sessions with breaks and opportunities for informal conversation. A packed agenda can leave people feeling tired, while too much unstructured time may make it difficult to achieve your objectives.

A simple agenda might include arrival refreshments, a morning session, a coffee break, a working lunch, an afternoon workshop and a final review of key actions.

If you're planning a full-day event, allow time for people to arrive, settle in and move between sessions. Build in flexibility where possible, particularly if discussions are likely to generate useful ideas that deserve more time.

If you are bringing in external facilitators or activity suppliers, confirm their requirements early. They may need specific room layouts, equipment, outdoor space or additional preparation time.

7. Arrange catering and refreshments

Food and refreshments play an important role in the attendee experience. Good catering helps keep people comfortable and gives them opportunities to take a break, recharge and chat informally.

For a typical full-day corporate away day, you might need arrival tea and coffee, mid-morning refreshments, lunch and afternoon refreshments.

When choosing your catering, consider:

Dietary requirements and allergies.
The number of attendees.
Whether you need a seated meal or a working lunch.
The time available for lunch.
Whether refreshments should be available throughout the day.
The venue's catering packages and minimum numbers.
Whether you need a private dining space for an evening meal.

A working buffet may suit an agenda with limited downtime, while a more relaxed seated lunch could be better for networking and team building.

Make sure you communicate dietary requirements to the venue in advance and confirm final numbers by the agreed deadline.

8. Decide whether you need overnight accommodation

Not every corporate away day needs an overnight stay, but accommodation can be useful if attendees are travelling long distances or if your programme includes an evening meal or social activity.

An overnight event can give colleagues more time to connect and reduce the pressure of travelling home after a full day.

When comparing venues, consider whether bedrooms are available on site or whether there are suitable hotels nearby. Check bedroom rates, availability, cancellation terms, breakfast arrangements and travel times between the hotel and event venue.

If you need multiple bedrooms, ask about group rates and whether the venue can accommodate everyone on the same dates.

For larger groups, sourcing accommodation separately may provide more flexibility. A venue-finding service that also helps with corporate accommodation can make it easier to coordinate the meeting space and overnight arrangements.

9. Book your venue at the right time

How far in advance you should book depends on the size of your event, the time of year, your preferred location and how flexible you can be.

Smaller meetings may be easier to arrange at shorter notice, while larger corporate away days can require more planning, particularly if you need multiple rooms, accommodation or external activities.

Popular venues and peak dates may have limited availability. If your event must take place on a specific date, it is worth starting your search early.

As a general guide, allow several months for a larger away day or one with more complex requirements. Smaller or more flexible events may be arranged in less time, depending on availability.

Before confirming a booking, check:

The event date and access times.
Room hire and package inclusions.
Deposit and payment deadlines.
Cancellation and amendment terms.
Final guest number deadlines.
AV and catering arrangements.
Any minimum spend or minimum delegate requirements.
Whether the venue can accommodate changes to your programme.

Don't be afraid to ask questions before signing a contract. It is much easier to clarify details at the outset than to discover later that something important has been overlooked.

10. Make your corporate away day more sustainable

If sustainability is part of your organisation's priorities, your venue and travel choices can help support them.

There are several practical ways to make an away day more sustainable without compromising on the experience.

Consider choosing a venue with strong public transport links, encouraging shared travel, reducing unnecessary printed materials and asking venues about their environmental policies.

You might also want to enquire about food sourcing, food waste, recycling, energy efficiency and water-saving measures.

If sustainability is an important selection criterion, be specific about what matters to your organisation. For example, you may prioritise accessible public transport, recognised environmental certifications or clear evidence of the venue's sustainability practices.

Asking consistent questions when comparing venues will help you understand which options best match your requirements.

11. Manage the practical details

Once you have booked your venue, create a checklist of everything that needs to happen before the event.

This will help you stay organised and reduce the risk of last-minute surprises.

Your checklist might include:

Confirming the final agenda and timings.
Sending joining instructions and travel information.
Collecting dietary and accessibility requirements.
Confirming guest numbers with the venue.
Checking AV equipment and presentation requirements.
Briefing facilitators, speakers and activity suppliers.
Confirming catering and room layouts.
Arranging accommodation and transport where needed.
Preparing materials and name badges.
Sharing emergency contact details and key timings.
Confirming the venue's on-the-day contact.

It is also worth checking who will be responsible for each part of the event. Even if you are managing the planning yourself, having a clear contact at the venue can make things much easier on the day.

After the event, gather feedback from attendees and review whether the away day achieved its objectives. This can help you identify what worked well and improve future events.

12. How a corporate away day venue finder can help

Finding the right venue can be one of the most time-consuming parts of organising a corporate away day.

You may need to research dozens of venues, check availability, compare packages, request quotes and work out which options best suit your requirements. It can be difficult to know where to start, particularly if you're planning an event in an unfamiliar location.

A corporate away day venue finder can take much of this work off your hands.

At Ginkgo Events, we offer a free UK venue-finding service for businesses planning corporate events, including team away days, strategy sessions, training days and conferences.

Tell us what you need, and we'll source suitable venues based on your brief. We can help you compare options, check availability and negotiate rates, saving you the time and effort of contacting venues individually.

Our service can help with:

Finding suitable venues: We search for options that match your location, budget, guest numbers and event requirements.
Comparing options: We help you assess different venues and understand what is included in their packages.
Checking availability: We contact venues to establish whether they can accommodate your preferred dates.
Negotiating rates: We liaise with venues on your behalf to help secure suitable terms.
Considering different venue types: From hotels and conference centres to country houses and unusual spaces, we can explore options to suit your event.
Supporting your booking: We can help with site visits, negotiations and the process through to contract signing.

We can also help source corporate accommodation and additional suppliers where required.

Is a venue-finding service really free?

Yes. Ginkgo Events is free to clients. We receive a commission from the venue if your event goes ahead and you book.

This commission is generally part of the venue's pricing structure, and using a venue-finding service does not automatically mean paying more. We can help you compare options and negotiate rates based on your requirements.

There are no venue-finding fees for you to pay.

Whether you already have a clear idea of the venue you want or you're starting from scratch, we can help you find suitable options without adding another task to your workload.

13. Corporate away day planning checklist

Before you finalise your plans, use this checklist to make sure you've covered the essentials.

Define the purpose and objectives of your away day.
Confirm your preferred date and flexibility.
Establish your overall budget and budget per person.
Confirm delegate numbers.
Choose a suitable location.
Find and compare corporate away day venues.
Check availability, capacity and package inclusions.
Confirm AV, Wi-Fi and breakout room requirements.
Plan catering and dietary arrangements.
Arrange activities, speakers or facilitators.
Book accommodation and transport if needed.
Review accessibility and sustainability requirements.
Check the contract, payment terms and cancellation policy.
Send joining instructions to attendees.
Confirm all arrangements with the venue before the event.

Find the right corporate away day venue with Ginkgo Events

A well-planned corporate away day can give colleagues valuable time to connect, collaborate and focus on what matters. The right venue helps create the conditions for a productive and enjoyable event, whether you're bringing together a small team or organising a larger company-wide gathering.

The challenge is finding a venue that meets your requirements without spending hours researching options, requesting quotes and comparing packages.

That's where Ginkgo Events can help.

Our free venue-finding service helps businesses find corporate away day venues across the UK. Tell us your guest numbers, preferred location, budget and what you'd like to achieve, and we'll source suitable options for you.

Whether you're planning a team-building day, a leadership away day, a strategy workshop or a company-wide event, we can help you find a venue that works for your brief.

Get in touch with Ginkgo Events to start finding your corporate away day venue. Our service is free to you, with no venue-finding fees.

Let us take one thing off your to-do list.

The Complete Guide to Planning a Corporate Away Day in the UK