Team Off-Site or Retreat Planning

Help Eight Million Stories, Inc. have a focused, engaging and successful offsite retreat for their staff or clients by planning the content programming and logistics, and sharing best practices.
Eight Million Stories, Inc.
Houston, TX, USA
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Eight Million Stories, Inc.
Houston, TX, USA


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Posted July 23rd

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Team Off-Site or Retreat Planning

Project Details

What We Need
  • A detailed agenda for the team event, including a rundown of content and activities
  • A project plan that itemizes the key steps and timelines for preparation and logistical considerations, such as travel and accommodations, catering needs, guest speakers, session content development, and materials
  • A communication plan to attendees including themes, goals, logistics and any preparation participants should consider before the event
  • A draft budget showing any known costs associated with the team event
Additional Details

Greetings, I currently run a non-profit organization called 8 Million Stories ( This year we will be bringing together several partners to work with us and I would like to plan an offsite retreat for one day to help create a strong staff/team culture and to create alignment on our values and mission. I would love to get assistance with planning to ensure that we walk away with a firm understanding of who we are and what we hope to accomplish.

What We Have In Place
  • We currently have a list of some topics/workshops/activities, which should make it easy for you to get started. We also have potential locations that would be able to host us., and the ability to provide any other information you need.
How This Will Help
This project will save us $8,686 , allowing us to allocate funding to other areas of our program that are in need.

All of our work is centered on providing high quality service to youth. I want my team and I to be fully prepared for the journey that awaits us.

Project Plan

Prep: Information Sharing
  • The Volunteer Manager shares information about the team event with the Professional, including the planned date, number of participants, total available budget, goals, and any other available details regarding the planned or preferred location, content, theme, or activities
  • The Professional and the Volunteer Manager meet to discuss the team event concept, brainstorm ideas for content and activities, and establish timelines for the project
  • Note: This project does not include the Professional's attendance at the team event or any coordination of the event itself. If you would like pro bono help with creating a detailed event budget for your team offsite, please post the Event Budget Creation project
Milestone 1: Content & Agenda Planning
  • Based on the Organization’s goals for the team event and the direction provided on content, the Professional provides an outline of the proposed content and schedule for the Volunteer Manager to review
  • The Volunteer Manager discusses the proposed content and schedule with other internal stakeholders, and provides feedback to the Professional
  • The Professional revises the proposed content and schedule, and advises the Volunteer Manager on next steps the Organization may need to take to develop the content, such as invite guest speakers, request staff members to lead sessions, etc.
Milestone 2: Logistics Planning
  • The Professional provides a draft project plan that identifies key preparation steps and logistics, as well as assignments and timelines for each item
  • The Volunteer Manager reviews the draft project plan with internal stakeholders, and provides feedback to the Professional including key logistics decisions like venue and timing.
  • The Professional finalizes the project plan, and advises the Volunteer Manager on next steps to implement it
Milestone 3: Draft Budget
  • The Professional drafts a budget for the team event and fills it in with any known costs, such as venue, travel, materials, guest speakers, etc.
  • The Volunteer Manager reviews the budget with internal stakeholders and provides feedback to the Professional
  • The Professional incorporates the feedback and delivers the draft budget to the Volunteer Manager
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About The Org

Eight Million Stories, Inc.
Our Mission

Transform the lives of vulnerable youth (16-24) through education, skills training, employment, and authentic relationships.

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