Corporate offsites are the gateway drug to MICE revenue. A 30-person team offsite at ₹15,000 per head is ₹4.5 lakh in one booking - equivalent to 3–4 leisure family packages. And they happen every quarter.
Here's your execution checklist.
Phase 1: Understanding the Brief (Day 1–3)
Before you quote anything, get clarity on:
- Number of attendees (confirm final count 7 days before)
- Purpose - pure leisure/bonding OR work sessions + leisure?
- Budget range (per head or total)
- Preferred dates (weekday or weekend?)
- Duration (1 night, 2 nights, 3 nights?)
- Distance preference from the city (1 hr? 3 hr? flight required?)
- Dietary restrictions (Jain, vegan, allergies)
- Any repeat attendees who've done this before (avoid same venue)
Phase 2: Venue Shortlisting (Day 3–7)
Present 3 options. Always include:
Option A - Budget-Friendly
- 3-star resort / farmstay
- Basic conference room
- Standard meals
- 1 outdoor activity included
Option B - Standard (Your Recommendation)
- 4-star resort with proper banquet facilities
- Projector + mic + breakout rooms
- Multiple meal options including snack breaks
- 2 activities (1 adventure + 1 creative)
Option C - Premium
- 5-star / boutique luxury property
- Dedicated event coordinator from hotel
- Customised menus, welcome drinks, gala dinner
- Full activity programme
Phase 3: Budget Calculation
Per-head cost breakdown (2N/3D offsite for 30 pax, standard tier):
| Item | Per Head | Total (30 pax) |
|---|---|---|
| Accommodation (twin sharing) | ₹6,000 | ₹1,80,000 |
| Meals (B+L+D × 2 days + Day 3 B+L) | ₹3,000 | ₹90,000 |
| Conference hall + AV (2 sessions) | ₹1,000 | ₹30,000 |
| Transport (coach from city + local) | ₹2,000 | ₹60,000 |
| Activities (2 sessions) | ₹1,500 | ₹45,000 |
| Welcome kit + branding | ₹500 | ₹15,000 |
| Subtotal | ₹14,000 | ₹4,20,000 |
| Your margin (12%) | ₹1,680 | ₹50,400 |
| GST (18%) | ₹2,822 | ₹84,672 |
| Grand total | ₹18,502 | ₹5,55,072 |
Phase 4: Execution Checklist (Event Day)
48 Hours Before
- Reconfirm headcount with HR
- Send final rooming list to hotel
- Confirm menu selections
- Share transport schedule (pickup point, bus number)
- Prepare welcome kits
Day of Event
- Reach venue 2 hours before group arrival
- Check rooms - AC, hot water, toiletries
- Test AV setup - projector, mic, laptop connectivity
- Brief hotel staff on schedule
- Position welcome banners/standees
- Greet guests at reception
During Event
- Be available for ad-hoc requests (extra tea, room change)
- Take photos for your portfolio (with permission)
- Coordinate with activity vendors
- Monitor meal timing and quality
Post-Event
- Collect feedback from HR contact
- Send thank-you note + feedback form
- Share professional photos
- Invoice within 3 business days
- Follow up 30 days later for next quarter's offsite
Top 10 Offsite Destinations Near Major Indian Cities
From Mumbai
- Lonavala / Khandala - 2 hr drive
- Alibaug - 2 hr (ferry + drive)
- Mahabaleshwar - 4.5 hr drive
From Delhi/NCR
- Jim Corbett - 5 hr drive
- Neemrana - 2.5 hr drive
- Rishikesh - 5 hr drive
From Bangalore
- Coorg - 5 hr drive
- Kabini - 4 hr drive
- Chikmagalur - 4 hr drive
From Chennai
- Mahabalipuram - 1.5 hr drive
How to Win Repeat Corporate Business
The secret: make the HR person look good. If their boss and team had a great time, they'll come back to you. That means:
- No surprises on the invoice (quote accurately, absorb small overruns)
- Photo documentation they can share internally
- Feedback scores from attendees (helps HR justify the budget)
- Proactive suggestions for next quarter ("monsoon is coming - how about an indoor venue with board games?")
Maaz has helped 200+ Indian travel agents build their corporate events practice using TripDraft's AI quotation engine.