When Is the Best Time to Plan a Corporate Retreat?
Written by Ed Moore – Red Blaze Sales & Marketing Manager
Corporate retreats offer a valuable opportunity to realign company goals, foster team collaboration and inclusivity while reinvigorating your workforce. But as with any major organisational event that involves travelling and potential outdoor activities, timing is crucial. Choosing the right time of year can impact everything in your corporate event from cost and venue options to travel logistics and the mood of your attendees. Whether you’re hosting a two-day strategy session or a weeklong leadership summit, timing can make the difference between a good retreat and a great one.
In this article we’ll break down the key factors that influence the ideal timing for a corporate retreat: we will cover venue availability, weather, cost, location, and ultimately, a final verdict to guide your planning.
Venue Availability: Timing Your Booking for Flexibility and Choice
Perhaps the first thing on anybody’s mind when planning a corporate retreat is securing the right venue. The popularity and availability of venues fluctuate significantly throughout the year, depending on the destination, time of year and broader travel trends such as, peak season vs off-season.
Peak Seasons (June–August & December)
Summer and the winter holiday season are peak times for corporate retreats, travel, weddings, and family vacations. As a result, venues in popular destinations such as beachfront resorts, mountain lodges, and city-centre hotels tend to book up well in advance and command premium rates. During these times, availability becomes limited and scheduling flexibility is reduced.
Off-Peak Seasons (January–March & Late October–Early December)
In contrast, late winter and the pre-holiday fall months tend to be quieter periods for most event spaces. This off-season window is ideal for companies seeking more flexibility, better venue options, and even the ability to negotiate more favourable terms. Booking during these periods often gives planners access to premium spaces that might be out of reach during busier times. For the last 25 years we’ve developed relationships with industry partners with spaces and venues all around the world. If you’re looking for an unforgettable corporate retreat, get in touch today.
Red Blaze insight:
Start planning your retreat 6–9 months in advance, especially if you’re aiming for a high-demand location or a spring/fall schedule.
Weather: The Seasonal Sweet Spot for Outdoor and Travel-Friendly Retreats
Weather plays a central role in the comfort and experience of your retreat—particularly if your retreat includes outdoor activities, team excursions, or travel to remote destinations. The time of year can dramatically shape the feel, the logistics, and even the mood of your team. A sunny spring afternoon can inspire fresh ideas and invigorate group energy, while an unexpected summer heatwave might leave everyone dreaming of air conditioning instead of team hikes. Timing the weather for the type of event you’re planning is crucial to its success. In the next few sections we’ll discuss and recommend events based on the time of year.
Spring (April–May)
Spring is often considered an ideal season for retreats. Temperatures are mild, landscapes are lush and blooming, and people tend to be energised after the winter months. It’s a season associated with renewal, perfect for sparking new ideas and fostering fresh momentum within your team. Consider your options, team-building hikes or nature walks, outdoor workshops, or garden-side brainstorming sessions are perfect for spring.
A wellness-themed retreat with yoga, mindfulness sessions, and healthy cooking classes can also be especially effective in the spring, helping everyone reset after winter. You might even try a strategy reboot day in a scenic, green location—ideal for aligning teams around new ideas in a relaxed yet stimulating setting.
Fall (September–October)
Like spring, fall offers temperate weather and beautiful scenery, especially in forested or mountainous regions. The changing leaves, crisp air, and generally calm weather create a reflective atmosphere that can be conducive to both relaxation and deep thinking. Retreats during this season might include year-end strategic planning sessions, vision-setting workshops, or fireside chats in rustic lodges or countryside inns.
Summer (June–August)
While summer weather may seem appealing, it’s also when heat waves, high humidity, and vacation conflicts are most common. If planning a summer retreat, consider locations with cooler climates or indoor-focused agendas. If you’re planning a summer retreat, focus on indoor events with strong air conditioning, such as, leadership workshops, or creative breakout sessions.
If you’re company offers such benefits, summer is also ideal for family-inclusive retreats, allowing employees to bring partners or kids for a more relaxed and rewarding experience.
Winter (December–February)
Winter retreats can be highly effective if planned in the right setting such as a cozy mountain lodge, or winter like British manor house. However, they come with the risks of travel delays and harsh weather conditions, which may complicate logistics. Winter season fun such as skiing, snowshoeing, or ice skating is an unforgettable for those teams feeling more adventurous. Just be sure to opt for locations that are easy to reach during winter months.
Winter retreats can be highly effective if planned in the right setting such as a cozy mountain lodge, or winter like British manor house. However, they come with the risks of travel delays and harsh weather conditions, which may complicate logistics. Winter season fun such as skiing, snowshoeing, or ice skating is an unforgettable for those teams feeling more adventurous. Just be sure to opt for locations that are easy to reach during winter months.
The Cost: When Budgeting Matters Most
The cost of a corporate retreat can vary dramatically depending on the time of year. Understanding seasonal pricing trends can help you make the most of your budget without sacrificing quality. Teams looking to go abroad or attend highly sought after events such as Formula 1 and VIP gigs would typically expect to pay more than a team who would choose to stay home but instead visit a lodge or a wellness retreat that doesn’t involve heavy logistics and transport.
Once you’ve determined your retreat goals, the timing of your event can make a big difference to the bottom line. Certain times of the year come with premium pricing—summer (June–August) is typically the most expensive due to peak travel season, with inflated costs for flights, accommodations, and popular venues. Similarly, the holiday period from late November through December sees a spike in prices and limited availability, as travel demand rises and vendors become more selective or fully booked.
On the flip side, there are smart windows for more budget-conscious planning. January and February tend to be quieter months in the events and hospitality industries, making it easier to negotiate rates and secure better packages. Mid-November, just before the holiday rush begins, can also offer attractive deals. And early spring (March–April) is a sweet spot: venues are more available, the weather is improving, and prices haven’t yet reached peak-season levels.
Booking during these off-peak periods can lead to significant savings on travel and accommodation, and you may find vendors more flexible and generous with inclusions—ideal for stretching your company budget without compromising the retreat experience.
Location: Seasonal Destinations That Work in Your Favour
The success of your retreat doesn’t just hinge on the agenda. It also depends on where you host it. Different locations shine during different seasons, and aligning your retreat destination with the strengths of the season is a smart move.
Winter Retreats
Winter is perfect for creating a cozy, focused environment or embracing outdoor winter sports if your team’s up for adventure.
Best For:
- Ski resorts and snowy mountain lodges
- Indoor wellness retreats
Top Locations:
- Colorado
- Utah
- Vermont
- Canada’s Banff and Whistler regions
Spring Retreats
Spring is a time for renewal, energy, and growth—ideal for forward-thinking and rejuvenating experiences.
Best For:
- Coastal team-building getaways
- Countryside inns
- Wellness or nature retreats
Top Locations:
- California wine country
- Carolinas
- Pacific Northwest
- Mediterranean-style resorts in Europe or the U.S.
Summer Retreats
Summer invites outdoor adventure and relaxed bonding time, especially in places that help you escape the heat.
Best For:
- National parks
- Beach resorts
- Northern lakeside escapes
Top Locations:
- Lake Tahoe,
- Great Lakes region
- Maine coast
- British Columbia
Fall Retreats
Autumn brings a reflective and cozy feel—great for thoughtful planning and seasonal appreciation.
Best For:
- Vineyard venues
- Scenic hikes
- Rustic lodges with foliage views
Top Locations:
- New England, Appalachians
- Pacific Northwest
- European countryside such as the UK’s Cotswolds & Lake District
The Red Blaze Final Verdict:
When Is the Best Time to Host a Corporate Retreat?
Best Overall Windows: Late April to Early June & Mid-September to Mid-October
These “shoulder seasons” are the sweet spot for most corporate retreats. They offer:
Balanced Weather: Neither too hot nor too cold.
Lower Costs: More affordable than summer and holiday periods.
Venue Availability: More flexibility and better selection than peak times.
Minimal Conflicts: Avoids major holidays, school vacations, and common vacation windows.
While every organisation has unique needs, whether based on fiscal calendars, operational downtime, or industry trends, these two timeframes generally provide the most favourable combination of logistics, affordability, and attendee satisfaction.
With Red Blaze assistance, we will plan your retreat like you would a strategic initiative. The best timing doesn’t just depend on the calendar, it depends on how that timing aligns with your goals, your people, and your budget. With our event teams smart planning and keen eye on seasonal dynamics, your corporate retreat can be a truly transformative event. Have an event in mind? Let us know on info@redblaze.co.uk