What to Prepare Before the First Consultation

The first discussion with a corporate event consultant may seem simple, but preparation beforehand makes the difference between a productive meeting and one where you waste time on basic questions. We have noticed that teams that come with a few clear pieces of information manage to get more accurate quotes and shorten the planning period by up to two weeks.

During our consultation, we discuss the retreat's objectives, estimated budget, number of participants, and location preferences. If you already have a shortlist of desired locations or activities, even better. In their absence, we can propose personalized options, but a minimum of information helps focus the discussion.

Useful Documents and Information

To streamline the first meeting, we recommend having on hand:

• The exact number of participants and any dietary or mobility restrictions
• The desired period (flexible or fixed dates) and the estimated duration of the event
• The approximate budget per participant or total, even if indicative
• A list of activities that worked well in the past or that should be avoided
• Accommodation preferences (hotel standard, room type, necessary facilities)

It is not mandatory to have all the details established from the start. Sometimes, that is exactly why you request a consultation – to clarify the options. However, the more prepared you come, the more the consultant can skip general questions and go directly into customizing the package.

How the Meeting Unfolds

The first consultation usually lasts between 45 and 60 minutes and takes place online or at our office. We start by understanding the organizational culture and the team's needs, then move on to concrete proposals for locations and formats. At the end, you will receive a written summary of the discussion and the next steps, with no obligations.

If after this first discussion you feel we have the right direction, we can schedule a second meeting to detail the package and establish the delivery timeline.