Choose the purpose of the visit
A relaxed team meal needs a different plan from a working session or an overnight retreat. Explain the purpose, expected attendance and the activities you want to discuss. Do not assume meeting equipment, facilitators or organised activities are included.
Put the practical requirements in your brief
Give the team enough detail to check whether the property is suitable before you circulate an invitation.
- Date options, headcount and arrival/departure times.
- Meal preferences, serving times and dietary requirements.
- Whether anyone needs overnight rooms or dormitory accommodation.
- Any requirements for seating, power, connectivity or presentation equipment—each needs confirmation.
Separate a day visit from an overnight stay
For a day visit, agree on access times and inclusions directly with staff. For overnight guests, discuss room allocation separately. The standard stay check-in is 12 PM and check-out is 10 AM; do not apply those times to an event without confirming its schedule.
Confirm the commercial details
Request a written summary of the agreed scope, total price, payment schedule and change/cancellation conditions. Share any invoice requirements before confirming. A corporate enquiry is not a package purchase or an automatic reservation.