Planning checklist

Oatfield offsite 2027

150 people, two days, one night.
Thu–Fri, May 20–21, 2027
Three Pines Lodge, the Poconos

9of 35 done

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About the ticks. Imani put in the nine ticks already here, as of Monday, March 1. Any you add are yours alone and clear when you reload the page. Finished something? Message Imani and she'll update this list for everyone.

Six months before

by Fri, Nov 20, 2026

5 of 5

Agree the dates with the leadership team: Thu–Fri, May 20–21Imani
Get the budget signed off: $96,000, or $640 a headWes
Sign with Three Pines Lodge and pay the 25% deposit, $13,500Carolina
Name the planning crew and what each of us decidesImani
Send a save-the-date to all 150 peopleImani

Three months before

by Fri, Feb 19, 2027

4 of 5

Draft the two-day agenda and get the CEO's OKImani
Book three 56-seat coaches, from the office and backCarolina
Open the sign-up form: food, room and travel needsCloses Fri, Mar 26.Imani
Confirm AV with the lodge: projector, three mics, Wi-Fi in the main hallJun
Book the outside facilitator for Thursday afternoonTwo quotes in. Deciding by Fri, Mar 5.Imani

Six weeks before

by Thu, Apr 8

0 of 6

Chase everyone who hasn't filled in the sign-up formImani
Send the lodge the rooming list: 110 singles and 20 twinsCarolina
Send the kitchen final numbers and every dietary needCarolina
Lock the agenda and brief each session lead on their slotImani
Order 160 name badges and lanyards: 150 plus 10 spareCarolina
Pay the lodge's second installment: 50%, $27,000Wes

Two weeks before

by Thu, May 6

0 of 5

Send everyone the schedule, packing list and coach timesImani
Collect every deck in one folder and open each on the event laptopJun
Print the run sheet, with a named owner for every slotImani
Confirm the coaches in writing: 7:30 am, office front doorsCarolina
Share the emergency plan: first-aiders, nearest hospital, who to callWes

The week of

Mon–Wed, May 17–19

0 of 5

Reconfirm headcount with the lodge and the coach companyCarolina
Pack the event box: badges, markers, tape, extension cords, first-aid kitCarolina
Load decks, videos and the playlist onto the laptop and a spareJun
Check the forecast and decide by Wednesday noon if the lake walk moves indoorsImani
Send the "see you Thursday" message with the weather callImani

On the day

Thu, May 20

0 of 5

Tick names off as people board, and call anyone missing at 7:20 amCarolina
Be at the lodge by 8:30 am and walk every room with the managerImani
Sound-check all three mics and run the first slideJun
Set up the badge table inside the front doorWes
Photograph every flip chart before the rooms are clearedJun

The week after

by Fri, May 28

0 of 4

Send a five-question survey while it's freshImani
Pay the lodge's last 25%, $13,500, and the coach invoiceWes
Share the photos and each session's notesJun
Write up what to keep and what to change, for next year's crewImani

Sample page. The names and numbers are made up.