The 3 Budget Killers That Can Break Your Retreat (and How to Outsmart Them)

Company retreat planning is sometimes frustrating – especially when surprise costs are involved. These 3 small details can quietly wreck your budget – unless you catch them early. Here’s what to do instead.

Over the last 10 years of company retreat planning, we’ve opened a lot of emails.

Some are lovely.
Most are logistical.
And then… there are unexpected cost emails.

The kind that make your stomach drop and your budget spreadsheet cry.

Please don’t think they’re your fault. Company retreat planning is complex.

When you’re juggling 90 people, flights, venues, meals, AV, allergies, and three versions of a guest list, something small can easily slip through.

Our first recommendation? Always add a contingency buffer (we go for 2–5% of the total budget depending on the retreat). But even that can disappear fast.

Here are the 3 biggest budget killers we’ve seen (and solved) more times than I can count – so you don’t have to learn the hard way.

1️⃣ AV Equipment

You booked a hotel with meeting rooms. That means projectors and screens are included, right?

…Right?

Wrong.

AV is almost never included. And it’s often priced like you’re staging a Beyoncé concert.
It starts with “we just need a projector” and ends with:

Sound systems
Microphones
Slide clickers
Blackout curtains
Setup fees
On-site technical support
Delivery fees
Repeat for each breakout room

Below a real-life price example from a hotel in Portugal. Yes – these are prices per day.

For a 100+ person retreat, in a large room – we’d be looking at over 1200€ per day for just the basics (that’s 5k€ if you use it for 4 days!)

💡Actionable Tips from Lá Fora:

Ask before booking the hotel:

What exactly is included with the meeting room?
Can we see the full (not “from”) AV price list?
Are there setup, delivery, or support fees?

It’s even better if you can speak directly to the AV provider, instead of the hotel. As they are the true specialists, ask them what they recommend for the room layout and size, and how much tech support is realistic.

Sometimes it helps to check the room in person beforehand, to see how acoustic is and if a sound system is even needed.

2️⃣The “Transfers Are Sorted” Illusion

Ah, the venue included airport transfers. Nice!

But wait – what does that actually mean?

You might find out on the day that:

Guests are grouped into shuttles with 2-hour airport waits.
The driver can’t find the group (or vice versa).
Delayed flights aren’t covered, so someone misses their pickup entirely.

Transfers are the most overlooked stress factor in company retreat planning. Done badly, they start your retreat on a clunky, frustrating note. But done well? They instantly elevate the guest experience.

Spontaneous taxis can become expensive and Uber doesn’t work everywhere you go.

For deciding what kind of transfer to book, here’s a simple guideline:

Ubers work if guests are low-maintenance and budget matters.
Private transfers are better if you want to make a great first impression (or have VIPs).

💡Actionable Tips from Lá Fora:

We set a simple rule: no one waits more than 40 minutes.
Here’s how:

We gather all flight data in one place. We ask for: full name, flight arrival time, flight number, flight departure time and number. Keep in mind that people flying overseas typically have more luggage and will take longer in luggage and passport check queues.
Know the airport: In Lisbon Airport, for example, it takes around 30 minutes to pass from airplane to exit for normal flights without luggage, and 50-60 minutes for overseas with luggage.
Use it to group guests by arrival time (pro tip: ask either the transfer provider or ChatGPT to help!)
Book with a transfer company that offers group discounts.
And most important: confirm what happens if a flight is delayed – can they reshuffle groups? Will there be extra costs? How much will it be?

3️⃣ Coffee (or the Lack of It)

Company retreats run on connection – and caffeine. ☕

If you only plan one coffee break for a full 8-hour workday, expect this:

People sneak off to the bar and rack up a surprising tab for 5€ cappuccinos.
Energy dips hard post-lunch.
You hear complaints of “Where’s the coffee…?”

💡Actionable Tips from Lá Fora:

Two cost-effective fixes:

1. Go for the ‘meeting package’.

Most hotels offer these, and they include:

Two coffee breaks
Executive lunch
Meeting room
Pens, water, and setup

It’s usually cheaper than booking each item separately.

2. Set up a coffee station.

Instead of a formal break, just have coffee and tea available all day in the meeting room or just outside.

No pastries, no setup drama – just a constant source of refreshment that people can self-serve.

Without pastries, the coffee break can become 50-70% cheaper.

So, How Do You Stay Sane (and On Budget)?

AV? Ask for detailed prices and logistics before booking. Speak to the provider directly. Know your rooms.
Transfers? Get group discounts. Know how much they charge for late flights to avoid expensive taxis. Check if Uber works in your area.