Midstay helped a major US tech company bring 229 team members to Quebec, Canada, for a five-day corporate retreat at Fairmont Le Château Montebello. The retreat followed a balanced program to support work and team connection. Midstay’s retreat planners coordinated the venue, logistics, and on-site delivery so the company could focus on its people and the purpose of the retreat.
What Are the Key Details of the Event?
- The retreat was designed to support team connection, collaboration, and shared experiences through a balanced program.
- Planning for approximately 200 attendees required coordinated accommodation, meeting spaces, dining, activities, and on-site logistics.
- Quebec offered a natural setting where focused work, outdoor team building, and social events could take place together.
- Fairmont Le Château Montebello, one of our retreat-approved venue partners, provided the accommodation, meeting rooms, dining areas, and activity spaces needed for the full agenda.
- The itinerary combined collaboration sessions, company-wide meetings, flexible time, outdoor activities, and evening experiences.
- Midstay managed the tailored planning, venue coordination, suppliers, daily schedule, safety procedures, and on-site operations.
What Was the Goal of the Company Retreat?
The goal was to create an event for 200+ team members to work and connect in person, stepping away from their usual routine and spending meaningful time with colleagues.
The program was designed to support:
- Open communication
- In-person collaboration
- Shared experiences outside the workplace
- Natural interaction through social activities
- A balance between structured sessions and free time
Why Does a 229-Person Retreat Require Specialist Planning?
For a company retreat with over 200 participants, every little detail needs to be carefully planned for the event to run smoothly. The team must reach the right place at the right time, and the venue must support meetings, meals, and activities without confusion. Midstay helped organize all the logistics of the retreat to make sure the event ran seamlessly from start to finish, while saving the internal team hours and weeks of planning.
- Accommodation and room requirements
- Meeting spaces and technical setup
- Meals and coffee breaks
- Activities and local suppliers
- Arrivals, departures, and daily timing
- Safety plans and backup options
The program included smaller meeting rooms, flexible work periods, and full-group sessions. With years of experience planning international corporate retreats, our team organized every detail around the group’s size, schedule, and culture to create an impactful experience.
Why Were Quebec and Fairmont Le Château Montebello Chosen for This Offsite?
Quebec offered a calm setting away from the team’s usual work environment, and its natural surroundings gave the group space to spend time together outdoors. Our venue partner, Fairmont Le Château Montebello, perfectly matched the size and format of the retreat, so the team could all stay in the same place.
The venue offered:
- Accommodation for a large group
- Rooms for both large and small meetings
- Shared dining areas
- Outdoor spaces for group activities
- Hotel facilities for free time
- Event areas for the gala dinner
What Happened During the Retreat?
The retreat followed a clear five-day schedule with an additional arrival day. The program started with work sessions and company meetings, then continued with flexible activities, team building, and a gala evening.
Arrival Day:
Participants arrived in Canada and travelled to the hotel. After arriving at the hotel, the tea, collected their welcome items and took some time to rest. The day also included a team lunch and a self-organized dinner.
Day 1: Work and welcome
The team started the day with breakfast and open work time. Smaller groups used separate rooms for ad hoc meetings. The group met again for lunch, an outdoor welcome reception, a leadership speech, and dinner.
Day 2: Meetings and evening activities
The team joined work sessions, smaller meetings, and a conference during the day. The schedule also included breaks and a shared lunch. In the evening, participants had dinner together and could choose to join a bonfire storytelling session or a movie experience.
Day 3: All-hands meeting and free time
The team joined an internal session, a photoshoot, and a hybrid all-hands meeting. Participants had lunch together and then chose their own afternoon activities provided by Midstay, such as indoor games, outdoor activities, creative workshops, or a cycling experience. The day wrapped up with a group dinner.
Day 4: Adventure day and gala dinner
The team spent the day taking part in adventure-based activities, such as an Amazing Race, Outdoor Olympics, treasure hunt challenges, or survivor-style team games. Participants had lunch and free time before the evening program, which included a gala dinner built around the theme “Spark the Magic.”
Day 5: Check-out and departure
Participants had a final breakfast together before checking out and preparing for departure.
How Did the Itinerary Support Connection and Collaboration?
The itinerary gave participants different ways to spend time together. Some sessions brought the full team into one space, while others allowed smaller groups to meet. The program also balanced planned activities with free time, so people had a lot of different settings and ways to connect with each other.
The retreat created opportunities for:
- Face-to-face teamwork
- Open discussion in smaller groups
- Company-wide communication
- Informal conversations between sessions
- Shared participation in group activities
- Personal time to rest and recharge
- Improved company culture and alignment
What Can Companies Learn from This Large Company Retreat?
A large company retreat needs a clear purpose and structure. The team should understand what will happen and what each part of the program is for. Clear communication, careful planning and having all logistics handled by experts help teams follow the schedule and enjoy the experience without confusion or internal planning burden.
Three lessons stand out:
- Set one clear purpose. The main goal should guide every session and activity.
- Keep the schedule easy to follow. A clear agenda helps a large group move through the day smoothly.
- Share key information early. Participants need clear details about timings, locations, and daily expectations early on.
Frequently Asked Questions About Large Corporate Retreats
How far in advance should a 229-person retreat be planned?
A company should start planning a 229-person retreat several months before the event. Early planning gives the team more venue options and more time to confirm the main details. It also helps the company avoid last-minute changes.
How can a large company retreat balance work and team bonding?
A retreat should give work and social time their own space. Teams can hold meetings earlier in the day and plan group activities later. Regular breaks also help people stay focused and enjoy the program.
What does Midstay manage during a large corporate retreat?
Midstay supports the retreat from planning to on-site delivery. The team coordinates the venue and works with local partners. Midstay also follows the daily plan and gives the client one clear point of contact.
Plan Your Next Large Company Retreat with Midstay
Midstay designs tailored corporate retreats and manages all the operational details from early planning through on-site delivery. With specialist planners, trusted venue and activity partners, local operations teams, and dedicated coordinators, Midstay helps companies create structured experiences around connection, collaboration, and team culture no matter the size of team.
Let us organize your future Team Retreat!
