Planning an Un-phở-gettable Event
In March 2023, Propeller went on a company offsite to Hoi An, Vietnam. It was an incredible week filled with laughter, delicious food, and the joy of connecting with great people in person.
In December, we received the green light for our offsite, scheduled to take place in just three months. However, we hadn’t informed anyone about our plan yet, and to make matters even more complicated, I was about to leave for a two-week holiday.
Upon returning, it was non-stop action! The following three months were a whirlwind of planning, with some days flying by as we checked off tasks and had incredibly productive meetings, while other days felt like we were stuck in quicksand.
But despite it all, we persevered and accomplished everything we set out to do. Looking back, I’m thrilled to say that the offsite was a resounding success, which fills me with immense pride.
The planning process and trip itself came with many learnings. Here are some key ingredients that made our offsite a success — that you could apply to any event planning process.
- Devote ample time to defining the purpose and outcomes
Why are you doing this? What do you want to get out of it? How will you know if you’ve done it?
Five months after the trip, I can still recite the four key outcomes and their associated metrics by heart. Establishing a clear purpose is fundamental, a principle underscored by the book “The Art of Gathering” by Priya Parker. Articulating the purpose for why people are coming together, albeit a virtual meeting or an offsite, with precision is paramount. You have to keep asking, “Why?”.
The more specific you can be, the more authentic, memorable, and productive the gathering. It also lets you make decisions faster in the planning process and lets participants know how to show up.
2. Assemble a dedicated group of organisers who value the intangible
After determining the purpose and desired outcomes, it’s essential to add some flavour. This means turning the event from something plain and boring (which often Google can help you organise with generic templates) into something unique and exciting.
The best way to achieve this is by involving the right people.
Planning the offsite was a collaborative effort involving Rory (CEO), Mags (COO), Issy (HoP), and myself (Foodie). Seeing them work together, each bringing their skills and perspectives, was a highlight. What made them invaluable to the planning process was a shared value and genuine concern for the well-being of employees and the magic that lives between them. This made it much easier to determine which activities to include and what to leave out.
3. Don’t always trust the experts
Experts are beneficial when tackling a project outside of anything you’ve ever done. They can give you tips and tricks that help guide a project like this through uncharted waters. But every event and project is unique, and the biggest takeaway for me is that you don’t have to follow through on every single bit of advice from an expert; sometimes, trusting your intuition and being confident in your approach is the right way to go.
During the planning phase, I met with an expert who advised me to work with a group travel agent to organise flights. Instead of using a tried and trusted travel provider I was comfortable working with, FlightFox, I approached a new travel agent, which resulted in a lot of wasted time and effort.
Talking to others who have already ‘been there, done that, and got the t-shirt’ is always an invaluable experience; it helps you approach situations with your eyes wide open. However, remember that it is only advice… not a rulebook you must follow.
4. You can’t control the uncontrollable
You want it to go down without a hitch when organising an event. And understandably so. You’ve invested so much time and effort into considering the small details — the types of conversations people will have on a round table vs a rectangular table, how long people will move from A to B, the list goes on, and every element is essential.
But many things won’t go to plan. It’s not an excuse to under-plan; it’s just a fact. People might be too jet-lagged to have a good conversation at a round table, or perhaps someone will get food poisoning and not move from A to B at the pace you would’ve liked.
Instead of getting bogged down in resolving these issues, it’s better to concentrate on creating memorable moments that you do have control over, like outstanding highlights and an unforgettable end, because that is what people ultimately remember.
Reflecting on the offsite, I can’t easily recall the food I didn’t enjoy or whose flight was delayed. Instead, I remember the breathtaking sights from the cruise and coconut boat ride in the heart of Hoi An during sunset, the cooking class that accommodated all 200 people at once in the same place, the satisfaction of finally mastering the art of making fresh rice paper wrappings that I’ve eaten for years, my stomach sore from all the laughter. I remember dancing barefoot on the grass under the enchanting fairy lights to ABBA after a delicious seafood feast. I remember the highs and the end.
One of my favourite quotes from the survey to summarise the trip is from an employee based in the U.S.:
“The connections and friendships I was able to make with my coworkers was invaluable. Truly this trip will be a core memory for me and a highlight for my career. I was able to actually meet so many people that I work with daily but didn’t know much otherwise. I was able to connect with people at the company who I would’ve probably never met outside of this setting. So, so fantastic for building a team that trusts and knows each other. I feel like it put us all on the same page for what’s happening at Propeller and what’s next. We are aligned on a common strategy and vision for Propeller and that is a huge motivator to keep moving forward. The only reason I’m docking a point was because of the travel time — quite brutal (but still worth it because Vietnam was amazing).”
