How to Plan a Company Retreat in Costa Rica

While “right” is both a strong and a relative term, we’ll bet you can come close to “just right” when selecting the venue for your retreat.

Since you’re here, we’ll assume that you’ve settled on a company retreat in Costa Rica. But that’s only part of the equation: Where will you settle in Costa Rica? Because location – as other factors, including time of year (weather) and accommodations – will significantly influence your retreat’s tone; it’s imperative to choose a destination that not only accommodates your desired team-building activities (see below) but also exudes a certain “wow” factor.

As far as Costa Rica, specifically, is concerned, consider elements like nature (rainforest vs. mountains vs. oceanfront, for example), upscale amenities, things to do, travel time, and uniqueness – or, more likely, a combination of these factors.

It goes without saying that location may be one of the most important factors to consider when planning your retreat. Premium retreat locations, like Tamarindo and our own Boho Retreat center, incorporate incredible first-time experiences and team-building activities, while encouraging relaxation and exploration during free time, fostering both socialization and moments of solitude.

So, when evaluating venues, consider factors like accommodations, facilities, communal spaces,  nearby activities, services and amenities, convenience, and the variety of food options. Ensure that a location is not overly challenging to reach, especially as your attendees are already flying to Costa Rica. A “just right” location loses a bit of its luster when it involves many post-airport hours to reach your final destination. (Tamarindo is about 75-90 minutes from the Guanacaste airport.)

Just as you would craft an agenda for a workshop or team meeting, it’s also essential to create an itinerary for your company retreat. Keep in mind, though, that this is a retreat: your primary focus shouldn’t revolve solely around maximizing productivity or cramming in the most activities possible.

While workshops, group sessions, and even scheduled wellness activities (ex. sunrise yoga) are valuable for advancing your retreat goals, they can still take a toll. Don’t over-schedule your retreat participants, or they’ll likely seek solitude rather than teamwork by day’s end. That’s where your well-conceived itinerary saves the day.

For sure, you should plan out the workshops and group sessions essential to your company retreat, but keep them essential. Remember, you can always add an extra session or training activity when you’re back home; while you’re on a company retreat in Costa Rica, it’s important to ensure opportunities for fun, spontaneous team building, and downtime.

As you build your retreat schedule, strive for equilibrium. Allow people to enjoy their time in Tamarindo. Give them time to relax and rebuild their energy. And build in enough flexibility for attendees to sit down to an afternoon cafecito, to stroll along the beach, or take a swim at their own pace.

The most memorable company retreats are those that are fun. Ideally, you’ll choose a location that not only contributes to this ambiance of joy, but demands it. This puts your attendees in the vacation mindset, which is where you want them to be: Your retreat has a definite goal, but you won’t achieve it if your attendees aren’t having a good time.

Again, we’ll state the obvious: This is a retreat, not a boardroom. So, lean in and embrace the retreat aspect. Incorporate activities designed for joy and recreation, while recognizing that “fun” will look different for everyone at your retreat.

Tip: Steer clear of conventional (and too-overdone) team-building exercises like raft building or “trust falls.” Instead, focus on activities that resonate with your participants and genuinely excite them. When planning a retreat in Tamarindo, this will include activities like:

• Beach-hopping (which can include surfing, snorkeling, and swimming)
• Sportfishing
• Sunset sailing
• Canopy zip-line tours
• Yoga, spa treatments, and other wellness-focused activities
• Waterfall hikes
• ATV off-roading
• Game night

We’ll highlight more on Tamarindo’s diverse activities, below.

A retreat does not exist in a vacuum: Your participants are a huge part of the equation. And, as with all people, your attendees are diverse. Some are social butterflies who relish continuous interaction, whereas some others may require privacy to recharge.

You’ll also note that your participants have diverse dietary preferences and lifestyles: Some may abstain from alcohol, others may follow specific diets, and not everyone will participate in intense physical activities. Recognizing and honoring these differences is essential.

Ensuring that your corporate retreat is tailored for inclusivity and accessibility is a sign of respect and an essential ingredient to success. Prioritize equal opportunities for everyone to participate and enjoy the experience. Plan diverse food options, and carefully consider activities to prevent exclusion or discomfort.

If local expertise is helpful for even a Costa Rica vacation, then it’s absolutely essential for a corporate retreat. After all, there are many moving parts to a successful retreat.

That said, you won’t need a professional retreat facilitator; working with a local travel planning expert – someone skilled in everyting from booking activities to private chefs, local transportation, and more – will likely be sufficient to ensure success for your retreat.

Note: At Boho Tamarindo Retreat, our onsite staff is well-versed in all local tours, attractions, services, and amenities. From booking team-building activities and restaurant reservations to coordinating yoga sessions and a private chef for a team night in, we’ll provide the local expertise, retreat planning know-how, and logistics to realize your vision.

While a company retreat excels at team-building and encouraging participants to step outside their comfort zones, you don’t want the process to create pre-retreat anxiety. Make it fun. Build excitement. And mitigate any hesitation or anxiety through proactive and transparent communication, well in advance.

Your participants will need and want to know:

• The exact dates and location of the retreat
• Accommodation details
• Transportation arrangements (if provided)
• The retreat’s purpose and anticipated outcomes
• Any preparations required beforehand
• The agenda/itinerary
• Expectations regarding work-related responsibilities and day-to-day operational tasks during the retreat

Effective communication in advance of your company retreat in Costa Rica will foster a sense of ease, establishing a positive tone for a relaxed, productive, and enjoyable getaway.

You begin your retreat with a goal in mind, but don’t stop there! As the retreat draws to a close, allocate time for everyone to meet, discuss successes, and create action points to turn the retreat’s insights into tangible actions. Then, identify the necessary steps to continue working toward your goal – because it won’t end with your retreat – and clarify participant responsibilities to implement these changes.

It will help to commit, verbally and in writing, as a team, to specific and actionable measures to ensure an enduring impact from your company retreat. After all, the goal is for its influence to extend beyond the event itself – and this is pivotal for achieving your initial objectives and communicating your appreciation for everyone’s participation.

It’s no secret that organizing a successful company retreat in Costa Rica is a considerable undertaking.

Certainly, there will be pieces of the journey that unfold smoothly and others that will bump down a few potholes to paradise. There’s always room to improve, right? So, following the retreat, be sure to request feedback via a short survey or questionnaire. To encourage honesty, consider allowing participants to respond anonymously.

Use this feedback as you prepare your next company retreat. Consider reported weaknesses and areas of concern, so you can guarantee even greater success the next time.