Example brief
The sheet holds your budget, with tabs for the venues' and hotels' replies, and opens in Excel, Numbers and Google Sheets.
Cost
€31,450–€60,400
Your budget is tight
€25,000–€50,000 is tight for 45 people over 2 days in Lisbon. Expect about €31,450–€60,400.
See the budgetMain venue
Next step
Venue selection, by Sat 14 Nov 2026
Ask anything about your event and get an answer written from your brief: which venue to pick, what to cut, or a message rewritten.
A company offsite for 45 people in Lisbon, city centre, 13–14 May 2027.
A 2-day residential retreat in a boutique hotel, private estate or conference resort near Lisbon.
A recommended plan, not a fixed one. Change the times, places and activities to suit your group.
Your budget is tight
€25,000–€50,000 is tight for 45 people over 2 days in Lisbon. Expect about €31,450–€60,400.
Scope and budget sign-off
Thu 15 Oct 2026
Venue selection
Sat 14 Nov 2026
Now
Contracts and room block
Mon 14 Dec 2026
Facilitator and programme
Wed 13 Jan 2027
Catering, travel and logistics
Fri 12 Feb 2027
Materials and final numbers
Tue 13 Apr 2027
Final week
Mon 10 May 2027
Event days
Thu 13 May 2027
Wrap-up
Thu 20 May 2027
Matched to your criteria. The first is the main venue: the group stays there. Contact them directly to check availability.
Boutique city-centre hotel that can hold meetings, dinner and rooms for 45 in one place, matching the professional tone the client wants.
Hotel in Lisbon, suggested for your company offsite.
A boutique palace hotel in central Lisbon with meeting space and rooms, suiting a focused 45-person leadership offsite over two days.
Posh hotel in a 1700s building featuring elegant quarters & dining, plus a rooftop bar & city views.
A small luxury hotel on Avenida da Liberdade with private meeting space and rooms, suited to a focused 45-person leadership offsite.
Chic rooms & suites in an elegant property offering a bar/restaurant & a courtyard.
A boutique city-centre hotel that can hold the workshops, the dinner and the overnight rooms for 45 people in one place.
Warm quarters in an upscale property offering a spa, an indoor pool & a rooftop bar with city views.
Central Lisbon five-star hotel with meeting rooms and bedrooms in one place, suited to a focused 45-person leadership offsite.
Chic quarters in a swanky hotel with a restaurant & an indoor pool, plus free Wi-Fi.
Subject: Enquiry: 45-person leadership offsite, 13–14 May 2027
Hello Emerald House Lisbon team, I am planning Leadership offsite 2027 for Northwind: 45 team leads from our Berlin, Amsterdam, London and Warsaw offices. We want a boutique hotel in central Lisbon where meetings, dinner and rooms sit in one building, so your location in Lapa suits us well. Could you confirm availability and quote for: - Meeting space for 45 in a workshop setup, full day on Thursday 13 May and full day on Friday 14 May 2027, plus a breakout room or two for group exercises. - Coffee breaks and lunch on both days. - A seated dinner for 45 on the evening of 13 May, with wine and a bar. - A room block for 45 guests for the night of 13 May. Please tell us how many rooms you can hold for us, and your rate per night. We are budgeting 150 to 250 euros per room per night. - AV: screen, projector, sound and microphones for a speaker and an outside facilitator. - Several dietary requirements; we will send the list once we have it. No accessibility requirements at this stage, but please confirm step-free access. Please also send your cancellation terms and payment schedule. Thank you, [Your name] [Your title] Northwind
Fill in the parts in [brackets] before sending.
Subject: Enquiry: 45-person leadership offsite, 13-14 May 2027
Hello Verride Palácio Santa Catarina, I am planning Leadership offsite 2027 for Northwind. We need a city-centre boutique venue in Lisbon for 45 team leads from our Berlin, Amsterdam, London and Warsaw offices. Your palace setting and private meeting space suit a professional, workshop-led programme, and having rooms on site would keep the group together. What we need: - Full-day hire on Thursday 13 May and Friday 14 May 2027, with one main room for 45 people in a workshop or cabaret layout, plus space for breakout group exercises. - Catering both days: morning and afternoon coffee breaks and lunch, plus a seated team dinner for 45 on 13 May with wine and a bar. Several guests have dietary needs, so please confirm how you handle these. - Accommodation for one night on 13 May, around 45 rooms, at €150-€250 per room per night. - AV: screen and projector for slides and video, sound, and microphones for a speaker and an outside facilitator addressing the whole room. - Accessibility: please confirm step-free access to the meeting rooms and restaurant. Please confirm availability on those dates, send a quote covering hire, catering, rooms and AV, and share your cancellation terms and deposit schedule. Thank you, [Your name] [Your title] Northwind
Fill in the parts in [brackets] before sending.
Subject: Enquiry: 45-person leadership offsite, 13–14 May 2027
Hello Valverde Lisboa Hotel & Garden, I am planning Northwind's Leadership offsite 2027 for 45 team leads from our Berlin, Amsterdam, London and Warsaw offices. We want a central Lisbon property that is quiet and professional, with meeting space and bedrooms in one place. Your location on Avenida da Liberdade and the garden setting fit that. What we need: - Full-day private meeting space on Thursday 13 and Friday 14 May 2027, set for workshops and group exercises, with breakout space. - Catering: morning and afternoon coffee breaks and lunch on both days, plus a seated team dinner for 45 on Thursday evening with wine and a bar. Several guests have dietary requirements; please confirm you can cover them. - Accommodation: around 45 rooms for the night of 13 May. Our budget is €150–€250 per room per night. - AV: screen and projector, laptop connection, and microphones for a speaker and an outside facilitator addressing the whole room. - No specific accessibility requirements, but please confirm step-free access to the meeting rooms. Please confirm availability on those dates and send a quote covering room hire, catering, bedrooms and AV, plus your cancellation terms. Our overall event budget is €25,000–€50,000. Thank you. [Your name] [Your title] Northwind
Fill in the parts in [brackets] before sending.
Subject: Enquiry: 45-person leadership offsite, 13-14 May 2027
Hello The Vintage Lisbon team, I am planning Northwind's Leadership offsite 2027 for 45 team leads travelling from Berlin, Amsterdam, London and Warsaw. We need a boutique city-centre hotel where meetings, dinner and rooms sit in one building, so your Rodrigo da Fonseca location fits well. Dates are Thursday 13 and Friday 14 May 2027, two full days, with one overnight between them. Please tell us: - Availability on both dates for a private meeting room for 45 people, hired full day on 13 May and full day on 14 May, set for workshops and group exercises with breakout space. - Catering: morning and afternoon coffee breaks and lunch on both days, plus a seated team dinner for 45 on 13 May with wine and a bar. We have several dietary requirements and will confirm the list. - Accommodation: 45 rooms for the night of 13 May. Our budget is 150 to 250 euros per room per night. Please confirm rates and how many rooms you can hold. - AV: screen and projector, microphones for speaking to the whole room, and support for an outside facilitator. - Step-free access to meeting rooms, dining and bedrooms. Please send a full quote in euros and your cancellation terms. Thank you, [Your name] [Your title] Northwind
Fill in the parts in [brackets] before sending.
Subject: Enquiry: 45-person leadership offsite, 13–14 May 2027
Hello Four Seasons Hotel Ritz Lisbon, I am planning Leadership offsite 2027 for Northwind. It is a two-day offsite for 45 team leads from our Berlin, Amsterdam, London and Warsaw offices, on Thursday 13 and Friday 14 May 2027. Your central location and the fact that meetings and bedrooms sit in one building suit this group well. People arrive from four cities, so we want no transfers between sessions and rooms. Please tell us about: - A main room for 45 people for a full day on both days, set for workshops and group exercises, plus one or two breakout spaces. - Coffee breaks and lunch on both days. Several attendees have dietary needs, so please confirm how you handle these. - A seated team dinner for 45 on 13 May, with wine and a bar. - 45 bedrooms for the night of 13 May. Our budget is €150–€250 per room per night. - AV: screen, projector, sound and microphones for an outside facilitator and for video playback. - Step-free access to meeting rooms, dining and bedrooms. Please confirm availability on those dates, send a full quote in euros, and include your cancellation terms. Thank you, [Your name] [Your title] Northwind
Fill in the parts in [brackets] before sending.
Stay at the venue: meetings and rooms in one place. The other hotels are for any rooms it can't hold, rated 4 or higher. Distances are in a straight line.
Hotel in Lisbon, suggested for your company offsite.
Luxury hotel in a 19th-century palace with terrace dining, a spa & 2 pools, plus river views.
Warm rooms & suites, some with balconies & river views, in an upscale hotel with a gym & 3 eateries.
Bohemian hotel featuring a whimsical restaurant, plus a rooftop bar offering river views & DJ sets.
Recommended ways to travel, not bookings. Check times and costs before you book.
Nearest airport
Humberto Delgado Airport (LIS), roughly 7 km north-east of central Lisbon; usually 20–30 minutes by road to Lapa, longer at peak.
Day 1 · Thu 13 May, from 09:00 — airport arrivals
Day 1 · Thu 13 May, 19:00 — to the welcome dinner
Day 1 · Thu 13 May, 22:00 onwards — return from dinner
Day 2 · Fri 14 May, 14:30 — to the Alfama activity
Day 2 · Fri 14 May, around 16:30 — Alfama back to base
Day 2 · Fri 14 May, 18:30 — staggered departures
Mon 19 Oct 2026, 29 weeks before
Send a 'save the date' to all 45 attendees with the date, location, and a one-line description of the event.
Subject: Save the date: Northwind Leadership Offsite, Lisbon, 13–14 May 2027
Hello, You are invited to the Northwind Leadership Offsite 2027 in Lisbon on Thursday 13 and Friday 14 May 2027. Around 45 team leads from Berlin, Amsterdam, London and Warsaw will take part. The two days are for agreeing our plan for the year ahead and getting the four offices working as one group. The format is workshops and group exercises with an outside facilitator, plus a team dinner on the Thursday. The venue will be in central Lisbon. Northwind covers the venue, meals, the facilitator and one hotel night on 13 May. Book nothing yet. Please hold both days in your calendar now and tell your manager if you have a clash. Do not book flights yet. The full invitation, with the programme and travel guidance, follows in February 2027. Questions in the meantime: [contact name, contact phone].
Fill in the parts in [brackets] before sending.
Thu 11 Feb 2027, 13 weeks before
Send the official invitation including event agenda, logistics information, dress code (if applicable), and RSVP deadline.
Subject: Invitation and programme: Leadership Offsite 2027, Lisbon, 13–14 May
Hello, Here is your invitation to the Northwind Leadership Offsite 2027. Dates: Thursday 13 and Friday 14 May 2027. Place: [venue name], [venue address], central Lisbon. Who: 45 team leads from Berlin, Amsterdam, London and Warsaw. Employees only. Goal: agree the plan for the year ahead and build trust across the four offices. The days are workshops and group exercises led by an outside facilitator, with short sessions to the whole room and a team dinner on the Thursday evening. The tone is professional and focused, so please expect to contribute rather than listen. Programme: - Thu 13 May: Arrivals, kick-off and shared direction - Fri 14 May: Decisions, trust-building and departures What is covered: the venue, the facilitator, all meals and drinks on both days, and one hotel night on 13 May at the offsite hotel. Wine and beer are served at dinner, and there are soft options too. Travel: book your own flights to Lisbon Airport and claim them back as usual. Please arrive the evening of 12 May or early on 13 May. We arrange shared transfers between the hotel and the venue and to the dinner. Airport transfers are your own. RSVP by Friday 12 March 2027 at [RSVP link]. Please confirm your travel times, whether you need the hotel room, and any dietary needs. We already expect several vegetarian, vegan and allergy requirements, so be precise. Questions: [contact name, contact phone].
Fill in the parts in [brackets] before sending.
4 weeks before
Send a dietary requirements form to all confirmed attendees, noting: Several attendees have dietary needs (vegetarian, gluten-free, and similar). Set a 2-week deadline for responses.
Thu 29 Apr 2027, 2 weeks before
Send a pre-event briefing email covering: final agenda, travel instructions, parking details, accommodation check-in info, venue address with map link, and event-day contact details.
Subject: Joining instructions: Lisbon offsite, 13–14 May
Hello, The offsite starts in two weeks. Here is what you need. Where [Venue name], [venue address], central Lisbon. Sessions, meals and the dinner on 13 May are all at or near the venue. Hotel Your room for the night of 13 May is booked and paid for under your name at [venue name or hotel name, address]. Extras are yours to settle at checkout. If you arrive on 12 May, book that night yourself; the rate is under 250 euros. Getting there Fly into Lisbon Airport (LIS). From the airport, the red metro line to the city centre takes about 20 minutes, or a taxi takes 20 to 30 minutes and costs about 20 euros. Keep receipts for expenses. Timings Follow the programme in the invitation. Be in the room and ready a few minutes before each session starts. Transfers between the hotel, the venue and the dinner are arranged; meeting points are posted at the hotel reception each morning. What to bring Photo ID for hotel check-in, your laptop and charger, an EU plug adapter if you are coming from London, your team's current plans and numbers for the year ahead, and comfortable shoes for walking between sites. Dress is smart casual for both days and for the dinner. May in Lisbon is warm in the day and cooler in the evening, so bring a light jacket. Before you travel If your dietary needs or travel times have changed, tell us now so catering and transfers are correct. On the day Call [contact name] on [contact phone] for anything: late flights, hotel problems, or if you cannot find the room.
Fill in the parts in [brackets] before sending.
Day before the event
Send a brief 'see you tomorrow' message with start time, venue address, and a direct phone number for the event coordinator.
Day of event
Have a WhatsApp group or Slack channel active for attendees to receive real-time updates, ask questions, and share any last-minute logistics changes.
Within 48 hours post-event
Send a thank-you message to all attendees including key takeaways, follow-up action items, and a link to the feedback survey.
It holds the plenary, breakouts, meals and bedrooms in one building in Lapa, so nobody moves between sites.
It is tight: the realistic range is €31,450–€60,400, about €1,021 per person, so you need to cut or raise the cap.
Final numbers and the rooming list are confirmed 30 days out, on 13 April 2027, with unused rooms released before the contract deadline.
Pre-booked vans meet each flight wave at Terminal 1 from 09:00; allow 25 to 35 minutes to Lapa.
Day one starts with lunch at 12:00 and the kick-off at 13:30; day two runs 09:00 to the 17:00 closing circle.
Smart casual for both days and the dinner, plus a light jacket for the evening and shoes with grip for Lisbon's cobbles.
Northwind covers the venue, facilitator, all meals and one room on 13 May; you book and expense your own flights.
One plenary room seating 45 cabaret for two full days, two or three breakout spaces, and 45 rooms for the night of 13 May.
Several attendees have vegetarian, gluten-free and similar needs; collect all 45 by 1 April 2027 and send the list to the kitchen.
Three to five named decisions with owners and quarterly milestones, agreed in the Friday closing session and sent to all 45 within 48 hours.
The €25,000–€50,000 budget is tight for 45 people with one hotel night in Lisbon city-centre at €150–€250 per room. Rooms alone can reach €11,250 before venue, catering, facilitator and dinner.
Build a line-by-line budget now at the €150 room rate, cap the facilitator fee at about €6,000, and ask the hotel for a single all-in day delegate rate.
Mid-May is high season in Lisbon. Boutique hotels and private estates with a room for 45 people and a 45-bed block sell out 6–9 months ahead, and rates rise.
Shortlist five venues this month, hold two options by 15 December 2026, and sign with a fixed room rate and a release date no earlier than 1 April 2027.
Flights from Berlin, Amsterdam, London and Warsaw arrive at different times on 13 May, so the first workshop starts short of people and the alignment work has to be repeated.
Set a hard start time of 13:00 on day one, tell all four offices to book arrivals before 11:30, and put only a welcome and context session before lunch on day two's agenda instead.
The stated goal, agreeing the year plan and building trust across four offices, is too much for roughly one and a half working days, so you leave with discussion but no decisions.
Agree three to five named decisions with the leadership sponsor before booking the facilitator, give each one a timed slot, and end day two with a 45-minute session naming owner and date for every item.
The outside facilitator may not fit a four-country leadership group or may not know the material, which wastes the main cost of the event.
Brief and contract the facilitator by January 2027, run a one-hour design call plus a dry run in April, and interview six to eight attendees across the four offices beforehand.
Several dietary needs across 45 people are easy to get wrong at a team dinner, and someone ends up with no suitable plate.
Collect names and needs in one form by 1 April 2027, send the list to the hotel and dinner venue two weeks out, and ask for labelled plated dishes rather than a shared buffet.
Group transport is only partial, so some people pay for taxis, arrive late to dinner, or get lost in city-centre streets.
Decide which legs you cover, pick a dinner venue within a 15-minute walk of the hotel, and send each attendee a one-page travel sheet with airport transfer options and a meeting point.
Alcohol at the team dinner plus a 09:00 start on day two reduces the quality of the second day, which is where decisions land.
Offer wine and beer with dinner on a limited tab rather than a free bar, close the bar at 23:00, and start day two at 09:30 with a working session rather than a presentation.
Describe it in a sentence and answer the questions. Free to start, no account needed.
Create your brief