Free Company Offsite Budget Template for Google Sheets

Planning an offsite means juggling a lot of moving costs — and the per-person number leadership keeps asking for changes every time the headcount does. This template gives you one opinionated place to plan the budget, track actuals, and watch the per-person figure update live.

What’s inside

• Categories that cover the real costs — travel, lodging, meals, activities, venue, swag, and a contingency line
• Planned vs. actual columns so you see drift before it becomes a surprise
• Per-person rollup that recalculates automatically as you change headcount
• A 10% buffer baked in for the things every offsite forgets
• A scenario row — lean / planned / stretch totals for the leadership conversation

How to use it

1. Click Get the free template and choose Make a copy.
2. Set your headcount and target per-person budget at the top.
3. Fill in planned costs per category — totals and per-person figures update live. (Realistic category percentages are in our retreat budget breakdown.)
4. As you book, log actuals to keep finance happy.

Tips

• Lock your all-in number before you start pricing venues. It keeps the conversation honest.
• Budget against confirmed RSVPs, not the invite list — a 75% show rate moves your per-head cost by a third.
• Keep the contingency line untouched until you genuinely need it.
• Share read-only with leadership, editable only with your core planners.

Get the free template →

Related templates

• Event Cost Per Person Calculator
• Offsite Planning Checklist
• Catering Comparison Sheet

---

Once your headcount is moving, a spreadsheet stops keeping up. TeamRally tracks RSVPs and plus-ones live, so your per-person costs reflect who’s actually coming — not last week’s guess. Join the waitlist.