Company Retreat Packing List: What to Tell Employees to Bring

A week before every offsite, the same questions start coming in: "What should I wear to dinner?" "Do I need hiking boots?" "Will there be a pool?" A clear packing list is one of the small details in corporate retreat planning that makes a big difference. It saves you dozens of messages and saves your team from forgotten chargers and the wrong shoes.

This guide gives you a company retreat packing list to send your team: the essentials, what to wear, extras by destination and activity, what people don't need to bring, and a message you can copy and paste.

Key Takeaways

• Send the packing list about a week before the offsite, with a short reminder 48 hours before departure.
• Cover the essentials: travel documents, tech and chargers, toiletries, any medication people need, and layers.
• Give clear dress code guidance for working sessions, activities and dinners, so nobody has to guess.
• Add extras based on the destination's weather and the activities on the agenda.
• Tell people what they don't need to bring, such as items in a welcome kit or gear the venue provides.

When and how to send the packing list

Timing matters as much as the list itself:

• One week before: send the full packing list with the agenda overview, so people have time to shop or borrow gear.
• 48 hours before: send a short reminder with the weather forecast and any last-minute changes.
• Where to send it: email for the full list, plus a pinned message in your offsite Slack or Teams channel so it's easy to find.

Keep it short and scannable. People read packing lists on their phones the night before they leave.

The essentials every attendee needs

Travel and documents

• Government-issued ID, or a passport and any required travel documents for employee retreats for international trips
• Boarding pass and travel confirmation
• Company card or expense details, if needed

Tech

• Laptop and charger
• Phone and charger
• A portable battery pack
• Headphones for the flight

Personal items

• Toiletries for every night of the stay
• Any medication you need, kept in your carry-on
• Glasses or contact lenses
• A reusable water bottle

Clothing basics

• A layer for air-conditioned meeting rooms, like a light sweater or jacket
• Comfortable walking shoes
• Sleepwear and enough clothes for each day, plus one extra outfit

What to wear: a simple dress code guide

Most offsites are business casual at most. Spell out what that means for each part of the agenda:

Part of the agendaWhat to wearWorking sessionsBusiness casual: comfortable pants or jeans, a shirt or sweater, comfortable shoesActivitiesActivewear and sneakers, or whatever the activity calls forTeam dinnersSmart casual: one step up from the working sessionsSpecial eventsOnly if planned: a themed night or awards dinner may call for something dressier

If there's an event with a specific dress code, say so clearly and early. That's the item people most often have to shop for.

Extras by destination

Warm-weather destinations

• Sunscreen and sunglasses
• A hat
• Swimsuit and sandals
• Light, breathable clothing

Cold-weather or mountain destinations

• A warm coat, hat and gloves
• Waterproof boots
• Thermal layers
• Lip balm and moisturizer for dry air

If you're heading to one of the winter corporate retreat destinations, check whether ski or snow gear can be rented on site, and tell people before they pack it.

International trips

• A passport valid for the full trip, with any travel documents the destination requires
• Plug adapters
• A phone plan or eSIM for international data

For international offsites, ask people to check passports and travel requirements weeks in advance, not the week of the trip.

Extras by activity

Match the list to what's actually on the agenda:

• Hiking or outdoor adventures: hiking shoes or trail sneakers, a daypack, a rain jacket and bug spray.
• Water activities: swimsuit, quick-dry clothing, water shoes and a waterproof phone pouch.
• Spa or wellness sessions: comfortable clothes and a swimsuit if there's a pool or hot tub.
• Yoga or fitness classes: activewear, plus a mat only if the venue doesn't provide them.
• Sports or games: athletic shoes and clothes you don't mind getting dirty.

If an activity is optional, say so, so people who aren't joining don't pack gear they won't use.

What attendees don't need to pack

Telling people what's already covered saves luggage space and questions:

• Welcome kit items. If you're handing out corporate retreat gift bags on arrival, list what's inside, such as a water bottle, notebook or branded hoodie.
• Venue amenities. Towels, hair dryers, robes and toiletries, if the hotel provides them.
• Activity gear. Kayaks, bikes, ski equipment or yoga mats that are included or rented on site.
• Meeting supplies. Notebooks, pens and sticky notes, if you're bringing them.

Copy-paste packing list message

Adapt this for email or Slack:

Packing list for [Offsite name], [dates] in [location]

Hi team! Here's what to bring. The forecast is [weather], and we'll be [main activities].

Essentials: ID [or passport], phone and laptop chargers, toiletries, any medication you need, and a light layer for meeting rooms.

What to wear: Business casual for sessions, activewear and sneakers for [activity], and smart casual for dinners. [Add any special dress code here.]

Extras: [Swimsuit / warm coat / hiking shoes / plug adapter].

No need to pack: [Welcome kit items], towels and toiletries at the hotel, and [gear provided on site].

Questions? Reply here or post in [#offsite-channel]. See you soon!

Conclusion

A good company retreat packing list answers people's questions before they ask. Send it a week before the offsite with a reminder 48 hours out, cover the essentials and a clear dress code, add extras for the destination and activities, and tell people what they don't need to bring. Use the message template above to send it in minutes. Offsite can handle the venue, travel and activities, so your packing list is one of the few things left on your plate.