Your next company gathering with a peace of mind
Let us helpEver feel like your meetings need reinvigoration? We get it. Sticking to the same meeting routines can get a bit stale. When done right, meetings are where creativity blooms, big decisions get made, and teams come together.
At Surf Office, we’ve mastered the art of making meetings meaningful (and dare we say, fun?). From hybrid brainstorming sessions to in-person strategy retreats, we’re here to help you craft experiences that inspire your team and deliver results.
This guide breaks down everything you need to know, from the basics of meeting management to why Surf Office is your go-to partner for success. Let’s dive in and transform the way your team gathers!
Meetings are the arena where great ideas come to life. If they aren’t properly organized, they can become a black hole for time and energy. The foundation for setting up and executing better meetings is with meeting management services (that’s where we step in!).
Organizing stronger meetings needs to be tackled from multiple angles. Meeting management services handle details like the size and layout of the meeting, as well as the tech and equipment required to enhance it. At its core, meeting management gets into the details of venue sourcing and logistics, leaving no time wasted.
Strategic meeting management takes it a step further with a more holistic approach. Instead of viewing each meeting as an isolated event, a strategic meeting management program aligns meetings with deeper organizational goals. For your organization, this could mean cutting unnecessary costs, improving experiences, or tracking key outcomes to ensure your meetings deliver the highest value.
More specifically, your company might benefit most from focusing on meeting administration. This gets to grips with the operational side of meetings. Working on improving your meeting administration improves areas like scheduling and attendee coordination. It also includes managing invitations, RSVPs, and follow-ups. Administration might not be the most glamorous aspect of meeting management, but without it, a program can quickly fall apart. Implement meeting administration to make sure your team shows up and tunes in, day after day.
Planning the perfect meeting can sometimes feel like juggling a hundred components. At Surf Office, we’re here to transform your meetings into meaningful experiences.
Here’s why partnering with us for your meeting management services is the best decision you’ll make:
Tailored solutions for every meeting
No two meetings are ever the same, so why settle for standard cookie-cutter solutions? We’ve got bags of experience orchestrating hybrid meetings and organizing retreats to develop leadership. We’re ready to craft your meeting experiences that align with your company goals and needs.
Focus on in-person and hybrid meetings
We’ve practically written the book on getting the most out of in-person and hybrid meetings. Our hands-on experience in optimizing meetings means every member feels like part of the action, including those hybrid attendees.
Expertise beyond software
We focus on the human element, delivering experiences that resonate and leave an impact long after the meeting is over. Our expertise also extends to strategic event management, making sure that every aspect of your meeting delivers on your organization’s objectives.
Global expertise, with a local touch
We’ve garnered experience with events stretching across 160+ locations. We know how to match your meeting’s goals with the perfect setting. We’ve sorted meeting events in sleek urban hubs and serene seaside settings, so trust us to craft meetings that inspire your teams.
Stress-free planning
We take the load off your shoulders. We take care of venue sourcing for meetings, scheduling, and setup, with all the little extras. From breakout rooms to catering, we’ve got enough in our arsenal to make sure your meetings leave a stronger impression.
Ever wonder how the experts plan out the ultimate meeting experience? At Surf Office, we love figuring out the steps involved in designing the best meetings. We’ve broken down five straightforward steps that make meetings flow as smoothly as hot chocolate:
Right off the bat, get straight into the main purpose of the meeting. Ask yourself “What’s the goal of this meeting?” and “What do I want to achieve?” If your answers don’t come immediately, you might need to reshuffle the cards. Your purpose has to provide a shining light that sets the stage for focus and productivity. At Surf Office, we help you refine your objectives, ensuring every discussion carries weight. Once the purpose is crystal clear, we craft a detailed agenda. This functions like a map to stronger meetings, filled with designated speakers and priority topics. A clear agenda sets expectations and ensures that every minute of your meeting serves a purpose.
Finding the perfect time for your meeting can be a bit of a challenge, especially if you have a few hybrid attendees in different time zones. That’s where we shine. We coordinate with your team to lock in a slot that works for everyone, minimizing scheduling headaches. We share the agenda well in advance, giving participants time to review and prepare.
When it’s go-time, we ensure the meeting runs like the perfect machine. From keeping discussions focused to managing time, Surf Office takes the reins to create a smooth and productive experience. Our curated meeting management design makes sure each decision and idea is followed up with a clear action item. Everyone leaves knowing exactly what’s expected of them, turning discussions into tangible outcomes that drive your team forward.
Details matter, and we make sure none are missed. During the meeting, our team documents key decisions, action points, and any important discussions. We polish and promptly share the minutes, making sure everyone is on the same page. But we don’t stop there! We securely archive these records for easy access later. Whether you need to revisit past decisions or follow up on tasks, the documentation is always ready and organized. It’s a small step that makes a big difference in keeping your team aligned and accountable.
Strategic meeting management doesn’t end when everyone leaves the room (or when they log off). At Surf Office, we believe in incrementally learning from every experience. By analyzing what glowed in the meeting, and what needs to grow, we make sure improvement continues to happen. We build a rhythm that makes your meetings flourish.
A well-run meeting can spark ideas, but as the organization develops you need to start managing your meetings in a way that stands out.
Entrusting strategic meeting management experts can turn ordinary meetings into powerful tools that drive the business to new heights.
Here are some of the ways Surf Office can enhance your business needs:
Cost efficiency
A poorly planned meeting can drain time, money, and energy from the workplace. A carefully laid out strategic management program helps you spread your resources wisely, curring back on expenses. By sourcing the right venue, optimizing your attendee logistics and tracking costs, you’re making sure every penny works toward the company’s objectives.
Boosted productivity
Strategic meeting management is a bit like being given a backstage crew of experts. They’ve got experience in every aspect of delivering killer meetings like the agenda, timing a layout. They keep every attendee engaged and focused, laying the groundwork for your teams to collaborate more effectively and achieve results.
Enhanced ROI
Meetings aren’t just events, they’re a chance for investment in the way the company develops. Corporate meeting management can align every meeting with your big-picture organizational goals. They set clear outcomes and help design action points. A strategic approach to meeting management creates a stronger sense of unity in teams, and in turn, brings stronger performance in the workplace.
Unforgettable experiences for attendees
The best meetings leave a deep and lasting impression on your teams. Thoughtful meeting planning makes sure your teams stay engaged, inspired, and ready to act. We make sure every aspect of your meeting is optimized, from the technology you use to the venue layout. Strategic meeting management focuses on creating experiences that resonate.
Reduced risk
Last-minute surprises can derail your plans, no matter how well you’ve organized them. Our strategic management program considers every potential hiccup, from tech difficulties to venue contingency plans. Our proactive meeting planners minimize risks and keep events on track.
At Surf Office, we believe in the transformative power of well-managed meetings. By combining expertise, creativity, and precision, we make sure your meetings aren’t just run of the mill—they’re extraordinary!
Our 10+ years of expertise in the industry have taught us that meetings are more than agendas and action points. They really can be the opportunity your teams need to grow closer than ever before.
That’s why we weave in activities that make meetings memorable and productive. Here’s a little insight of what we bring to the meeting table:
Icebreakers that actually break the ice
Forget awkward introductions when newbies join the office squad. Our icebreaker activities shake up the atmosphere and get everyone involved. Our curated list of activities provides a refreshing, fun atmosphere and kickstarts wonderful conversations. Everyone contributes right from the start. Ice, officially broken!
Teambuilding workshops
If you’re looking to strengthen collaboration and spark innovative thinking over the long term, our team-building workshops will be right up your alley. We’ve got workshops focused on problem-solving, creative thinking, and good old-fashioned team bonding. Our workshops unlock the deepest levels of your team’s potential. Whether it’s designing a mock product or tackling a fun group puzzle, these workshops ensure your team leaves inspired and ready to take on any challenge.
Hybrid-friendly engagement
We’ve learned the ins and outs of effective hybrid meetings. We make sure everyone, whether they’re in the room or on a screen, feels equally involved. Real-time document sharing and collaboration gives everyone the chance to be heard (no muting going on here!). We’ve learned the craft of creating a seamless experience for all. Clear facilitation and interactive tools, and suddenly your hybrid meetings don’t feel so complicated. They feel as strong as in-person gatherings!
Standout meetings in spectacular settings
Why settle for ordinary meeting management, when you can use an extraordinary setting with us? At Surf Office, we believe that the right environment transforms meetings from mundane to magical.
With over 160 retreat locations worldwide, we’re ready to show you the perfect spots to spark creative and unforgettable experiences. Here are some of the best experiences we offer:
Experience the charm of Lisbon streets with historic neighborhoods and stunning coastal views. Retreats here combine urban thrills with serene spaces for productive meetings.
Immerse your teams in the artistic and architectural wonders of Barcelona. Gaudi’s gothic masterpieces and a lively beach scene offer the most dynamic backdrops for productive retreats.
Infuse a retreat with the unmistakable rhythm of Music City. Nashville’s incredible music scene and Southern hospitality create a one-of-a-kind atmosphere that won’t be forgotten any time soon.
The bustling streets of Bangkok await, showing the cultural heritage of one of the jewels of the world. A retreat here blends modern amenities and traditional charm, the perfect backdrop for standout meetings.
Avocode’s retreat as a mini startup accelerator
Avocode is a tool that helps designers and developers collaborate on one seamless platform. For their work retreat, the team spent 10 days with Surf Office Lisbon working as a mini-startup accelerator.
The group of 20 divided into small teams on day one, and then spent the time working on specific projects. The last day of the retreat was dedicated to presenting each team’s results with the rest of the group. As a result, Avocode’s work retreat drove innovation. Their result is a great example of how to make the most of limited time to do some creative thinking.
Mynd retreat resulted in 12 new products features
Mynd is a property management company based in California. For their work retreat, Mynd’s team of 32 people relocated for 10 days to Surf Office Barcelona. Like Avocode, they spent the first three days running a hackathon. The team developed 12 new product features in a quick sprint of innovation.
Mynd’s approach to their work retreat was to prepare beforehand; key design elements were already in place when they arrive in Spain. As a result, the team could move quickly and work without designers. Consider what you need to do to prepare before arriving onsite for your work retreat.
Mattermost’s innovative design retreat
Mattermost is a communication software company that makes a Slack-alternative messaging platform. Their team retreat in Lisbon combined innovation and team-building in five days.
Mattermost spent their work retreat building a product roadmap, discussing their core values, team-building, and hosting a hackathon. Check out more in this video from their CTO, Corey Hulen.
Invision’s team comes together for beach meetings
Finally, InVision is a product design tool and 100% remote company. The team met in Ericeira for a work retreat with Surf Office.
They split their time between team bonding – stand-up paddle, surfing, and eating incredible seafood – and a hackathon. During their one-day hackathon, InVision built new product features and internal communication tools.
Are you planning a strategy meeting, design sprint, hackathon, kickoff meeting of a new project or “just” regular work time?
Whatever it is, we’ve got your back.
Expect a professional working environment with:
And of course, very fast internet.
Each team has a bit of a different expectation when it comes to their retreat experience and that’s why you have the flexibility to choose different types of accommodation ranging from premium ensuite rooms to shared accommodation.
All of our accommodation options are located in central areas within walking distance from the restaurants and grocery stores. You don’t need to rent a car or use public transportation to move around. We want to make your stay as easy as possible.
You have 100% security that your booking won’t be canceled (anyone with experience of last-minute group booking cancellation can relate).
We understand that your team might be growing and you might need to add additional rooms over time, you’ll have this flexibility too.
We’ve built a system that makes retreat planning easy and fast.
We’ll plan every detail of your retreat from start to finish, so that you don’t have to. This includes:
You will get a personalized schedule and online dashboard with all of your retreat information before your retreat starts. Our onsite support will show you everything you need to know upon your arrival and make sure everything goes smoothly for you and your team.
“I just wanted to say a thousand thanks to you for all of your hardwork and help in the organising of our team summit. It was a huge success and we couldn’t have done it without you!”
Emma Louise Bowen, People & Operations Manager in Workday
1. Tell us more about your plans
We would like to hear more about your plans and how we can make your next company summit a success.
Do you have an office in one location or is your team distributed? Can employees bring their partners? Is the retreat going to be more about work or fun?
2. Planning with your dedicated project manager
Even finding and booking one single restaurant for the dinner can be a painful project. Is the food going to be good? Is the price fair? How many of our team members have diet restrictions?
Each retreat is a combination of multiple smaller projects and with a large group the complexity might be scary.
But no worries, we mastered this process and made it fun and easy.
Our experienced project manager dedicated to you will help you with a whole organisation from searching for flights to crafting unique surprise activities for your team.
We will be your one-stop-shop for all of the logistics of your retreat. The Retreat Planner assigned to your group will work with you to book and coordinate everything from A-Z, providing you with peace-of-mind and a guarantee of quality and reliability from our local partners at the best possible prices.
According to our repeat clients and our first-time clients who have previous experience in organizing retreats in-house, this is the greatest value that we bring to them.
3. Detailed plan and schedule of your company retreat
At the end of the planning process you will end up with the bullet-proof schedule. There is no room for improvisation with a large group.
Everything must work perfectly, all the activities and transfers must be just-on-time.
Sounds like a dream end, right? That’s how we work.
You are ready for your epic company retreat.
Choose from hundreds of locations in Europe, America, Asia-Pacific, and North Africa.
