When we book an offsite session day with you, who is responsible for the venue, food, and technology setup, and what are your absolute non-negotiables for the room layout?

Question

Tyler Smith · Accepted Answer

Booking the space is your responsibility, and it must be neutral ground. Do not host the session day at your office. The daily operational gravity is too strong; the moment someone steps out to use the restroom, they will get pulled into a tactical emergency. Secure a comfortable, private offsite room with plenty of natural light.

The physical environment dictates the quality of our strategic work. The absolute non-negotiables for the room layout include:

- At least two large, high-quality whiteboards or flipcharts with fresh markers.
- A U-shaped table setup so all leadership team members can see each other and the whiteboards clearly.
- Comfortable, ergonomic chairs because we will be sitting for eight hours.
- Reliable, high-speed wireless internet, though screens must remain closed unless we are actively documenting.
- Continuous water, coffee, and healthy, high-protein snacks to prevent the afternoon slump.

Avoid heavy, carb-laden lunches that induce brain fog. I will bring the teaching materials, templates, and the facilitation process. You supply the space, the minds, and the fuel. When we walk in at 8:00 AM, the room must be entirely dedicated to our team, free from the threat of interruptions by your employees or hotel staff.