Behind the Scenes: How We Planned a Multi-Day Offsite in Under a Week
Not every event has months of lead time—and that’s exactly where Vanta shines. Last quarter, we were brought in by a fast-growing tech company that needed a full multi-day offsite planned in just 6 days.
The goal? Create a series of team experiences that felt intentional, well-run, and on-brand—without the stress or inflated costs.
Here’s how we pulled it off.
The Challenge: A Last-Minute Offsite with High Expectations
The client had just finalized budget approval and realized their internal team didn’t have the bandwidth to plan multiple events across multiple days. They needed:
One rooftop happy hour
A full-day strategy session + catered lunch
A team dinner with a private dining room
Optional post-dinner social event
All planned, booked, and confirmed in under a week
Our Approach: Speed, Strategy & Insider Access
We immediately pulled from our internal network of venues and vendors across West Loop and River North, leveraging pre-built relationships to lock in spaces others couldn’t get last-minute.
Within 48 hours, we had every space confirmed:
Recess for the kickoff happy hour
Morgan MFG for the full-day strategy session + catering
Formento’s private dining for the team dinner
And an optional afterparty space at The Bassment on standby
We coordinated every detail—dietary preferences, A/V needs, signage, seating charts—while keeping the client looped in but free of day-to-day stress.
The Result: A Seamless, High-Impact Offsite
The feedback from the client?
“You made us look like rockstars. This would’ve taken us three weeks to pull off—and you did it in three days.”
Team members said it was the best-planned event they’d experienced at the company.
Why It Worked
✅ Speed without sacrifice – Our vendor relationships and real-time availability tracking allowed us to move fast without compromising on quality.
✅ Full coordination – From guest arrival to final drinks, our team managed every moving part.
✅ Cost transparency – The client paid the vendors directly—no markups, no surprises.
Need an Event Planned—Fast?
Whether you’ve got a week or a month, Vanta can pull together a high-quality event without the stress. Our services are free for companies—we’re paid by the venues, not you.
