A realistic budget for a company outing in 2026 averages between 50 and 150 euros per person, depending on the type of activity, the location, and what’s included. For a more extensive program that includes catering, activities, and a professional venue, you can easily expect to spend 100 euros per person or more. The sections below will help you accurately estimate exactly what your specific outing will cost and how to effectively justify it internally.
What is the average cost per person for a company outing?
The average cost of a company outing in 2026 ranges from 50 to 200 euros per person. A simple team lunch with an activity falls at the lower end of that range. A full-day retreat that includes a meeting, activities, catering, and drinks is closer to 150 to 200 euros. The exact amount depends heavily on the duration, the number of people, and the chosen location.
A handy rule of thumb: the more services you bundle at a single venue, the better you can control the cost per person. Individual bookings with multiple providers can quickly add up. An all-inclusive package at a single venue provides greater clarity and prevents unexpected costs later on.
Group size also plays a role. With larger groups, the price per person often decreases, because fixed costs such as venue rental and coordination are spread across more participants. For small groups of 10 to 20 people, the price per person is usually higher.
What expenses should you include in your company outing budget?
A complete company outing budget involves more than just the venue rental. The main cost items are: venue rental, catering, activities or program, transportation, and any coordination or supervision. If you focus solely on the venue price, you’re in for some surprises later on.
- Venue rental: the basic cost for use of the space, including chairs, tables, and any audiovisual equipment
- Catering: lunch, dinner, drinks, or coffee breaks; this is often the largest variable expense
- Activities: team-building, workshops, or sports activities such as kitesurfing or beach games
- Transportation: travel expenses for the team, especially for locations outside the city
- Support and coordination: a dedicated contact person or event coordinator on-site
- Equipment and technology: presentation screens, sound system, flip charts
Tip: Always ask whether VAT is included in the quote and whether there are any additional costs for parking, coat check, or cleaning. These items are often overlooked in the initial estimate.
How do the budgets for a retreat, a team lunch, and a team-building event differ?
The type of outing has a significant impact on the budget. A team lunch is the most economical option and costs an average of 30 to 60 euros per person. A team-building event with activities and a meal costs between 75 and 125 euros. A full-day retreat with a meeting, program, lunch, and drinks can easily cost 120 to 200 euros per person.
Duration is the biggest cost driver. A strategy day lasts an entire day and includes several meals, a program, and sometimes an overnight stay. A team lunch lasts two to three hours and requires far less in terms of venue and catering. Team-building falls somewhere in between: it involves more than just food, but is less extensive than a full strategy day.
Do you want to organize a team-building event that’s taken seriously by your staff? Then make sure the meeting facilities and the program are well-balanced. A beachfront venue with professional AV equipment and its own kitchen can offer that combination without requiring two separate vendors.
What determines whether a beach location is more expensive or less expensive?
A company outing at the beach doesn’t have to be more expensive than one in the city, but the total cost depends on a few key factors: accessibility, what’s included, and whether you’re working with one or more vendors. A beach venue that offers everything under one roof is often more cost-effective than a venue where you have to arrange catering, activities, and audiovisual services separately.
Beach venues outside the city can sometimes involve higher travel costs. That’s a real expense to factor in. On the other hand, you’ll save on external caterers, activity providers, and technical suppliers if the venue handles those services itself. The net costs often end up being lower than expected.
The season and day of the week also play a role. Weekday bookings are generally cheaper than weekend bookings, and the early or late season offers more opportunities for competitive rates. Here at the Zandmotor, we’re open from March through October, which allows for early or late-season bookings at attractive rates.
How do you get internal approval for your company outing budget?
The quickest way to get internal approval for a company outing budget is to present the proposal in a way that speaks for itself: a clear price per person, a detailed description of what’s included, and a brief explanation of the business value. Managers want to see a return on investment; employees want to have fun; and the finance department wants a clear figure.
Use a consistent structure in your proposal:
- Purpose of the outing: team building, kick-off, project wrap-up
- Program Overview: What the Team Will Do and When
- Total price per person, including VAT: no hidden fees
- Location profile: professional enough for management, attractive enough for the team
Selling a beach venue internally can sometimes seem like a challenge, but the pitch is simple: the same meeting facilities as in a conference center, but with a setting that truly energizes the team. Fresh sea air and an active program provide more energy and lead to better discussions than a climate-controlled room. Still unsure about the possibilities? Feel free to contact us for a no-obligation consultation.
When is an all-inclusive package more cost-effective than booking individual components?
An all-inclusive package is more cost-effective when you combine three or more elements, such as a venue, catering, and an activity. Booking each service separately from different providers involves additional paperwork, coordination, and minimum purchase requirements for each. That adds up in both time and money. A package bundles those costs and gives you a single point of contact.
In practical terms, with an all-inclusive package, you’ll save on:
- Coordination time for the organizer
- The risk of miscommunication between suppliers
- Unexpected additional costs for individual parts
- The time required for multiple rounds of bidding
The only time individual bookings might be more cost-effective is if you have a very specific request that one supplier can fulfill better than a package deal allows. For most standard company outings, a well-put-together package with transparent business arrangements offers more certainty, less hassle, and a clearer overview of the total budget.
Frequently Asked Questions
How far in advance do I need to book a venue for a company outing?
For a company outing during the early or peak season (April through September), it’s a good idea to book at least 6 to 8 weeks in advance, especially at popular beach locations. In the off-season or on weekdays, you often have more flexibility and can sometimes even book as late as 2 to 3 weeks in advance. Booking early also gives you more room to negotiate the program and price.
What are some common mistakes to avoid when creating a budget for a company outing?
The most common mistake is budgeting based solely on the venue cost, without factoring in sales tax, transportation, tips, and small extras like coat check or parking. A second common mistake is leaving it too late to build in a buffer: always add 10 to 15% on top of your budget for unforeseen expenses. Finally, many organizers forget to factor in coordination time—the hours you spend on the organization have value too.
Can I claim a company outing as a tax deduction, and does that affect my take-home pay?
Yes, in many cases, the costs of a company outing are partially tax-deductible as business expenses, provided there is an underlying business purpose, such as team building or a kick-off event. In the Netherlands, mixed expenses (both business and social) are subject to limited deductibility; consult your accountant or tax advisor for the exact rules that apply to your organization. This can significantly reduce your net budget burden and is a strong argument for internal approval.
How do I adjust the program if my budget is reduced halfway through the planning process?
If you’re working with a smaller budget, prioritize the elements that have the greatest impact on the team experience: catering and the main activity. It’s better to cut back on extras like printed promotional materials, an elaborate reception, or luxury goodie bags than on the core of the program. Discuss openly with the venue whether a scaled-down version of the package is possible—many providers are happy to work with you and offer flexible options.
How can I ensure that the outing is accessible to everyone, including employees with physical disabilities?
Be sure to ask the venue specifically about accessibility: are there barrier-free entrances, suitable restroom facilities, and alternatives to physically demanding activities? A good venue always offers an alternative activity for those who cannot participate in sports. Be sure to proactively communicate this to your team in advance so that everyone feels welcome and included.
What is a realistic minimum number of participants for a reasonably priced company outing?
Most venues require a minimum of 10 to 15 people for an all-inclusive package at an affordable price per person. If you fall below that threshold, you’ll often be charged a surcharge or a fixed minimum fee, which can quickly drive up the price per person. Do you have a small team of fewer than 10 people? Then consider teaming up with another team or department, or opt for a more compact option, such as a team lunch instead of a full retreat.
How do I assess afterward whether the company outing was worth the money?
After the event, send participants a short anonymous survey asking about the atmosphere, program, location, and the impact on team spirit. Relate the results back to the original goal of the outing—if that was team bonding, then an increase in the team satisfaction score is a concrete result. That data is also valuable for the next budget request: a positive evaluation makes it much easier internally to get approval again next year.
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