Guide
Building the perfect company offsite attendee form
TL;DR: An offsite attendee form should collect five things: dietary needs, t-shirt size, room preference (single, shared, partner), arrival/departure dates and any accessibility needs. Send it eight weeks before the offsite and close it four weeks before.
The five must-have fields
Dietary needs (multi-select + free-text allergies), t-shirt size for the offsite swag drop, room preference, travel window for ground transport, and accessibility/medical needs. Anything beyond these should be in a separate optional section.
Timeline that works
Week -8: send the form. Week -6: first reminder. Week -4: close form, send to caterer and travel desk. Week -2: send agenda + final logistics. Day 0: arrive prepared.
Handling allergies safely
Always include a free-text 'critical allergies' field separate from the multi-select. Multi-select dietary preferences (vegan, vegetarian, gluten-free, halal, kosher) help catering plan; free-text allergies prevent emergencies.