Leadership retreat in Rome for 12 to 18 people: work by day, Rome by evening

A 3-day leadership retreat in Rome for 12 to 18 people costs around €1,450 to €1,850 per person in a single room, excluding flights. That covers 2 nights with breakfast in a 4-star boutique hotel, tourist tax, a private meeting room for two and a half days with an all-day coffee station, 2 business lunches, a pasta class with dinner, a guided walk and a 4-course group dinner. A one-off agency fee comes on top and is quoted with your proposal; VAT on the agency fee may apply. Larger teams, winter dates and a larger 4-star hotel sit at the lower end; spring and autumn dates and a boutique hotel at the upper end.

Yes, the price guide assumes a single room for every participant, which is the norm for senior teams. Your room count therefore equals your headcount, and in central Rome only some boutique hotels have the rooms you need and a meeting room free on the same dates. We check both together before a hotel appears in your proposal. If some participants prefer to share or bring a partner, we show the effect on the price per person. Extra nights before or after the retreat can usually be added at or near the group rate, billed to the individual.

Yes, we confirm the U-shape set-up in writing before a room enters your proposal. Capacity charts often assume theatre style, and a U-shape for 18 needs much more floor space, which is scarce in Rome's historic buildings. We check daylight, screen and projector, flipchart and Wi-Fi, and whether the coffee station is included in the room rate or charged per person. We also check that lunch is served outside the meeting room, so the team gets a change of scene. A breakout room for parallel workshops can be added on request.

Most participants take a taxi from Rome Fiumicino, about 26 km from the centre, or the Leonardo Express to Termini in about 32 minutes. Ciampino, mainly for low-cost flights, is about 20 km away. For several people on the same flight we can book a minivan on request, because coaches need paid permits for central Rome and the programme does not need one. We collect everyone's flight times, set the start on day 1 around them and store luggage at the hotel for early arrivals. After that, every session, lunch and dinner is within walking distance.

Avoid August, Holy Week and Easter, and the weekend of the Rome Marathon in mid-March. In August the city is hot and slows down around Ferragosto on 15 August. Holy Week and Easter fill the centre with visitors and push up hotel prices. The international tennis tournament in May and the film festival in October tighten hotel availability, so book early for those months. Public holidays such as 25 April, 2 June, 29 June (Rome's patron saints) and 4 October change opening hours. January, February and November are quieter and usually better value.

Your team owns the business objective, the session content, the facilitation and any speakers, and we take over everything in Rome. That means hotel and room block, meeting room set-up, catering times around your agenda, the pasta class, guide and dinner, menus and dietary needs, minivan transfers and the programme document with every address and contact. You send us the participant list; we handle the rooming list and changes. If you want a facilitator, tell us in the discovery call and we suggest options. You can also keep parts in-house, such as flights or a dinner, and we price the modules separately.

Yes, because a retreat we combine from hotel nights and other travel services is a package under German package travel law, also for companies. Your payments for package trips are insured against our insolvency by R+V Versicherung, as required by § 651r BGB. You receive a security certificate with your booking confirmation, before any deposit is due. The deposit starts from 20 %, depending on the group terms of the hotels and suppliers, and the balance follows the schedule in your proposal. Cancellation terms reflect the conditions of the hotel and suppliers and are set out in writing before you book.

Small changes are normal, and we plan for them. Rooms are held on option until a stated date, and the hotel contract states until when the room block can be reduced. Meeting room and catering numbers are confirmed later than rooms. If the number of participants changes, we reissue the price per person, because the meeting room and the guide are shared costs. Agenda changes are usually easy: session times, lunch and the start of the evening programme can move until a few days before arrival. You receive all change and cancellation terms in writing before you book.