Case Study: Sched’s Annual Company Retreat
Thoughtful Planning That Fostered Connection, Collaboration, and Clarity
Venue:
Boutique hotel
Guests:
25
Location:
Bahia, Brazil
Duration:
7 nights
Client Overview
Sched is a fully remote event tech company with team members distributed across time zones and continents. Like many remote-first teams, they know that company culture, strategy, and connection can’t thrive on Slack and Zoom alone.
That’s why each year, they invest in Schedcation—a full-company retreat designed to bring their people together for face-to-face connection, strategic alignment, and meaningful learning. From team-led workshops to shared adventures, it’s more than a getaway—it’s a key part of how they build trust, reinforce culture, and set the tone for the year ahead.
The Challenge
Before partnering with Beyond Team Retreats, Sched had worked with other retreat planning companies—but consistently ran into the same limitations.
The destination and venue options simply didn’t align with what they were looking for. Several of their preferred locations weren’t available, and the venues that were presented lacked key requirements—most notably, exclusive-use availability and the right mix of amenities to support both work and connection. Instead, they were shown large, generic hotels that didn’t reflect the experience they envisioned for their team.
And while some logistical support was provided, Sched’s internal team was still left managing much of the retreat themselves—before, during, and after.
They were responsible for:
Researching and booking activities
Coordinating directly with vendors
Creating a retreat website and agenda
Managing most guest communication
Handling on-site issues
Wrapping up with post-retreat surveys and photo sharing
In short, they weren’t just hosting a retreat—they were running an event. Instead of being fully present, leadership was stretched thin—pulled away from day-to-day company operations in the lead-up, and then unable to fully show up for their team once the retreat began.
They needed more than a venue booking service. They needed a strategic partner who could own the entire experience—from design to execution—so their team could step away from the screens, be fully present, and focus on what really matters: hosting a retreat that was truly impactful, energizing, and unforgettable.
Our Approach
We co-designed the retreat with Sched’s leadership—aligning on vision, preferences, and priorities—then took full ownership of planning and execution to deliver a truly end-to-end experience, that encompassed:
Collaborative Retreat Design - We began by understanding their goals, team dynamics, and cultural nuances. This included gathering input directly from attendees to shape a retreat that truly reflected their needs and preferences.
Destination & Venue Selection - We curated a shortlist of exclusive-use venues across Sched’s preferred destinations - Brazil, Puerto Rico, Vietnam, and the Dominican Republic. Ultimately, we secured a full buy-out of a boutique hotel in Praia do Forte—one of Brazil’s most distinctive and beautiful beach towns.
Full-Service Planning & Coordination - We took on the heavy lifting in the lead-up to the retreat: organizing airport transfers, room allocations, AV equipment hire, professional photography, welcome gifts, catering, and local vendor coordination. We also collected key guest details via a custom attendee form and direct outreach.
Activities - We researched and presented a curated menu of activity options tailored to the team’s interests, then gathered preferences and managed all bookings and vendor coordination.
Guest Communication & Support - We managed or supported all guest communications—from the retreat launch and thought to on-site reminders and updates. We also offered personalized assistance, including transfer adjustments and local travel recommendations.
Retreat Website & Schedule - Built and managed updates of dedicated retreat website and agenda covering everything from important travel, destination & venue info to a full retreat schedule and packing list.
Onsite Management & Support - The same Beyond retreat managers who helped plan the retreat were on-site to oversee every detail—from vendor coordination to guest logistics—so Sched’s leadership could be fully present with their team.
Post-Retreat Follow - We wrapped the experience with participant surveys, a curated photo album, and a leadership debrief to ensure key insights and momentum carried forward.
The result? A retreat where Sched’s leaders could focus on what mattered most: building connection, leading impactful sessions, and creating lasting alignment—without managing the moving parts.
Highlights
A week in coastal Brazil, designed for deep connection, collaboration, and rest—here are a few moments that stood out:
Strategy sessions that re-aligned cross-functional collaboration and helped define the path forward for growth.
Team-led workshops that sparked new ideas and strengthened collaboration across teams.
Private tour of a sea turtle conservation site, where the group engaged in hands-on turtle conservation—feeding, caring for, and learning about marine life.
Hands-on Brazilian cooking class, featuring everything from moqueca to caipirinhas—and an unforgettable round of pão de queijo (cheese bread may have been the highlight).
Nature reserve adventure with buggy rides (aside from a small mishap), a guided nature walk, canoeing, a river zipline, and a tropical fruit table fit for a king.
Custom-branded retreat swag—flip flops, a canvas tote, and premium Bahian coffee—delivered to each guest room as a welcome gift.
A relaxed boutique hotel experience, offering the perfect space to unwind, connect, and enjoy great food—with the pool becoming a favorite gathering spot.
Exploring the Praia do Forte area, from the charming village streets and boutique shops to wanders and swims at the beautiful Praia do Lord (beach).
Photos
Click to browse a few snaps that capture the week!
The Results
Schedcation delivered what every remote team hopes for—and few retreats actually achieve: meaningful connection, strategic clarity, and the space to fully show up.
The feedback from the team speaks for itself:
Relevant and helpful to attendees’ roles
Strengthened team connections
Aligned strategic goals and priorities
Note: These ratings reflect the average scores provided in the post-retreat guest survey.
Sched’s leadership gained something important: time. Time to lead, connect, and be present—without getting pulled into logistics.
And across the team, the impact was clear:
A renewed sense of clarity and alignment on strategic priorities across the business
Cross-functional collaboration that strengthened during the retreat—and continued afterward
Energized, motivated team members who left feeling more connected to the company and each other
Peer-led workshops that sparked fresh ideas, creativity, and team ownership
A smooth, well-organized experience that allowed everyone to focus on what mattered
A retreat that exceeded expectations—and had the team already looking ahead to the next one
And when it came to working with Beyond Team Retreats? The feedback from the group was just as strong…
Likelihood of recommending
Beyond Team Retreats
to another company or team
Testimonials
“Having Beyond Team Retreats involved in our retreat made a real difference. They took a huge load off our shoulders during the planning phase and handled so much on the ground once we arrived. It meant our team could stay focused on what really mattered—being present and making the most of our time together.”
Michelle Thompson
Business Operations Manager, Sched
“They really made sure we didn’t have to stress about the small stuff. Everything was figured out from transportation to last-minute changes and they were SO accommodating.”
Janina Mangiolino
Customer Success Manager, Sched
“Honestly, John & Paola did an AMAZING job! I couldn’t fault it at all. Communication and problem solving was next level!”
Sofia Storer
Head of Sales, Sched
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