Two law firm retreats for 150 people: The Westin Goa, then Ho Chi Minh City

The first retreat ran from 17 to 19 February 2023 as a weekend away at The Westin Goa, which combined meeting rooms with resort leisure. The three days alternated structured networking with free time, so partners could switch off while associates met people across practice groups.

ICE India negotiated group rates, the room block and meeting space with the hotel. Rooms were allocated by category, with partners in suites and associates in standard rooms. The 150 guests flew in from Mumbai, Delhi, Bengaluru and Pune. Transfers had to cover two airports with different journey times: Goa International, about 90 minutes from the resort, and the newer Mopa Airport, about 60 minutes.

Before arrival, every guest received an information pack covering check-in and check-out, a casual dress code, technology support (laptops encouraged, printing available), Wi-Fi and key contacts, along with the agenda. Registration, activities and restaurant service were run on site by the ICE India team.

Friday evening opened with welcome drinks and an informal dinner to set a relaxed tone. Saturday had networking activities in the morning and the afternoon, built to mix practice groups. The gala dinner that night was at Mustard, chosen for its Goan cuisine and atmosphere. Optional club visits afterwards let younger associates carry on without obliging senior partners to stay. Sunday departures were left at guests' leisure.

The second retreat ran from 7 to 10 November 2024 in Ho Chi Minh City. Vietnam gave the firm something unavailable at home, in the Cu Chi Tunnels and Vietnamese cultural experiences, with a flight of six to seven hours from India.

Visa work started three months before departure. Passport details were collected through a secure platform, e-visa applications were submitted for all 150 people and each approval was tracked and passed on individually. ICE India negotiated group fares with Vietnam Airlines and VietJet for departures from Mumbai, Delhi and Hyderabad, with arrivals staggered across Thursday and Friday and check-in staged to match.

A local destination management partner in Ho Chi Minh City handled ground arrangements, including restaurants and activity delivery, to the standard an Indian corporate client expects. The hotel was chosen for international service standards, reliable Wi-Fi and business services.

Business strategy sessions ran on Thursday afternoon, straight after arrival, while energy was high and before leisure programming began.

Friday offered an optional full-day Cu Chi Tunnels excursion of five to six hours including travel: a walk through the former tunnel network, an optional firing range, and lunch at Haldi Indian Restaurant. Guests who preferred to stay at the hotel were catered for, so the group was split in a planned way rather than by accident.

On Saturday the firm played The Saigon Discover Quest, a team challenge across the city designed with local event partners. Teams solved problems together while exploring Ho Chi Minh City, which brought people together across levels of seniority. The evenings were set in restaurants chosen for authentic Vietnamese cooking in a refined setting, with vegetarian options: Xu Saigon, The Deck Saigon and Social Club Rooftop Bar.

Before Vietnam, guests were briefed on modest dress at religious and historical sites, photography etiquette, tipping (service charges are often included, small tips are appreciated), the Vietnamese dong, local SIM card options and safety in the city. Emergency arrangements covered medical facilities near the hotel, a 24/7 contact on the ground and a rebooking routine for flight disruption. Visa delays were handled by applying early. Weather or local conditions that cancelled an activity triggered a backup programme, so the schedule held.

Flight coordination covered group fares, late registrations, connections through international hubs and live communication when a flight was delayed. Activities were pre-scouted, group rates negotiated and transport arranged, with safety standards checked for the adventure elements. Accommodation balanced seniority, with senior partners in premium rooms and associates sharing where appropriate, against the firm's budget.

Dietary needs were planned for each dinner. Indian vegetarian preferences and spice tolerance were briefed to every restaurant before the booking, and large-group reservations were confirmed in advance.

Secure meeting space

Business sessions were scheduled on their own slots in rooms free from interruption, so strategy time stayed separate from social time.

Optional by design

The club visits in Goa and the Cu Chi excursion in Vietnam let people opt in without splitting the group by accident.

Changes handled on the day

Late registrations and last-minute changes were absorbed by the same plan, which the firm singled out in its feedback.

Lessons carried forward

Goa 2023 set the baseline for hotel, transfers and dinners, and the Vietnam edition was planned from what that retreat showed.

The corporate offsite planning guide covers the purpose, destination, agenda and travel for a retreat like these.