In October, we hosted the annual Instinct all-hands retreat, and let’s just say—it was a hit! Our teams agreed it was not only the best Instinct retreat to date but one of the most memorable company events they’ve ever attended. That’s high praise!

I recently caught up with a specialty hospital owner, who asked how we make the most of these retreats and what we’ve learned from hosting them over the years. So, here’s a look at how we bring our remote team together and make the most of our time to connect, recharge, and give back.

🤝Bringing Instinct Together: The 2024 Retreat

At Instinct, we’re a 100% remote team. We have no office (except a few co-working spaces), no commute, and no geographic limitations on talent. This remote-first approach has helped us keep our focus squarely on building tools that support veterinary caretakers as they manage patient care (think Instinct EMR) and make crucial clinical decisions under pressure (think Plumb’s and Clinician’s Brief). At the heart of this work is our secret sauce: Our team and our culture.

Our team of nearly 150 employees—spread across 32 states and 5 countries—thrives on collaboration, creativity, and shared purpose. But remote work can’t fully replace the magic of in-person connection, and that’s why we plan an in-person retreat every year. This October, we got together for our first retreat since we acquired VetMedux, gathering our (now much larger) team under the theme One Team, One Dream.

Planning for Connection

Getting the entire team together takes a lot of prep, and we start planning nearly a year in advance. It all starts with a rough budget, a team leader, and one employee dedicated to organizing every last detail, from researching locations and selecting vendors to nailing down all the logistics. 

Choosing Time and Place

When it comes to choosing time and place, we look for a setting that inspires and a date that minimizes travel challenges. Over the years, we’ve found that a two-day retreat (Thursday-Friday) with travel on Wednesday and Saturday works best to ensure the majority of our team can attend. 

This year, we found ourselves at a sprawling Wisconsin resort just minutes from the beautiful Lake Geneva. After last year’s retreat to a ranch in the Arizona desert, we were looking for another place with space for both structured activities and downtime. And we got it! Our 2024 retreat had everything: stunning views, fresh fall air, and endless opportunities for team members to connect and relax.

Nailing Down Logistics

Once we’ve chosen the time and place, the fun begins! We dig into everything from negotiating the venue contract to booking travel, selecting vendors, and keeping the team looped in along the way. To that end, we create a thoroughly organized retreat guide with all the information the team needs.

Our 2024 Agenda: Purpose, Play, and Giving Back

Our retreat agenda varies each year, but it always centers on connection, inspiration, and a dose of fun. Here’s a look behind the curtain at how we spent our two days together this year.

Morning, Day 1: Alignment and Excitement for the Future

We kicked off this year’s retreat the same way we normally do, with a session on Instinct’s story, values, and mission, centering on our commitment to “Caring for the Caretakers.” This year, we introduced our 5-year strategic plan to the team, sharing some of the incredible initiatives we’re planning to continue serving the veterinary community in the years ahead. To ground the discussion, we shared real stories from customers—a powerful reminder of the impact of our work.

Instinct’s Core (CARE) Values were ever-present throughout the session:

• Customer First: Hearing real-world feedback from our customers reinforced our commitment to building the best possible tools for the veterinary community.
• Act with Grace, Not Teeth: As a team, we thrive on respect, empathy, and support.
• Right Things, Right Reasons: We evaluated our strategic goals, ensuring they aligned not just with business outcomes, but with our mission to improve the lives of veterinary professionals so they can deliver the best care possible to the animals they serve.
• Excellence Is in Our DNA: Instinct holds a high bar for its work. Excellence isn’t just a goal but a standard we live by every day.

To keep the good vibes flowing, we were treated to a keynote by an inspiring  professional juggler, Jen Slaw. She masterfully demonstrated the art of “juggling it all”—a perfect metaphor for balancing innovation, customer needs, and personal growth.

Afternoon, Day 1: Team Building and Strengthening Bonds

In the afternoon, we split off into a mix of activities to unwind and connect. Some team members painted (and sipped), others tried their hand at pickleball, and for the zen-minded among us, yoga was a perfect way to relax. We even held our first-ever Instinct 5K! 

Finally, in the evening, our entire team gathered for our annual Instinct Game Show Night, a tradition that never fails to bring out our team’s sense of humor (and competitive spirit). We created this homemade game show at one of the earliest Instinct retreats and have been playing it ever since. It never fails to spark collaboration—and a lot of laughter. 

Morning, Day 2: Community Service and Department Breakouts

Our second day began with a community service activity: crafting toys for shelter animals. Everything we made went directly to the Humane Animal Welfare Society of Waukesha County, which even brought a furry friend to say hello. It was a hands-on reminder for all of us that the work we do reaches beyond the screen and into the lives of animals in need.

Later, each department split off for unique bonding activities (the “brat-chuterie” tasting was a favorite). One of our teams built structures out of spaghetti and marshmallows, while another competed to see who could unearth the most interesting facts from their team members. By the end of the morning, we had all built stronger connections and enjoyed a lot of laughter together.

Afternoon, Day 2: Relaxing and Reflecting

We built in unstructured time to ensure everyone could rest, relax, and recharge. Some played board games, some explored the resort grounds, and others revisited activities from the first afternoon. 

We capped off our retreat with a sunset dinner cruise on Lake Geneva—a perfect way to close two days of inspiration, connection, and fun and look ahead to the bright future we’re building together.

Pro Tips for Hosting a Remote Team Retreat That Delivers

After hosting several of these retreats over the years, we’ve learned some  lessons along the way. If you’re considering hosting a retreat for your team—whether you’re remote or not—these are our top tips for making it a success.

Set Clear Goals 🥅

After some trial and error over the years, we’ve found that team bonding is the best use of our time together, so we center our retreats on connection, not on project work. This is our chance to get to know each other and celebrate the work we’re doing together for the veterinary industry, so we focus on team bonding above all. 

Get Out of Town ✈️

It’s an investment, but getting out of our day-to-day surroundings pays off in refreshed energy and creativity. Here’s some great insight from a fellow technology company about how they budget for their retreat to help you frame this up for your team. 

Consider Time of Year 🌞

We recommend choosing a time of year that ensures the best chance of minimizing weather disruptions. This means steering clear of hurricane season if you have team members near the coast and being careful with winter months if you have teammates who could be impacted by snowy weather. 

Prioritize Quality 🏆

Comfortable accommodations and great food set the tone for a memorable event. It doesn’t have to be a 5-star resort, but a modern venue and a little thoughtfulness go a long way in showing the team that we appreciate them. Some years we even send a scout team ahead to ensure the accommodations are up to our standard. 

Add Some Fun Swag 🎁

A special commemorative T-shirt, bag, blanket, pair of sunglasses, or other fun gift is a great way to keep the memory alive long after the retreat. This year, in keeping with the cool climate of our retreat destination, we included a cozy Instinct blanket as one of our team gifts. 

Involve Leadership in Fun Ways 🥳

Finally, we’ve found that retreats are a great time to showcase the human side of your leadership team. This year, our leadership team hosted the Instinct Game Show in costume. It’s a great way to connect beyond roles and titles. Don’t waste this opportunity together—plan events that showcase your personalities!

The Power of Coming Together

For a remote team like ours, coming together is essential—not just for building friendships but for reinforcing our shared purpose. The energy and momentum we built at this year’s One Team, One Dream retreat will ripple through the work we do every day, improving our products, service, and collaboration with the veterinary caretakers we support.

Here’s to the exciting future we’re building at Instinct!