How to plan a corporate offsite in Europe
- Last reviewed
- 6 min read
- For corporate groups, event organisers
The short answer
Planning a corporate offsite in Europe starts with entry rules, because UK passports must be issued less than 10 years before arrival and valid for at least 3 months after departure for the Schengen area, and colleagues on other passports may face different rules. Then choose a destination on journey time, venue fit and local costs, set a plan for risk and emergencies, and check payroll and tax questions for staff working abroad. ETIAS is not yet required.
Key takeaways
- Check every colleague's passport against the Schengen tests: issued less than 10 years before arrival and valid for at least 3 months after you leave.
- British citizens can spend up to 90 days in any 180-day period in the Schengen area without a visa, and the EU Entry/Exit System records this automatically.
- ETIAS is scheduled for the last quarter of 2026, but as of 30 October 2026 no start date has been announced, so it is not yet required.
- Colleagues on non-UK passports may need a visa or other documents. Entry rules follow the passport each person holds.
- Staff on a business trip are still your responsibility. Carry out a risk assessment and share an emergency plan before travel.
- Payroll questions, such as National Insurance and tax for staff working abroad, are for your payroll team and tax adviser, with GOV.UK guidance as the starting point.
What entry rules apply to UK staff going to the Schengen area?
The UK government's travel advice sets two tests for British passports in the Schengen area. Both must be met on the day of travel.
- Issue date: the passport must have been issued less than 10 years before the date you arrive.
- Expiry date: the passport must be valid for at least 3 months after the date you plan to leave.
The issue test catches passports renewed before October 2018 that carry extra months, which can make the expiry date look fine while the issue date fails. Check every colleague's passport well before booking. Our passport and visa checklist has worked examples. British citizens can stay up to 90 days in any 180-day period without a visa, which is more than enough for most offsites but can matter for staff who travel often.
What do EES and ETIAS mean for an offsite?
The EU Entry/Exit System (EES) began on 12 October 2025 and has been fully operational across Schengen since 10 April 2026. It records each entry and exit of non-EU travellers digitally, including a photograph and fingerprints, and calculates the 90 days automatically. Rollout at individual borders has been inconsistent, so allow extra time at airports and check the UK government EES page before departure.
ETIAS is a separate travel authorisation for visa-exempt visitors. It is scheduled for the last quarter of 2026, but as of 30 October 2026 no start date has been announced, so it is not yet required. When it starts, the fee will be €20, with under-18s and over-70s exempt from the fee, and it will be valid for 3 years or until passport expiry. Any website offering ETIAS today is not official. Our EES and ETIAS guide has the detail.
What if some colleagues do not hold UK passports?
Entry rules follow the passport each person holds, not the employer. A UK team often includes EU, US, Indian or other nationals, and each needs checking against the destination's rules. EU, EEA and Swiss citizens generally do not need a visa for the Schengen area. Visa-exempt non-EU nationals are subject to the 90/180 rule and EES. Visa nationals usually need a Schengen visa, which under the EU Visa Code is generally lodged no earlier than 6 months and no later than 15 days before travel, with normal processing of 15 days and up to 45 days in some cases. Colleagues who live in the UK on a visa or eVisa should also check their return to the UK. Our travel document checklist helps you track this by person.
How do you choose the destination and venue?
| Check | Why it matters |
|---|---|
| Journey time door to door | A direct flight and a short transfer protect working time. Long connections can use a day. |
| Venue fit | Meeting rooms, breakout space, connectivity and quiet. Visit or ask for references before signing. |
| Hotel terms | Cut-off dates, attrition and cancellation clauses. See hotel room block contract terms. |
| Local costs and taxes | Many European cities charge a per-person, per-night tourist or city tax, often paid at the hotel. Check each destination. |
| Travel advice | FCDO advice for the country can change after you book. See how to use FCDO travel advice. |
| Season and local events | Public holidays, strikes, trade fairs and weather affect price, availability and transport. |
Decide how you will travel. Flights suit most destinations. Rail can work for short distances, and our guide to rail travel in Europe for groups covers booking. For flights, read how group flight bookings work before asking colleagues to book individually.
What risk and duty of care steps should you take?
An offsite is still a work trip. Employers have health and safety duties towards employees, and the position for staff working abroad depends on the facts, so read our guide to duty of care for group travel and take advice. At a minimum:
- Carry out and record a risk assessment for the destination, venue, travel and any activities. Our free travel risk assessment tool is a starting point.
- Share an emergency plan with a named contact, local emergency numbers and a plan for lost passports, illness and delays. Our emergency contacts tool helps.
- Check that travel insurance covers business travel, any activities you plan and any existing medical conditions your staff declare.
- Collect emergency contacts and any adjustments colleagues need, and handle them as special category data.
What payroll and expenses questions come up?
Some questions sit with payroll rather than the travel team. GOV.UK says that for employees working abroad, employers must keep considering PAYE Income Tax and National Insurance, and refers to a PDA1 certificate in some situations. Whether a short trip needs special handling depends on the facts, so ask your payroll team or tax adviser. Also agree an expenses policy before the trip: what is covered, what receipts are required and what happens to personal spending.
How Roamly can help
Roamly supports corporate groups with routing, group flights, ground logistics and risk assessment support through its logistics and event management services. The free group travel calculator helps you estimate costs. Contact us with your team size, preferred dates and the countries you are considering.
Sources
- GOV.UK: Travelling to the EU and Schengen area
- GOV.UK: EU Entry/Exit System
- European Commission: ETIAS
- European Commission: Applying for a Schengen visa
- GOV.UK: Employees working abroad
General guidance only, checked against the sources above on 30 October 2026. Entry rules, airline policies and official advice change, so confirm the current position with the linked source before you travel.