Plan and run our team offsite
Your AI CEO is the chief of staff you don't have.
You'd think this needs an EA full-time for two weeks — Astra hands you a fully-booked offsite in 3 days.
The short answer
Astra plans and runs your offsite end-to-end, treating it like a project with venue, agenda, travel, prep, and day-of logistics. She asks 5 calibration questions (dates, headcount, budget, primary outcome, location preference), researches 5-8 venues matching your criteria via web search and direct outreach, builds a draft agenda balancing strategy/team/fun, sources travel options for every team member based on their home city, drafts prep materials (pre-reads, exercises, expectations), and on the day pings reminders, tracks attendance, and captures decisions in a Notion doc. Output: a single Lark thread where every approval is one tap. Most offsites land 80% planned in 3 days; the remaining 20% (your strategic content) you decide. Saves your chief of staff 30-40 hours.
How Astra actually does it
- 1Calibrate scope
Ask 5 questions: dates, headcount, budget, primary outcome (strategy / team / both), location bias (drive vs fly). Lock scope before researching.
- 2Source venues
5-8 candidates matching criteria. Pull pricing, capacity, A/V, food, distance to airport. Direct outreach for hold quotes. Recommend top 2.
WebSearchGmail - 3Build the agenda
Day-by-day schedule balancing strategy blocks, team building, fun, downtime. Tied to your stated primary outcome.
- 4Book travel for everyone
Per attendee: flights from their home city, ground transport, hotel rooms (or venue rooms). Calendar invites, Notion travel doc per person.
CalendlyGmailNotion - 5Run day-of logistics
Pre-reads sent 1 week prior. Day-before reminders. Day-of attendance tracking. Decision capture in Notion. Post-offsite retro draft.
LarkNotion
What it looks like in chat
A Lark thread with: locked venue, day-by-day agenda, every attendee's travel itinerary, pre-read materials, day-of run-of-show, and post-offsite retro template — all approved with one tap each.
On-demand per offsite (typically 1-2× per year).
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Try this with AstraFrequently asked questions
What if some team members have complicated travel needs?
Astra handles per-person constraints (visa requirements, dietary restrictions, family travel, accessibility needs) by collecting them via a quick form and routing accordingly. International team members get earlier flight bookings; folks with kids get hotel options near family-friendly logistics.
Can she negotiate venue prices?
Yes — she emails 3-5 venues with your dates and headcount, asks each for their best rate (including any discounts for Mon-Wed bookings), and presents the comparison. Typical savings: 10-20% off published rates. She won't accept the first quote without a counter.
What if the offsite is fully remote?
Different skill — for virtual offsites she designs the agenda, books a single Zoom/Lark room per session, sends pre-work and break activities, and runs facilitation prompts in chat. Travel logistics replaced with timezone optimization and async pre-work.
Does she handle expense reimbursement after?
She drafts the expense report template, collects receipts via Lark from each attendee, totals against budget, and prepares the Brex submission. Final approval and submission stays with you (or your finance lead). Saves the post-offsite "who spent what" headache.
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