We are proceeding for our team quarterly offsite next weekend.

While it is a lot of fun, it is a LOT of hard work for the entire team to plan in advance, so that none of us are working during those 4 days.

This is an example of how we start planning more than one month in advance, so that EVERYONE in the team is synchronized with each other.

Planning your work is hard.
Coordinating with others is harder.
Doing so without disrupting the existing process is hardest. 

Which is what we practise, every single quarter :)