How to host a retreat: the complete checklist

Hosting a retreat is two jobs: creating an experience people will remember, and running a small business with real money at stake. This checklist covers both, in the order you'll need it. Tick things off as you go (your ticks stay in this browser), or print it.

9–12 months before: decide what it is

• Write down who it's for and what changes for themOne sentence: "For [who], who want [change], through [what you do]." Everything else follows from this.
• Choose the format and lengthWeekends are popular: about a quarter of all retreat bookings are 3-day retreats. Longer retreats need a stronger reason to come.
• Pick your datesAvoid school holidays and peak prices if your guests are on a budget. Shoulder seasons (spring and autumn) are often cheaper for venues and nicer for guests.
• Set your number of placesMost retreats work best with 8–20 guests. Fewer places = more intimate, but each empty spot hurts more.
• Build your budget and priceAll costs, your own pay, and platform fees. Use the retreat pricing calculator, and check how many guests you need to break even.

6–9 months before: venue and admin

• Shortlist 3 venues and visit (or video-call) themCheck rooms, practice space, food, noise, transport from the airport, and what happens if it rains.
• Negotiate the venue terms before you signAsk: deposit amount and due dates, minimum number of guests, what you pay for empty rooms, their cancellation terms, what's included (linens, tea, equipment).
• Plan your cash flowVenue deposits are often due 2–3 months before arrival. Platforms often pay you only after your guests arrive. Know how much you need to advance.
• Check insurance and local rulesLiability insurance for what you teach, and whatever the country requires for running paid events. Ask a local adviser if unsure.
• Write your terms and cancellation policyDeposit, balance due date, refunds at each stage, what happens if you have to cancel. Clear rules protect you and reassure guests.
• Book co-teachers, chef and key suppliersGet the price and the dates in writing.

4–6 months before: your page and your booking system

• Create a page for the retreat on your own websiteThe transformation first, then the days, the place, you, what's included, the price, the dates, and a clear "book your place" button.
• Set up payments and the booking formTake a deposit online (Stripe, PayPal…). Ask in the form: dietary needs, health information relevant to the practice, emergency contact, room preference.
• Decide if you also use a platformPlatforms can bring guests you don't know yet, but take around 15–20% and often require the same price everywhere. See our BookRetreats review.
• Prepare photos and a short videoReal photos of you teaching and of the place. A 30-second video of you talking about the retreat does more than any stock photo.

3–4 months before: tell your people first

• Invite past guests and students personally, before anyone elseA message to each one, not only a post. Most places are usually filled by people who already know you.
• Open an early-bird price with a real deadlineMake sure the early-bird price still covers your costs.
• Announce it to your email list and on social mediaThen keep talking about it: what you'll do, why you created it, who it's for, answers to common questions.
• Ask a few people to share itStudio owners, past guests, friends with the right audience.
• Track bookings every weekWrite down where each guest came from. That's how you know what to do more of next time.

1–3 months before: keep going, don't panic

• Expect late bookingsOnly about a quarter of retreat guests book more than 90 days ahead, and nearly 40% book in the final month (Retreat Guru 2025 data). Half-empty at 6 weeks is normal.
• Follow up with everyone who showed interestA personal message to each person who asked a question or said "maybe".
• Collect balance payments on timeSend a friendly reminder a week before the due date.
• Send guests a welcome packHow to get there, arrival time window, what to bring, the weather, the daily rhythm, who to call.
• Finalise the schedule with your teamAnd send the venue the final numbers, dietary list and arrival times.

The last 2 weeks

• Confirm transfers and arrival timesGroup arrivals into a few time slots so you're not running shuttles all day.
• Prepare an emergency planNearest doctor and hospital, guests' emergency contacts, what to do if someone is ill or a session can't happen.
• Pack materials and small gifts
• Message each guest personally"I can't wait to see you." It sets the tone and cuts last-minute cancellations.

During the retreat

• Ask permission for photos and videos on day 1
• Leave space in the scheduleGuests remember the moments they had time to feel, not the number of sessions.
• Collect testimonials on the last dayA short video or a few written words, while the feeling is fresh.
• Announce the next retreat to this group firstYour happiest guests are your next guests, and they bring friends.

After the retreat

• Send a thank-you within 48 hoursWith a few photos and a short feedback form.
• Ask for reviews where they help you mostGoogle, your website, your social media. Reviews on a platform stay on that platform.
• Do the numbersRevenue, every cost, your real profit, and where each guest came from.
• Offer past guests early access to the next oneBefore anyone else, with a returning-guest offer.
• Write down what you'd changeWhile you remember. Next year's retreat starts here.