5 Things I Wish I Knew Before Hosting My First Retreat
Glow Up Wellness Retreat | Grenada, October 2017
Hosting a retreat is not merely about creating an idyllic experience for attendees; it's also about detailed organization, meticulous planning, forecasting unforeseen expenses, and so much more.
In the 7 years I’ve hosted sold out retreats around the world and now coaching hundreds of retreat leaders, I've encountered firsthand the numerous pitfalls that can occur if you’re not adequately prepared.
Hosting a retreat can be an exciting and rewarding experience, but it also comes with its challenges.
Here are five things I wish I knew before hosting my first retreat:
1. Thoroughly Understand Your Expenses
This is probably the biggest mistake I made with my first retreat and lost tons of money as a result. Before determining your package rates, take the time to thoroughly understand all the expenses associated with your retreat. This includes not only obvious costs like your nightly hotel rates and meals but also less apparent expenses such as your travel expenses, marketing, transportation, insurance, and any necessary permits or licenses.
Create a detailed budget outlining all anticipated expenses and factor in a buffer for unexpected costs. Being mindful of your expenses will help you set appropriate pricing for your retreat, ensure you're not caught off guard by unforeseen costs, and ultimately help you manage your finances more effectively.
2. Ensure You Have Adequate Assistance
Hosting a retreat can be a demanding undertaking, so it's essential to have sufficient assistance to help everything run smoothly. Depending on the size and scope of your retreat, this assistance could come in the form of volunteers, hired staff, or collaboration with local service providers.
Tasks such as registration, attendee communication, set-up, facilitating activities, and handling emergencies all benefit from having a team of dedicated individuals supporting you. Delegate responsibilities effectively and ensure everyone understands their roles and expectations. Having adequate assistance not only alleviates stress but also allows you to focus more fully on connecting with your participants and delivering a memorable experience.
3. Vet Your Co-Host (if you choose to have one)
I had a co-host for my first retreat, a mutual friend of a friend in the wellness space, however I brought her on board without having any previous work experience with her. The collaboration started off great but then became more challenging as time went on. Collaborating with a co-host can bring valuable expertise, support, and energy to your retreat. However, it's essential to ensure that your co-host is a great fit for the event.
Consider factors such as their personality, communication style, expertise, and vision for the retreat. Ideally, your co-host should share your values, goals, and commitment to creating a positive and meaningful experience for participants. Take the time to discuss expectations, roles, and responsibilities with your co-host before the retreat to ensure you're on the same page and can effectively collaborate throughout the event.
4. Expect the Unexpected
No matter how well you plan, there will inevitably be unexpected challenges that arise during the retreat. Whether it's unexpected weather, last-minute cancellations, or technical difficulties, being flexible and adaptable is essential. Have contingency plans in place for common issues and be prepared to problem-solve on the fly.
On the day we had a sailing cruise planned, there was a major thunderstorm. I was able to reschedule the cruise for the next day and we opted to stay at the resort and host a vision board party for the entire group, whereas previously it was a workshop for just a few attendees who had chosen not to go on the cruise. This vision board party was a highlight of the trip.
I would also suggest not to schedule an activity that is weather -permitting on your last day, instead give yourself a buffer to be able to reschedule should the need arise.
5. Take Care of Yourself
As the host, it's easy to get caught up in taking care of everyone else and neglecting your own needs. Remember to prioritize self-care during the retreat, whether it's taking breaks, delegating tasks to others, or seeking support when you need it.
I also advocate that you arrive 2-3 days earlier and stay 2-3 days post retreat so that you can recalibrate and decompress before, during and after.
Conclusion
When it comes to building trust, preparation stands as the cornerstone of success. Whether it's meticulous financial planning or fostering a cohesive team, every facet plays a pivotal role in shaping the retreat's outcome.
Preparation not only minimizes potential risks but also elevates the overall experience for your participants and you as the host.
May your future retreats be marked by smooth execution, meaningful connections, and transformative experiences for all involved.
Let me know if these tips resonated with you and/or feel free to to add some of your own in the comments.
