How to Plan a Retreat
Tips for a Memorable and Balanced Experience
You’ve finally taken the exciting step of planning your retreat! Maybe you’ve even got a few people signed up. Now, you might be wondering: What exactly are we going to do, and how can I make this experience impactful and enjoyable for everyone? How will I keep them relaxed, happy, and feeling the deep value this retreat promises?
If you haven’t found a location for your retreat, check out How to Find the Perfect Retreat Venue here.
Creating your retreat schedule is one of the most important steps in hosting a successful event. A well-thought-out plan will not only help you feel more confident but also ensure your guests leave feeling rejuvenated, connected, and inspired. Here’s how to do it:
Common Mistakes to Avoid
Overloading the Schedule with Activities While it’s tempting to pack the day with yoga classes, workshops, excursions, and activities, guests often need downtime to rest, reflect, or simply soak in the surroundings. Burnt-out guests won’t enjoy even the most incredible activities if they’re exhausted. For example, if you're hosting a wellness retreat, leave space between a morning yoga session and an afternoon workshop for relaxation.
Skipping a Proper Opening and Closing Setting the tone at the beginning of your retreat is crucial. Create space for guests to introduce themselves, set intentions, and understand the flow of the retreat. Similarly, closing ceremonies or rituals offer a meaningful way to wrap up the experience, leaving participants with a sense of completion and connection.
Lacking Connection or Personal Growth Activities Retreats are unique opportunities for inner and outer exploration. Offering activities like journaling prompts, partner exercises, or group sharing circles can deepen the experience and help guests build meaningful relationships.
Neglecting Safety and Guidelines Clear guidelines help guests feel secure and comfortable. For instance, if your retreat includes activities like hiking or swimming, make sure to provide clear instructions and discuss any necessary precautions.
Not Fully Understanding Your Venue Spend time learning about the retreat center’s layout and quirks. For example, at a retreat in Guatemala, I learned that some rooms required a steep hike to reach. By exaggerating the difficulty of the climb to guests beforehand, they were pleasantly surprised upon arrival instead of frustrated. Check out my retreat center questionnaire here. It has all the questions I ask a retreat center before signing a contract and lays a blueprint for the logistics you need to think about.
Poorly Timed Activities Around Meals Avoid planning demanding activities immediately after meals or delaying meals for too long. Nothing derails a retreat vibe faster than a group of hangry guests.
Changing the Schedule Too Frequently A consistent routine helps guests relax. While small surprises can keep things fresh, a constantly shifting schedule can leave people feeling disoriented and stressed.
Keys to a Successful Retreat
1. Find the Right Balance
Include Downtime: Aim for 1-2 main activities per day—such as a yoga class, workshop, or excursion—leaving space for rest or spontaneous exploration. For instance, after a morning meditation, leave a few hours free for guests to nap, journal, or lounge by the pool.
Create Routine: A predictable rhythm, like consistent mealtimes and morning practices, allows guests to relax into the flow. Adding occasional surprises—like an evening fire ceremony—can keep the schedule engaging.
2. Keep It Flexible
Cater to Different Personality Types: Not everyone will want to participate in every activity. For example, an extrovert might love a group discussion, while an introvert might prefer quiet time to recharge. Offering optional activities ensures everyone can create their ideal experience.
Avoid Overwhelming Guests: A thoughtful, balanced schedule allows participants to attend most (if not all) activities without feeling drained.
3. Prioritize Connection
Group Bonding Activities: Include rituals or ceremonies like water blessings, silent mornings, or meal mantras. These shared experiences foster deeper connections among guests.
Ice-Breakers: Start with fun and engaging activities early on, such as a partner yoga session or a group intention-setting exercise. These moments help break the ice and create camaraderie.
Surprise Elements: Plan special surprises, like a beach picnic or a candlelit dinner, to create lasting memories.
4. Tune into Your Guests’ Needs
Always ask yourself: What would I love to experience on a retreat like this? Think about how you might feel entering a group of strangers and what activities would make you feel comfortable, inspired, and cared for. Then, design your schedule with those insights while remembering that everyone’s needs may vary. It’s okay to ask guests for feedback in real-time—small adjustments can make a big difference.
Bonus Tips for a Seamless Retreat
Know Your Audience: Whether it’s a yoga retreat, a creative writing getaway, or a corporate team-building experience, tailor your activities to the group’s interests and energy levels.
Communicate Clearly: Share a simple version of the schedule with participants beforehand, but let them know there’s room for flexibility.
Be Present: Your energy as the host sets the tone. Stay grounded, adaptable, and approachable.
Planning a retreat is an art, and each one you host will teach you something new. Trust your instincts, listen to your guests, and above all, let your passion for creating a transformative experience shine through. With a little care and intention, your retreat will leave a lasting impact—for your guests and for you!
If you’re ready to host and sell your retreat check out my masterclass on How to Host a Retreat for free here!
Sample Retreat Day Schedule
