First Steps for Filling Your Retreat
For both new and seasoned retreat leaders, it’s easy to jump into the excitement of choosing a stunning location. But here’s the thing: skipping the essential groundwork can lead to unexpected challenges and have devastating consequences. Without a strong foundation, you might struggle with low enrollment, logistical headaches, or even financial shortfalls that can affect the success of your retreat.
We know firsthand that careful planning is the difference between a retreat that’s fully booked, profitable, and delivers an unforgettable experience for your guests—and one that falls short. With the right preparation, you’ll enjoy a retreat that not only fills up but also leaves your guests raving about their experience.
On the other hand, rushing ahead without laying the foundation can lead to low enrollment, unexpected expenses, and a less-than-ideal experience that impacts both your reputation and your bottom line. By taking the time to set yourself up for success, you can focus on what truly matters: creating a transformative experience that delights your guests and ensures your retreat’s success.
Here are a few key things to do before you even pick your destination:
1. Identify Your Community
Can you fill your retreat? Poll your social media audience, have conversations in person with potential attendees, or consider collaborating with another leader. Gauge interest from at least the number of people you’ll need to make the retreat a success. If you aren’t getting any interest, likely, filling up your retreat will be a struggle and may not even happen. This is a step you absolutely cannot skip—test the waters before moving forward!
2. Check Interest in the Destination
Are people excited about your chosen location? Ask your audience about potential locations—would they prefer a bucket-list destination like Bali, or a closer, more accessible option like Mexico? Polling your audience can help you choose a spot that resonates.
While your dream location may seem perfect, logistical challenges, budget constraints, or even misconceptions about the place can turn potential attendees away. Understanding what resonates with your target audience is key to securing sign-ups.
3. Choose Dates Wisely
Selecting dates might seem straightforward, but it’s important to look beyond your calendar. Be mindful of school breaks, holidays, and major competing events that could conflict with your retreat. Additionally, research the local calendar of the destination you’re considering to avoid national holidays or local events that may impact the experience you want to offer.
A crucial tip: don’t plan an international retreat within five months of completing a local, more affordable one—it can drastically impact your enrollment. Your community may not have the time or resources to make an even bigger commitment.
4. Create a Budget Early
Before diving into location scouting or itinerary planning, start with a solid budget. Ensure that you can still turn a profit, even if you fill a low percentage of spots. This gives you a financial safety net and allows for flexibility as you move through the planning stages. You’ll want to account for all expenses—lodging, meals, transportation, and extras—while setting pricing that ensures both your profitability and your participants' satisfaction.
5. Consider Travel Logistics
Even the most stunning retreat location can lose its appeal if getting there feels like a headache. Ensure that the location is accessible, with affordable flights and simple transportation options. Long layovers, pricey airfare, or difficult-to-navigate local transportation can be major barriers to filling your retreat. Make travel as seamless as possible for your guests to maximize attendance.
6. Talk to Your Target Market
Your retreat will be shaped by the needs and desires of your target audience. So, ask them directly! What activities excite them? What type of location, accommodations, or price points would they prefer? You can’t please everyone (and you shouldn’t try to), but gathering insights can help you make informed decisions that will appeal to the majority of your community. This is invaluable information for crafting an experience that resonates deeply with your participants.
7. Get Ready to Sell
Filling your retreat isn’t just about creating an amazing experience—it’s also about selling it. Every retreat leader, whether new or experienced, must be ready to step into the role of a salesperson. Think about how you’ll communicate the value of your retreat and what you’ll need to do to encourage sign-ups. This might mean learning new skills or refining your pitch, but it’s an essential part of ensuring a successful event.
Simplify Your Planning with Topia
Your retreat deserves more than just a venue—it deserves a place where every detail is handled with care. At Topia, we provide a seamless experience so you can focus on leading, connecting, and transforming lives. Let us handle the rest. Reach out to start planning a retreat that feels effortless from beginning to end. We’re ready when you are.
