Define the experience you are selling
Write down the programme dates, venue, guest capacity, included activities, accommodation and target price. Be specific about the guest the retreat is designed for and what they will take away from it.
Build a clear booking offer
Present the room choices, package inclusions, extras, deposit and cancellation terms together. A guest should understand what they are buying and what they need to pay before they begin checkout.
Agree the work with your partners
Confirm accommodation allocations, facilitator responsibilities, equipment, transfers and the information each partner needs. Assign a person to each operational handover instead of relying on a group message.
Set up the online journey
Connect the retreat page to a booking flow that works on mobile. Test the date choice, room selection, guest details, payment and confirmation together. Use a real operating checklist so the booking journey produces the records the hosts will need.
Prepare guests before they arrive
Collect relevant intake information and waiver records. Schedule a confirmation, preparation request, payment reminders and arrival information. Make the next step clear in every message.
Review the first departure
Check bookings, payments, room assignments, arrivals and outstanding tasks with the people delivering the retreat. After the departure, update the process while the practical lessons are still fresh.
Build one departure before building a whole season
Take a seven-night retreat with twelve places. Define the room types, included programme, price, deposit, balance date and arrival window. Decide which choices a guest makes during booking and which details can be collected later. A specific departure gives you something real to test.
Design the week between booking and arrival
Write the confirmation, choose the intake questions, prepare the waiver and publish the itinerary. Ask for dietary requirements and transport needs early enough to brief the kitchen and transfer team. Set a preparation deadline so the host has time to resolve missing details.
Test a complete guest journey with your team
Work through a booking for two participants with different room or dietary needs. Check the payment schedule, each guest’s preparation link and the resulting rooming list. Then ask the host to prepare arrival day using only the information they can access. Fix the gaps before inviting the first guest to book.
Put it into practice
- A clear offer, price and list of inclusions.
- Confirmed venue, capacity and partner responsibilities.
- A tested mobile booking and payment journey.
- Guest preparation and arrival emails scheduled.
- One operating list for the hosting team.
