If you’re reading this, you’re probably like me: passionate about bringing people together, helping them learn, grow, and maybe even transform their lives in some way.
I’ve been in the trenches of learning and development for 30 years, running more workshops, courses, and retreats than I can count. I know from experience, that a well-crafted retreat connects to the hearts and minds of your participants. The experience you create for them can leave lasting impressions.
Running a retreat is all about creating a space where people can step away from their daily lives and find something transformative. It’s like you are inviting someone along on a journey you’ve created just for them.
Let me walk you through how I think about it, from the spark of an idea to the warm afterglow that follows the retreat.
I’ll share some personal insights about creating retreats that stick in people’s minds long after they’ve returned home.
Getting Started: The Planning Phase
What’s Your Why and Who’s It For?
Many coaches consider the idea of running a retreat for their clients. The concept of facilitating and teaching one-to-many rather than one-to-one is very appealing.
Every retreat I’ve run began with a simple question: “Why?”
Why am I doing this? What is my desired outcome that I want people to take away from it? I often ask myself: what do I want them to experience?
Any retreat starts with a spark—an idea. What’s yours?
Maybe it’s to bring a team closer, ignite creativity, or create self-awareness and guide personal growth. Knowing your “why” shapes everything that follows.
Equally important is knowing WHO you’re creating this experience for. Tailoring your retreat to a specific audience ensures it resonates and provides value, something I’ve learned is crucial from the get-go.
So, get specific. Who needs this retreat? What problem does it solve for them? Why do they need it?
Picking the Right Spot
Choosing the right venue is about matching the vibe of your retreat to the space. For example, you don’t want to pick a busy bland hotel venue for a serene, relaxing retreat – the energy is out of alignment!
Imagine the tranquility of a mountain lodge versus the vibrancy of a city hotel.
And timing? Look out for Mother’s Day, Father’s Day, National Holidays, Religious Holidays, and School Vacation times. Mother’s Day has caught me out before, as in the UK it is in March, but in the US it is in May! 😬
Check calendars carefully… Consider when your participants are most likely to attend and what weather or setting will complement your activities best.
The Nitty-Gritty: Preparing for Success
Crafting Your Content is Important BUT…
When it comes to content, I’ve found that balance is key. You want to engage and challenge your participants, but not overwhelm them.
I have seen coaches try to pack far too much into their retreat content (on big stages and small!). This is usually out of fear – I am giving them enough value?! Or because they are not realistic or clear about what they can deliver in the time available.
There is a difference between Giving out and Getting through to your audience…
Giving out is fire hosing them with too much information and concepts. If this happens your retreat won’t have a positive lasting experience and your audience will be exhausted and overwhelmed.
Getting through is about creating those quiet moments for reflection – these are where those a-ha moments and the real magic happen.
Here’s a secret: less content means more impact. You have to be brave and build in space for reflection and processing. People need this at a retreat…
And don’t forget the logistics…
Think of it as the backstage magic that keeps the show running smoothly.
Ah, logistics—possibly the least glamorous but most essential part of retreat planning. From meals and dietary requirements to emergency contacts, getting these details right can make or break the experience.
DO NOT be the person making and serving the food, and constantly checking everyone has what they need. You’ll be exhausted before the end of day one!
Here’s a secret: I recommend you get a friend or hire an assistant to help you with the backstage logistics so that all you have to concentrate on is facilitating the magical experience.
I have a wonderful friend who is my assistant at retreats and I am her assistant when she runs her retreats! It works perfectly and we get to support each other and have fun.
Work out your fixed costs budget in advance of deciding on your retreat pricing. You want to be paid for experience and expertise as the host. Be mindful of adding those little extras because they quickly add up!
Filling the Seats: Marketing and Sales
Making Your Retreat Stand Out
Now, how do you get the word out? Your retreat is unique, and your marketing should be too. Speak directly to your intended audience’s needs and desires. A clear, compelling message can make all the difference.
And remember, starting your marketing efforts early gives you the best chance of filling those seats. I recommend at least 6 months before the retreat.
Selling Your Spaces
Utilizing a mix of marketing strategies—I always begin by reaching out in person to the warmest people on my list – those who I know who would love to come. You can then expand out to your email list (if you have one), and friends – referral sources, social media, and personal networks. These can help you to reach your audience where they are.
But it’s not just about broadcasting your message; the key is through building relationships and creating excitement for what’s to come.
Remember… Anyone considering working with you is subconsciously looking to answer two questions in their mind:
- Does this person know what they are talking about (Can I trust them)?
- Can they help me with my specific problem (if it is a problem you are solving)?
You are more likely to fill your retreats with warm/hot connections – people who already know you and love your work. These could be former or current clients, connections, and referrals.
Decide on your minimum and maximum number of participants in advance and set your intention.
Get clear on your pricing and factor in your fixed costs e.g. venue, food, materials, etc.
When you align and connect your energy and vibration with your retreat intention, your marketing becomes more effortless, because you’re not coming from a place of sell-sell-sell. You’re coming from the heart.
My last retreat: Enneagram and the Coach was fully booked within three days of my sharing it with my warmest and dearest clients.
Showtime: Delivering the Experience
Creating a Welcoming Atmosphere
First impressions are everything.
Many years ago, I attended a women’s retreat in the middle of nowhere. When I arrived at the venue, no one was there to meet me. The place was empty. There was no signage about the retreat. I wasn’t even sure if I was in the right place.
From the moment participants arrive, they should feel they’re exactly where they’re meant to be. Creating an environment of openness and connection sets the energy and tone for the entire retreat.
I like to get there early and take time to set things up. The little touches can make a big difference.
If your participants have traveled to get to the venue, you might like to begin with a meditation or something to help them get grounded and present in the room. Traveling can be draining, so help them to let go and relax.
The Power of Feedback
Good facilitators can intuitively read the energy of the room and know when to shift gears or take a break. Don’t power through your content so you stay on exactly time – you’ll lose your audience (See the difference between giving out and getting through above).
Be flexible and follow their energy. Be aware of your energy too!
Make the sessions fun and interactive.
Be mindful of the inward and outward energy of your clients. Not everyone likes music to reflect on while journalling, not everyone likes to get up and dance! Read the room.
Don’t be frightened to challenge them out of their comfort zones. This is important if people are wanting to stretch and grow.
After the last farewell, you might stay in the after-glow for a few days. It’s tempting to move on then. But gathering feedback is crucial. It’s how we learn, grow, and make our next retreat even better. Every piece of input is a gift, offering insights into how we can refine and improve.
Ask for testimonials as soon as you can after the retreat. You might even gather a few video testimonials before people leave – this is an excellent time to do it when people are still in the energy. Your assistant can help you with this.
Creating Lasting Moments That Matter
Running a retreat is much like weaving a tapestry of experience – each thread, from planning to delivery, contributes to the intricate pattern of personal transformation and connection.
As you embark on this journey, remember, the magic lies not just in the grand gestures but in the quiet moments by a river, the shared laughter under a canopy of stars, and the silent acknowledgments of growth and change.
These are the memories that linger long after the retreat ends, the gentle ripples that turn into waves of change in your participants’ lives. So, as you weave your next retreat, consider each decision, each moment, as a precious thread in the tapestry of someone’s life journey, including your own.
Here’s to creating moments that matter, experiences that teach and transform.
Need some help with your retreat? Email me at info@coachbrilliant.com I’d be happy to share my experience with you.