Hosting your First Wellness Retreat

Written by Ariel M. Weinshanker

November 2019
Congratulations on deciding to host your first retreat! Like most things in life, a little planning in advance can go a long way when it comes to executing an experience in line with your vision.  It is our goal that with these tips, hosting your own wellness retreat can be an enjoyable experience.
Even if you opt to partner with a Travel Specialist or Meeting planner, giving some thought to the unique attributes of your community will be beneficial in the long run.

Setting your Intention

When you plan for a 6:00AM sweat session or evening Yoga, you often take the time to set your intention. What are your reasons for hosting a retreat? Answering this question thoughtfully will allow us to make more intentional decisions.
Create Community
Many wellness studios are seeking ways to grow community and provide out of the studio experiences for their members to connect with one another. Rather than having hundreds of members who enjoy a class here or there, you can invest time in creating opportunities for your members to create genuine, meaningful friendships. They may all decide that Mondays at 6PM they want to go to the same class for themselves but catch up afterward.
Marketing
Are you looking for ways to stay top of mind with your members? Perhaps you are focused on reaching new students? Having someone attend your wellness retreat may provide the nudge they need to start their wellness journey with you. A relaxing weekend away is a great way for them to get to know your style of practice! Also, many of your attendees may invite their friends or partners to come. Creating a phenomenal chance to extend your reach.

Do you sell products and services beyond your classes? All retreat packages can include the cost of products and services you offer. Thinking about launching your own online wellness course? A hosted retreat must be marketed and can also be the source of content for marketing. It is a great opportunity for Marketing content that can be used to increase your revenue stream for products and services.
Generate Revenue
There is nothing wrong with hosting retreats for the purpose of generating revenue. . You operate a business after all. It is, however, important to take into account your client’s budget and not diminish the quality of the experience in order to increase your profit. If you are hosting a budget or rustic retreat you can still generate revenue, but the dollar amount will be different than if you were hosting a 5 star luxury, ultra niche experience.  
When it comes to generating revenue, ask yourself, am I looking to:
  • Cover the expenses so you can go on a free trip
  • Sell products and services
  • Make a specific dollar amount or percentage

Your Practice

Why do your members choose to achieve their wellness goals with you? Is your studio providing a niche service? Are you the only studio in town? Do you have an awesome community of like-minded individuals? What makes up your essence?
Must Haves and Deal-Breakers
Take stock of your must haves and deal-breakers. For example:
  • Does your practice require: a space that is 105 degrees Fahrenheit to conduct Hot Yoga, a Spa with an infrared Sauna, specific Yoga props?
  • Is your practice flexible? Allowing you to conduct a class anywhere at anytime for any size group of people? (think meditation on the beach as long as everyone has a towel?)
We will revisit these points when it comes time to start planning your ideal experience.
​Your Members
Since every studio is different, the expectations of your members may be as well.  
  • Do you members expect  different instructors and/or different styles of Yoga to be taught in one weekend?
  • Are your members interested in a luxury or rustic experience?
  • If rustic, do you require AC in a warm weather destination?​
Communication
When communicating with your members is it generally in person? Studio signage? Over email? Text? Or by phone? 
  • If it is email, how many people do you have in your database?
  • How many of them are active?  
  • Do you have implicit or explicit consent to email them?  Remember secure handling of contact information is always important.  Don't forget certain regions may have stricter guidelines for email marketing (think GDPR and CCPA).  Make sure you are following all applicable city, state, federal rules.

Resources

Time, Energy, Expertise
When coordinating a retreat, there are many steps you can take in order to maximize your resources. If you do not have the expertise in destinations and event coordination, you can partner with a Travel Services or Meeting Planning company. This way, you can benefit from their expertise and their relationships while simplifying the planning process. Plus they can often build the cost of their services into the package price.  

Regardless of whether you coordinate the retreat yourself our in partnerships with a Travel Services company, you will likely be required to sign a contract and may be asked for a non-refundable deposit up-front. Do you have sufficient cash flow to pay for a $1,000 non-refundable planning fee or deposit up front? If not, ask about alternatives.

Competition

While you do need to expel too much energy thinking about your competition, it may be helpful to visit the websites of your competitors-or studios you hold in high regard-to check out if they are offering retreats. It may yield some valuable insights into price points and types of experiences already being marketed in your geographic area.

For any studios or instructors already hosting retreats, you may want to jot down the following details for reference:
  • Dates of the Experience (Length and Time of Year)
  • Location of Experience
  • Type of Wellness Practiced
  • Cost of Experience
  • Style of Experience (Luxury, Boutique, Rustic)
  • Guest to bathroom ratio
Looking to connect with other like-minded Wellness Studio owners? Contact us to request an invitation to join our invitation-only Wellness Marketing Resource group.

Next Steps

Once you have set your intention for hosting a retreat, it is time to Set your Parameters!

​We advise giving yourself a minimum of 4-6 months from start to retreat date when you are preparing for your first travel experience. More if you are not working with a Travel Specialist.
Ready to bring your vision to life?
Let us create a custom package and coordinate your experience complete with branded event website!
 Vosant Meetings & Travel  is ready to assist whether you know exactly what type of experience you are searching for or have just a vague idea.
Let's Plan
Contact Us