Let’s be real—retreat execution is no small feat. You’re juggling logistics, guest experiences, schedules, marketing, and oh yeah, making sure YOU don’t burn out in the process. I’ve been there—both in the trenches and on the other side of 100+ successful retreats. And let me tell you, no matter how many retreats you’ve hosted, having a solid checklist is a game-changer for keeping things smooth, organized, and stress-free. So whether you’re gearing up for your first retreat or your fiftieth, this ultimate retreat execution checklist will help you stay on track and make sure your retreat is seamless, transformational, and most importantly—profitable.

Pre-Retreat Planning: Setting Yourself Up for Success

Know Your Why & Who

Before anything else, get crystal clear on why you’re hosting this retreat and who it’s for. Every decision you make—from the location to the activities—should align with the transformation you’re promising your attendees.

Dialing in Business Logistics (The Non-Negotiables!)

You need more than just a beautiful retreat—you need solid business foundations to protect yourself and grow sustainably.

• Choose Your Business Structure: LLC, S-Corp, or Sole Proprietor? Protect yourself legally.
• Business Banking: Keep retreat funds separate from personal money.
• Waivers & Contracts: Protect yourself with liability waivers, cancellation policies, and venue agreements.
• Insurance: Consider retreat liability insurance in case of unexpected situations.
• Booking & Payment Platforms: Automate your registration process to save time and get paid upfront.

Choose the Right Location

Your retreat space sets the tone for the entire experience. Make sure it aligns with your theme, goals, and ideal guests. Ask yourself:

• Does this location offer the right atmosphere? (Relaxing, adventurous, intimate?)
• Does it have the necessary amenities? (Private rooms, food options, meeting space?)
• Can I easily communicate with the venue, and do they have good support?

Bonus Tip: Visit the location beforehand if possible! Pictures can be deceiving, and you want to know what you’re walking into.

Dial in Your Budget & Pricing

Pricing your retreat right is non-negotiable if you want to stay in business. Too many retreat leaders undercharge and walk away with little to no profit (or worse, losing money). Make sure to:

• Factor in ALL costs—venue, meals, travel, activities, marketing, staff, gifts, and YOUR OWN VALUE.
• Set a profit margin—your retreat shouldn’t just break even; it should financially support you.
• Offer payment plans—this helps make your retreat more accessible and increases conversions.

Lock in Your Itinerary

A retreat should have a balance of structure and free time. When crafting your schedule:

• Don’t overpack the itinerary—give attendees space to absorb and integrate.
• Schedule intentional downtime—this enhances the transformation process.
• Keep transitions smooth—factor in realistic time gaps between activities.

Pro Tip: Have a Plan B for weather-sensitive activities!

Marketing & Enrollment Strategy

A killer retreat won’t matter if no one knows about it. Make sure you’re:

• Building an email list with content marketing.
• Utilizing SEO strategies to drive traffic.
• Regularly posting about your retreat on social media & email lists.
• Using testimonials from past retreats to build trust.
• Making it EASY for people to sign up—clear website, simple checkout process, detailed FAQ section.
• Following up with interested leads! A simple DM or email can make all the difference.

Retreat Execution Week: Executing Like a Pro

Have a Welcome Plan

First impressions matter! Set the tone right from the start with:

• A warm welcome at check-in (greet everyone personally!).
• A special gift waiting in their room (journals, intention cards, essential oils—small touches go a long way!).
• A grounding opening ceremony to set intentions and create connection.

Stay Flexible, Stay Calm

Let’s be real—something WILL go wrong. Maybe a guest’s flight is delayed, the weather changes plans, or the caterer messes up a meal. Stay calm and:

• Have a solution-oriented mindset—think quickly, adapt, and don’t let stress show on your face.
• Trust your team—delegate when needed.
• Be open and honest with your guests about changes, issues, or anything that affects them.
• Keep your energy high—your mood sets the tone for the whole group!

Keep Communication Clear & Consistent

Guests feel safer and more comfortable when they know what to expect. Keep them informed with:

• A daily schedule sent via email or a group chat.
• Clear instructions for each activity (where to go, what to bring, etc.).
• Check-ins throughout the retreat to address any concerns.

Create Connection & Transformation

A retreat is about more than just activities—it’s about creating an experience that sticks with people long after they leave.

• Build connection—group sharing circles, partner exercises, meals together.
• Make space for personal reflection—journaling time, solo walks, quiet moments.
• Encourage participation, but never force it—let guests engage at their comfort level.

Capture Content & Testimonials

• Take lots of photos & videos (or hire someone to do it for you!).
• Ask for on-the-spot testimonials while guests are still feeling the magic.
• Encourage guests to share their experiences online—tag you and the retreat location!

Post-Retreat: Keep the Momentum Going

Send a Thoughtful Follow-Up

A retreat doesn’t end when guests go home—it’s an experience that should stick with them.

• Send a thank you email with reflections and key takeaways.
• Offer a next step—maybe a digital course, 1:1 coaching, or an invite to your next retreat!
• Ask for detailed testimonials for marketing your next retreat.

Evaluate & Improve

After every retreat, take time to reflect:

• What went well?
• What would you tweak for next time?
• What feedback did guests give?

This reflection helps you grow as a retreat leader and make every experience better.

Final Thoughts: Your Retreat is a Business, Treat it Like One

A smooth, well-executed retreat execution doesn’t just happen—it’s the result of intentional planning, smart decisions, and being prepared for anything. 

• Your retreat should be profitable—you’re running a business, not a hobby.
• Your energy is contagious—stay calm, grounded, and adaptable.
• Guests will remember how they FELT—focus on creating transformation, not just a packed schedule.

If you’re ready to take your retreat game to the next level, we’ve got the tools to help—from our Retreat Leader Academy to our Mastermind Memberships, we’ve got your back.

Now go plan that epic, stress-free, profitable retreat! Let me know in the comments—what’s your biggest retreat planning struggle?