Hey hey, retreat leaders! It’s your girl Shannon here, and today we’re diving into the less glamorous—but oh-so-critical—side of retreat leadership: planning a retreat like a pro.

Now, if you know me, you know I’m all about the magic. The breakthroughs. The soul shifts. But listen—none of that magic happens without rock-solid logistics behind the scenes.

And no matter how many retreats you’ve hosted (or dreamed of hosting), I can almost guarantee there are a few key things you might be forgetting to plan for. How do I know? Because I’ve been in this game for 15+ years and have seen the panic, the oversights, the “OMG I didn’t think of that!” moments.

So whether you’re a first-time retreat leader or you’ve done a few and want to level up, let’s walk through the Retreat Planning Checklist: 10 Things You’re Probably Forgetting.

A Clear Cancellation & Refund Policy

Trust me—this isn’t just for you, it’s for your guests too.
Make your terms crystal clear from the start and include it on your sales page and in your registration process. Life happens, and you’ll want boundaries and a backup plan. Mine is very simple: no refunds, for any reason, at any time. I require trip insurance that includes the retreat fees so that guests don’t cancel on me, but on themselves (sometimes if there is an option to cancel at all, they will find one because subconsciously they don’t feel they deserve the retreat).

Travel Details & Timing

You may have listed the dates of the retreat, but have you thought through:

• Check-in and check-out times?
• The actual first meal?
• When people realistically need to arrive based on travel time?
  
  Build a welcome plan that accounts for flight delays, jet lag, and hungry travelers.

Emergency Contact + Health Forms

You need to know about allergies, injuries, medications, and emergency contacts.
Even if you’re not offering physical activities, you are still responsible for guest wellbeing. Use a pre-retreat form to gather this info well in advance. Oh and do you have the proper waivers? This is a MUST HAVE.  Get yours from our friends over at Destination Legal.

Transportation to/from Airport

This one sneaks up on people all the time.
Will you offer a shuttle? Are you giving detailed info for taxis or ride shares? Make sure everyone knows exactly how to get to your venue and how long it’ll take. By the way: know the laws on transportation and travel. When you provide transport yourself that may fall under Seller of Travel laws.

Host Support + Team Roles

You shouldn’t be doing everything. Seriously.  YOU CAN NOT DO ALL THE THINGS.
Who’s helping with check-in? Room assignments? Meal questions? Tech needs? Who do the guests contact when things go wrong?

Even if you’re solo, delegate or hire part-time support for the heavy lifting so you can actually lead.

A Flexible But Clear Daily Schedule

You want structure and flow.
Your guests want to know what to expect, but not feel rushed or overbooked. Give them enough guidance to feel safe, while also leaving room for spontaneous magic. And don’t forget to build in down time/integration time. 

Speaker/Facilitator Agreements

Bringing in guest speakers or co-leaders?
Have contracts. Outline payment, content ownership, cancellation terms, and expectations. You’d be surprised how many facilitators have no clue what they’re agreeing to—until it’s too late.

Tech & AV Needs

Are you using music? Slides? Mic? Yoga playlists?
Make a tech checklist. Nothing kills the vibe like struggling to get your speaker to play or realizing your bluetooth won’t connect or the Wifi stinks.

Photos + Media Release

You’ll want gorgeous content from your retreat—trust me.
Make sure you have permission to capture and share images. Include a media release in your welcome packet or intake form so you can show off your magic post-retreat without awkward follow-ups. A must have? Hire someone to do photos and videos. You cannot take pics of yourself in action and you need those! Grab those testimonial videos on site before guests leave too (ps- who is doing this?).

The Follow-Up Plan

This is huge.
Do you have an email ready to send after the retreat? Are you inviting them into a next step with you? Don’t let that post-retreat glow go to waste. A follow-up strategy = community + repeat clients.

Final Thoughts

Planning a retreat isn’t just about choosing a dreamy location and hoping people show up. It’s about being a leader and a planner.
Because the more dialed in your planning is, the more spacious and powerful the actual retreat becomes.

So don’t wing it. Print this checklist. Add your own notes. Share it with your VA or co-host. Then go create the retreat that changes lives—without losing your mind in the process.

You’ve got this. And if you ever want more guidance, you know I’m here for it.

With love & logistics,
Shannon

PS: Want even MORE tools to create a sustainable, profitable retreat business?

Come join me in LONDON for the Vision to Venue: How to Host Profitable Retreats workshop happening October 10th, 2026 at the Waldorf Hilton.
This is a full-day, strategy-packed, no-fluff training for coaches, healers, and retreat leaders who want to build retreats that are both transformational and profitable.
Let’s build your retreat biz like the boss you are.
Grab your seat now