How to Add Retreats to Your Business for Enhanced Revenue

Expanding your business by adding retreats as an additional revenue stream can be a transformative strategy. Not only does it offer financial benefits, but it also enhances brand loyalty and customer engagement. This step-by-step guide will walk you through the process of integrating retreats into your existing business model, from the planning phase to execution and follow-up.

Step 1: Define Your Objectives in Order to Add Retreats to Your Business

Before diving into the world of retreats, clarify what you aim to achieve. Are you looking to increase brand awareness, boost revenue, strengthen community ties,  further develop your product/service with your clients (go deeper), travel to cool places to teach what you love or perhaps a combination of these goals? Setting clear objectives will guide your planning process and help you measure success.

Step 2: Understand Your Audience

Identify who your retreat is for. Analyze your current customer base to understand their interests, needs, and the type of experiences they value. This step is crucial for tailoring your retreat to attract the right participants and ensure it resonates with your target market.  Are you trying to create a retreat for folks you don’t currently work with?  Why?  This is all about adding onto your current model, so you want to tailor your retreat to your current clients.  What things do they love to do?  Know the likes, dislikes, paint points and desires.  This should be fairly easy as you are already working with them right? 

Step 3: Choose the Right Theme and Location

Select a theme that aligns with your brand and appeals to your audience. Whether it’s a wellness retreat, educational workshop, or adventure getaway, your theme should reflect the core values and strengths of your business. Additionally, choose a location that complements the theme and is accessible to your target demographic.

Step 4: Budgeting and Pricing

Develop a detailed budget covering all potential costs, including venue, transportation, meals, activities, marketing, insurance and your own travel and expenses. And don’t forget your profit- which should always be the first line item. Pricing your retreat correctly is critical; it should cover your costs and generate profit, while also providing value for the experience you’re offering.

Step 5: Logistics and Planning

Choosing the Venue:

Selecting the right venue is pivotal for the success of your retreat. You have two primary options: blocking hotel rooms or renting out an entire facility. Each option has its advantages depending on the size of your group, your budget, and the nature of the retreat.

Blocking Hotel Rooms:

• Advantages: Ideal for groups or retreats that don’t require exclusive use of amenities and facilities. Hotels often provide a range of services, including catering, meeting rooms, and recreational activities, which can simplify logistics.  Many times you are not required to put a deposit down or any up front money. 
• Considerations: Negotiate group rates and ensure there are enough rooms available for all participants. Be clear about what facilities will be available to your group and any additional costs for using special venues within the hotel.  Also know what you are required to meet as a minimum and all cancelation policies and fees.  Read those contracts!

Renting Out a Facility:

1. Advantages: Perfect for groups where privacy and customization are priorities. Renting an entire facility, such as a resort, retreat center, or even a large vacation rental, allows you to tailor the space specifically to your retreat’s needs and schedule.
2. Considerations: This option often requires a higher budget and more comprehensive planning, as you may need to arrange for your own catering, activities, and amenities. Ensure the facility meets all your logistical needs, from AV equipment for presentations to spaces for breakout sessions.  You usually have to put a deposit down that may or may not be refundable if you have to make changes. 

Transportation and Accessibility:

• Consider the accessibility of the venue from major transportation hubs. If your participants are traveling from afar, you might need to organize transportation from the airport or train station to the venue.  Also note that when you are providing accommodations and transportation it can sometimes fall under the umbrella of selling travel which may or may not be an issue depending on where you are located so be sure to understand seller of travel laws. 

Catering and Meals:

• Decide whether to include meals as part of the retreat package. If so, work with the venue or local caterers to arrange meal plans that accommodate dietary restrictions and preferences.  Typically if you are having sessions for the day, having an option to either include the meals, or for them to order a meal is ideal.  If you are in a hotel, that has a restaurant or meal options on site, you can always skip breakfast (they are on their own) and/or dinner, it really depends on how your retreat is structured.  Keep in mind, meal times, especially after a day of work, is great bonding time.   And overall you want things easy for your guests. 

Scheduling Activities:

• Plan a schedule that balances structured activities with free time. Allow participants enough time to relax and reflect on their own, which enhances the retreat experience.  It is also necessary for processing.  Having a schedule that is jam packed doesn’t allow room to fully integrate the teachings/workshops.  Sometimes this is unavoidable, but when able, allowing room for free time/processing is very beneficial.

Emergency Preparedness:

• Prepare for any potential emergencies by knowing the local medical facilities, having a first-aid kit on hand, and making contingency plans for severe weather or other unexpected events.  Also have a plan in place for issues that come up with your guests.  Consider all the obstacles and put a plan together for you and your team.

Step 6: Website and Marketing Your Retreat

Effective marketing starts with your website and your overall marketing plan, which are key to ensuring your retreat is fully booked. First your website (or retreat landing page) needs to be clear and speak directly to your target audience.  It needs to be visually appealing and with catchy copy (make it sexy!).  

Utilize your existing marketing channels, such as email newsletters, social media, and your website, to promote the retreat. Tailor your message to highlight the unique benefits of the retreat experience. Engaging past customers who already trust your brand can also be particularly effective.

Step 7: Sales and Registration

Make the booking process as easy as possible. Consider online registration platforms that handle payments and manage bookings. Clear communication about what is included in the price, cancellation policies, and what participants can expect is essential to avoid misunderstandings and build trust.

Registration System

Choosing the right software or program to handle sales and registration is critical for streamlining the booking process and ensuring a positive experience for your retreat attendees.   If you work with a hotel, they may have suggestions as well, that they have worked with in the past.  Here are some recommended tools that are well-suited for managing event registrations and payments:

1. Eventbrite:
   • Description: Eventbrite is a popular event management and ticketing website that allows users to create, promote, and sell tickets to events. It’s easy to use and integrates well with social media platforms for effective event marketing.
   • Best For: Events of all sizes, especially good for public retreats where you expect a larger crowd.
2. Cvent:
   • Description: Cvent offers a comprehensive event management platform with robust features for event planning, including registration, venue selection, event marketing, and onsite solutions.
   • Best For: Larger or more complex retreats that require detailed attendee management and corporate events.
3. Regpack:
   • Description: Regpack is an online registration software that enables you to create intuitive, embedded registration forms directly on your website. It offers tools for automated billing, payment plans, and detailed reporting.
   • Best For: Retreats that require customized registration flows, such as different pricing tiers, add-ons, or workshops within the retreat.
4. Wild Apricot:
   • Description: Wild Apricot is an all-in-one membership and event management software. It helps manage event registration, website creation, membership renewals, and emails.
   • Best For: Organizations that also offer memberships and want to manage all their activities from one platform.
5. Bookwhen:
   • Description: Bookwhen makes it easy to take bookings for classes, courses, workshops, events, or retreats. It is straightforward and flexible, supporting various event types and payment options.
   • Best For: Retreats that include multiple sessions, classes, or workshops, where participants might choose different tracks.
6. Acuity Scheduling:
   • Description: Acuity Scheduling is an online appointment scheduling software that allows clients to schedule appointments, pay, and complete intake forms online 24/7.
   • Best For: Smaller retreats or individual session bookings where participants may need to book specific time slots.
7. Bizzabo:
   • Description: Bizzabo is an event management software that provides tools for creating personalized event experiences. It integrates event planning, marketing, and attendee engagement.
   • Best For: High-end corporate retreats that focus heavily on networking and attendee engagement.

Each of these platforms offers unique features that can cater to different types of retreats. When selecting a registration software, consider the specific needs of your event, such as the complexity of the registration process, payment options, integration capabilities with other tools, and the level of customer support provided.

Step 8: Deliver a High-Quality Experience

During the retreat, focus on delivering an exceptional experience that aligns with your brand’s reputation. Engage with participants, gather feedback in real-time, and be adaptable to any changes or challenges that arise.  This is also the time to get video and photography and testimonials for future retreats. 

Step 9: Follow-Up and Feedback

After the retreat, follow up with attendees to thank them for their participation and gather detailed feedback. This will help you gauge the success of your retreat and identify areas for improvement. This is also a great time to get additional reviews including Google/Facebook/Yelp reviews.  Positive reviews can be powerful testimonials for future marketing efforts.

Step 10: Analyze and Adjust

Review the outcomes against your initial objectives. Was the retreat financially profitable? Did it enhance customer loyalty? Use the insights gained to refine your approach for future retreats.

Conclusion:

Adding retreats as a service offering can significantly enhance your business’s revenue and deepen relationships with your clients. By following these steps, you can develop a compelling retreat that aligns with your brand, meets customer expectations, and achieves your business goals. Remember, success in the retreat space is a combination of strategic planning, exceptional execution, and ongoing evaluations.

PS- need help creating your retreat? We got you from A to Z. Or just need help marketing it? We got you still.  

PSS– go check out our IN PERSON Retreat Leader Mastermind in Austin!