If you’ve ever been to a retreat that didn’t quite hit the mark, you already understand how much the retreat guest experience shapes whether people come back – or don’t.

And here’s the truth: in the retreat business, your greatest marketing tool isn’t your Instagram feed – it’s your guest experience.

A truly great retreat doesn’t just end when people go home – it stays with them. It inspires them to come back, bring friends, and talk about it for months (or years).

So if you want to create a retreat business that’s not just profitable but sustainable, your job isn’t just to fill spots. It’s to create raving fans.

Here’s how to do that – before, during, and after your retreats.

Step 1: Create a Smooth Onboarding Experience

Your guest experience starts the moment they say yes.

The days or weeks between someone paying their deposit and actually arriving are critical. If you go quiet after payment, you’re missing a major opportunity to build trust and excitement.

How to nail onboarding:

• Send a personalized confirmation email with all the need-to-know details.
• Include travel tips, packing lists, and what to expect.
• Introduce them to the vibe – maybe a Spotify playlist, welcome video, or message from you.
• Create an easy way for guests to ask questions and connect (a group chat or private community works wonders).

This phase sets the tone and reduces pre-retreat anxiety – which means happier, more prepared guests when they arrive.

Step 2: Communicate Clearly and Consistently

You’d be surprised how many retreat leaders go MIA between the booking and the retreat. Guests are left wondering what to bring, when to arrive, and if everything’s still happening. That’s not leadership – it’s confusion (and for newbie retreat goers, a little scary).

Before:
Send consistent updates. Let them know what’s coming, who’s coming, and what they’ll experience.

During:
Keep communication warm and grounded. Make sure they always know what’s next and what’s optional.

After:
Follow up quickly. Don’t wait weeks to reconnect – send gratitude messages and photos within a few days.

Connection builds confidence. Confidence builds retention.

Step 3: Add Personal Touches and Surprises

Details matter.

When guests feel seen, valued, and cared for, they don’t just enjoy your retreat – they remember it.

Ideas to elevate the experience:

• Handwritten welcome cards or room notes
• Thoughtful gifts (like journals, candles, or local treats)
• Unexpected group surprises (a sunset champagne toast, guest musician, or s’mores night)
• Special touches tied to your theme (aromatherapy blends, affirmation cards, or symbolic takeaways)

It’s not about being “extra.” It’s about being intentional.

Step 4: Collect Feedback – Then Actually Use It

Your retreat business will only grow if you’re brave enough to ask, “What could be better?”

Right after the retreat, send a short survey that includes:

• Favorite part
• Least favorite part
• What they’d love to see next time
• Would they recommend this to a friend?

Bonus: ask for testimonials while the energy is still high. Guests are more likely to write from a place of emotion when they’re freshly back home and still glowing.

And if you see patterns in feedback? Don’t take it personally. Take it professionally. That’s how you refine your magic.

Step 5: Keep the Connection Going (a.k.a. The Upsell)

Your retreat doesn’t end when people drive away – it evolves.

Your job is to nurture the relationship.

• Send a thank-you email with group photos or a recap video.
• Offer early-bird registration for your next retreat.
• Create alumni-only bonuses or private invites.
• Start a community (email list, private group, or membership).

Returning guests are gold in the retreat business. They trust you, they know your vibe, and they’re your best advocates. Treat them that way.

Final Thoughts

You can have the most beautiful venue and perfect itinerary in the world – but if your guest experience is off, people won’t come back.

Your retreat business thrives on relationships, not transactions. Every message, meal, and moment counts.

So design your retreats with the full journey in mind: before, during, and after.
That’s where retention lives. That’s where referrals are born.

And if you want to master this process with other retreat pros who’ve been there, join me this May at the Retreat Industry Forum in Colorado.

We’re unpacking the systems, surprises, and strategies that turn first-time guests into lifelong fans.

Join us at: https://luxuryinbusinessretreats.mykajabi.com/retreat-industry-forum

Because great retreats aren’t built by accident – they’re built by intention.

For more inspiration, listen to Episode 246 for a guest’s perspective on retreat experience.