Hey there, fellow retreat hosts (or soon-to-be hosts)! 🙋‍♀️ It’s Shannon here, and after over 12 years of hosting retreats and running my own retreat venue, Retreat Ranch, I can tell you—hosting retreats is a magical and fulfilling experience. But it’s not all yoga and group hugs. We need to talk about the less glamorous side of things—legal stuff. 💼 Let’s dig into legal considerations for retreat hosts!

Now, before you tune out, let me say this: protecting yourself legally is just as important as creating those beautiful, soul-nourishing experiences for your guests. I’ve learned a few things along the way, and I want to share some key legal considerations every retreat host should know. You can also tune into our Podcast on this very topic with our friend Cory- a lawyer over at Conscious Counsel.

1. Contracts, Contracts, Contracts!

Let’s start with the big one. Contracts are your best friend in the retreat business. They protect both you and your participants by clearly laying out expectations, rules, and responsibilities.

What should your contract include?

• Cancellation policies: Things happen—guests may need to cancel last minute, or worse, you might have to cancel. Your contract should spell out cancellation deadlines, refund policies, and any non-refundable deposits, trip insurance requirements, etc.
• Payment terms: Make sure it’s crystal clear when and how guests are expected to pay—deposits, full payments, and any late fees.
• Liability waivers: More on this later, but you want to make sure your guests understand that there’s some level of risk (especially if you’re offering physical activities like hiking, yoga, or adventurous excursions).
• Rules for behavior: Let’s face it, sometimes guests may need a reminder of the rules—whether it’s respect for others, quiet hours, or general retreat guidelines. Put it all in writing!

💡 Tip: Always have a lawyer draft or review your contracts to make sure you’re covered. It’s an investment that will save you from future headaches.

2. Liability Waivers & Insurance

When you’re running a retreat, you want to create a safe, welcoming space for your guests. But accidents happen, and it’s crucial to protect yourself from any legal trouble if someone gets hurt or has a less-than-perfect experience. This is where liability waivers come in.

A liability waiver basically says that the participant acknowledges the risks involved (hello, yoga twists, hiking trails, or horse riding 🐴), and agrees not to hold you legally responsible if something goes wrong.

Pro tip: Make sure the waiver covers all the activities you’ll be offering. If you’re hiking, swimming, or doing any adventure-based activities, be sure to mention those specifically.

In addition to waivers, you’ll need liability insurance. This covers you in case someone gets injured during your retreat or if there’s property damage. Even if your venue has insurance, you still need your own. Double up that protection!

3. Venue Contracts

If you’re hosting your retreat at someone else’s venue, you’ll need to get everything in writing with them too. Venue contracts are crucial to outline what’s included in your rental, how much you’ll be paying, and any restrictions you need to be aware of (like noise limits or guest capacity).

Make sure to clarify:

• What’s included (lodging, meals, activities)
• Deposits and payments (when they’re due, non-refundable clauses)
• Damage policies (so you know what you’re responsible for)
• Cancellation policies (on both ends—yours and theirs!)

Trust me—having all these details clear upfront will help avoid misunderstandings and ensure a smooth experience.

4. Health and Safety

With everything happening in the world, health and safety have become a huge focus for retreat hosts. Depending on where you’re hosting your retreat, there might be specific health regulations you need to follow (especially post-pandemic). Think about things like:

• First aid kits: Always have them on hand.
• Emergency procedures: Know where the nearest hospital is and have a plan if something goes wrong.
• COVID or other health issue protocols: If applicable, make sure you’re compliant with any local or national regulations regarding health and safety (like testing, social distancing, etc.).

Also, having a plan in place for handling guest allergies, food restrictions, or medical emergencies is crucial.

5. Refund Policies

I know—talking money can feel uncomfortable, but it’s necessary. You NEED to have a clear refund policy in place, and it needs to be spelled out in your contract.

Do guests get a refund if they cancel a month before? A week before? What if they want to leave halfway through the retreat? You decide what works best for your business, but communicate it clearly upfront to avoid any confusion or frustration later.

6. Taxes

Ah, taxes. 💸 Everyone’s favorite topic, right? Unfortunately, retreat hosts aren’t exempt from dealing with Uncle Sam (or whichever tax system you’re under). Depending on where your retreat takes place, you might need to:

• Charge sales tax on retreat packages.
• Pay local tourism taxes or lodging fees.
• Report your income from the retreat (yep, all of it!).

If you’re unsure about your tax obligations, consult a tax professional. Trust me, it’s better to stay on top of this from the get-go.

7. Travel Regulations & Seller of Travel Laws

If you’re organizing a retreat that involves transportation (like booking flights, shuttles, or international travel), you might need to follow Seller of Travel laws. These laws vary by country and state, but they’re there to protect travelers from shady operators.

In some locations, you need a license to sell travel packages (including retreats that include travel). Look into the rules where you’re operating to avoid running into trouble down the road.

Final Thoughts: Protect Yourself and Your Retreat

I know, all of this legal stuff isn’t the fun part of hosting retreats—but it’s necessary to make sure you, your business, and your guests are protected. The good news? Once you’ve got all these legal considerations in place, you can focus on the creative, heart-centered work of retreat hosting! 🌿✨

So, don’t let the legal side scare you off—just make sure you’re covered, and you’ll be all set to create those transformative, unforgettable experiences for your attendees. You can also check out our Retreat Leader Academy course that has all of this and more covered!

If you ever need help or guidance on this journey, feel free to reach out—I’m here to support you in creating retreats that are not only magical but also legally sound! 🙌

Here’s to hosting safe, impactful, and worry-free retreats! 💫