A retreat is a different operational commitment from a weekly class. Alongside the teaching sit accommodation, deposits, balances, dietary information and travel arrangements. The aim is not to remove your judgement, but to keep the information you need in one reliable place.
Start with the budget and responsibilities
Write down venue costs, travel, teaching, meals and contingency. Decide who is the organiser, what the guest is buying and which responsibilities sit with the venue. Check insurance and any legal obligations, including package-travel rules where relevant. A good-looking booking page does not settle those questions.
Choose how guests book rooms
Make room types, occupancy and package inclusions clear. Sangha supports direct room selection where guests choose the available room or bed, and Smart Matching where you offer packages and allocate physical rooms. Sharing preferences, couples and associated groups need careful handling; review the allocation rather than treating it as hospitality judgement made for you.
Set payment and cancellation terms before selling
Decide the deposit, balance deadline and any payment-plan options. Cancellation terms need to be clear and appropriate to your circumstances. Do not assume a deposit is legally non-refundable simply because it is labelled that way.
Card plans can reduce manual chasing, but failed payments still need attention. Keep offline payments recorded so the remaining balance stays accurate.
Collect guest information privately
- Dietary requirements and relevant health information.
- Emergency contacts.
- Arrival and departure details.
- Rooming relationships and essential preferences.
Share only what the people delivering the retreat need. Sensitive answers should not live in an open spreadsheet or group message.
Keep the public page distinct from the guest schedule
Your public page can show the retreat’s setting, packages and written day-by-day outline. The detailed timed schedule belongs to booked guests and your itinerary. Sangha keeps those purposes separate, alongside guest information and payment records.
Review before launch
Test the enquiry or booking journey, check the room availability and read the confirmation as a guest would. Clear communication and realistic planning matter more than promising a retreat will automatically be profitable.