Frequently Asked Questions About Planning a Retreat

  • We typically recommend beginning the retreat planning process at least one year in advance. Many retreat venues, especially popular wellness and boutique retreat centers, book up very quickly and are sometimes fully reserved up to two years ahead.

    Securing your venue early gives you the best selection, more flexibility with dates and room types, and plenty of time to market and fill your retreat successfully. If you are considering a high-demand retreat center or planning during peak travel seasons, starting 18 to 24 months in advance is ideal

  • The number of guests needed to make a retreat profitable depends on several factors, including your pricing, destination, accommodations, and overall expenses. In many cases, retreat hosts can begin generating a healthy profit with a group of approximately 7 to 10 guests when pricing is structured properly.

    Before selecting a destination or venue, we work closely with hosts to review budgets, pricing strategy, and projected profit margins to help create a retreat that feels both financially sustainable and aligned with your vision.

  • Our retreat planning services focus on the logistics and operational side of hosting a retreat so that you can focus on leading and creating the experience for your guests.

    Services typically include:

    • sourcing and securing retreat venues

    • creating and reviewing retreat budgets

    • managing contracts with retreat centers and suppliers

    • guest registration, invoicing, and payment collection

    • organizing rooming arrangements and retreat logistics

    • coordinating travel support and airport transfers

    • providing travel insurance options for retreat participants

    As a licensed travel agency, we are also able to offer travel insurance to guests, which is something independent retreat hosts are often unable to provide on their own. Our goal is to make the planning process feel organized, seamless, and fully supported from start to finish.

  • Yes. Since Simply Retreats is a licensed travel agency, we are able to assist retreat guests with flights, airport transportation, and additional travel planning support.

    Flight booking and personalized travel planning services are available for retreat participants for an additional fee of $150 CAD per person. This helps ensure guests have support navigating travel logistics and arrive at the retreat as smoothly and stress-free as possible.

  • Absolutely. Many of our clients are first-time retreat hosts. Planning a retreat can feel overwhelming at first, but we help guide you through the logistics and planning process step by step.

    From budgeting and venue sourcing to contracts, guest payments, and travel coordination, our goal is to help make your first retreat feel organized, manageable, and fully supported.

  • Most retreat centers require an initial deposit in order to secure your dates and accommodations. This deposit is typically between 20% and 30% of the total retreat cost, although the exact amount can vary depending on the destination and retreat center.

    After the initial deposit, the remaining balance is usually divided into two or three additional payments throughout the planning process. Some retreat centers also offer more flexible payment structures with smaller upfront deposits and final payments due much closer to the retreat date.

    When sourcing venues, we do not just look at the destination itself. We also consider payment structures, budget flexibility, and overall financial risk to help find an option that feels comfortable and sustainable for you as a host.

  • When planning a retreat, it is important to budget for the initial venue deposit, which is typically required to secure your retreat dates and accommodations. Beyond that, retreat hosts should also account for additional expenses such as transportation, activities, marketing, instructor costs, and any unexpected expenses that may come up throughout the planning process.

    We always recommend building some extra financial flexibility into your retreat budget, as smaller expenses can quickly add up over time. When creating your budget together, we include a contingency allowance to help account for unexpected costs such as wire transfer fees, currency fluctuations, supplier fees, or other small logistical expenses that can arise throughout the planning process.

    Part of our goal is to help retreat hosts feel financially prepared and have a clear understanding of the full budget before committing to a retreat venue.

  • Choosing the right retreat destination depends on several factors, including the type of experience you want to create, your guests’ preferences, and your overall budget.

    Environmental elements can play a big role in the decision. Some hosts are looking for a beachfront retreat, while others may prefer a jungle setting, a more remote experience, or a destination with easy accessibility and nearby amenities.

    Budget is also an important consideration. Retreat costs can vary significantly depending on the country, season, accommodations, and travel accessibility. Part of the planning process involves determining what price point feels realistic for your audience and choosing a destination that aligns with both your vision and your guests’ expected budget.

    Our goal is to help you find a retreat destination that feels exciting, financially sustainable, and well suited to the experience you want to offer.