- 05.06.2024
- Vaida Saulyte
How to choose the perfect retreat venue
Choosing a retreat venue is one of the most important decisions for a retreat organiser. Where you host your retreat significantly shapes the overall experience and success of it; first, serving as a draw for potential partipants, and later as the backdrop for their journey of self-discovery, relaxation, and personal growth.
But choosing the perfect retreat venue isn't always easy - in fact, it can be pretty stressful and overwhelming. After all, you can't afford to get it wrong, yet there are so many diferent venues out there to choose from. So how do you choose the perfect retreat venue?
As a retreat and venue booking platform that's collaborated with countless retreat leaders and venue owners, we can reveal the 8 elements that contribute to the perfect retreat venue. Set aside some time to think about each one and you'll be armed with the information you need to filter the options and find the perfect retreat venue.
How to choose the perfect retreat venue: 8 important things to consider
- Define your retreat vision
- Know your audience
- Work out your budget
- Location, location, location
- Accomodation options
- Amenities & facilities
- Food & dietary restrictions
- Contracts & legalities
1. Define your retreat vision
Before embarking on the search for the perfect retreat venue, it's essential to clarify the overall vision for your retreat, so you can find a venue that aligns with it.
For instance, if you're planning a relaxing retreat for tired women, a calm beachside location with different areas for reading and resting would be ideal, whereas a corporate team building retreat might require a venue where there's plenty of scope for outdoor activities such as hiking as well as indoor space designed for seminars.
This might sound obvious, but it's easy to rush into looking for a venue before getting down to the detail of your retreat, worried that you'll miss out on something special if you leave it too long - and then having to limit your retreat to what the venue can facilitate, instead of basing it on your own skills and ideas.
EXERCISE: Clarify your unique retreat vision by asking yourself, "What is the transformative experience I am able to offer my retreat participants?"
2. Know your retreat audience
Understanding your 'customer avatar' or 'ideal client' is a HUGE part of making your retreat a success, because if you know who they are - their preferences and values, and their relationships with each other - you'll know how to serve them. And if you can serve up a retreat that they'll like the look of, then you're going to get more bookings!
For example, if you know your students feel strongly about environmental issues, make sure you book an eco retreat venue like this riverfront eco lodge in Portugal . If they're the kind of people who enjoy good food, find a venue which emphasises its cooking facilities or catering services in its listing, like this rural Italian villa.
EXERCISE: Write down a description of your ideal client - the kind of person you retreat is designed for. If you have a student community, you might even want to ask them what they'd value in a retreat.
3. Consider your budget (and calculate risk)
Your budget will, of course, play a significant role in your venue selection process because you'll have to pay a deposit to secure your dates. This can be anything from 10% - 50%, with installments payable at certain points in the lead-up to the retreat.
To help you estimate costs (including the amount you'll have to pay as a deposit), every Zenbooking venue listing provides pricing information based on the selected dates, number of guests and organisers.
If it's your first or second time organizing a retreat (and we're guessing it is, if you're reading this), you might be worried about not getting enough bookings and losing money on your retreat, or not making enough profit to make it worth your while. If that's the case, there are several things to consider that will help you to minimize your costs and mitigate risk:
Number of guests - keep participants to a minimum. If you create a retreat for 10 guests, for example, you only have to sell 10 places (and if you do, you know you can increase your numbers next time!).
Free accommodation - some venues offer free accommodation for retreat organisers, as long as a specific guest threshold is met. This accommodation perk is factored into our venue pricing calculations, providing you with a comprehensive understanding of the overall venue costs.
Seasonality - every destination has its seasons, and booking during high or low season can make a big difference to the overall price. If you think you can deliver the same value and experience to your clients whatever the weather, it's worth looking at off-peak prices.
Cancellation policy - all venues listed on ZenBooking include cancellation policies and these can vary, so make sure you read them carefully. Some allow free cancellations up to 90 days before the dates you've booked, whereas others charge a fee (which can, in some cases, increase the closer you get to the dates you've booked).
Marketing - giving yourself plenty of time to market your retreat increases your chances of getting enough bookings to fill it up. Targetted advertising on Google, Facebook and Instagram can also bost the visibility fo your retreat among your ideal clients. If you need help with this, consider using some of your budget on our Markting Accelerator Service.
4. Location, location, location
The world is your oyster when it comes to retreat venues. On ZenBooking, we've got everything from a Lithuanian peninsula that you can rent for you and your guests alone, to a riverside lodge surrounded by hiking trails in Washington, Amercia, to a French fairytale castle in a private park.
It's tempting to pick one that appeals to you, but that'd be a big mistake. It's not you who's going to be booking a place on the retreat, after all. Instead, pick a venue in a location that involves a journey your ideal client would be up for, and make sure you can provide them with precise details about how to make that journey - be it by car, plane, shuttle bus, or jungle trek!
EXERCISE: Put youreslf in the shoes of your ideal client and ask yourself (or better still, ask them direct!), how far - and in what way - are they willing to travel? Are they up for an adventure, or would they prefer something easy? Can they afford the cost of a long-haul flight (as well as the retreat)? How much time do they have?
5. Venue size & accomodation options
As well as making sure that the venue can comfortably accommodate your group for activities, workshops and communal dining, consider the kind of accommodation and bathroom options there are and what your ideal client would prefer. Here's a run-down of the options and the kind of people and retreats they tend to work for, to help you out:
Single rooms: Ideal for those seeking privacy and a luxurious retreat experience, single rooms offer exclusivity and comfort, making them a significant selling point for higher-priced retreats.
Double rooms: Balancing privacy and companionship, double rooms are versatile and appeal to couples or friends attending your retreat.
Group accommodation: Budget-friendly and fostering community, shared cottages or dorm-style rooms are excellent for retreats emphasising social interaction and shared experiences.
Mixed accommodation: Offering a mix of single, double, and group accommodation caters to a broader audience, allowing participants to make a choice based on their preferences and budget.
Bathrooms: When it comes to bathrooms, the choice between private ensuite and shared bathrooms is significant as it directly influences the perceived luxury and pricing of a retreat. Private ensuite bathrooms cater to those valuing personal space, comfort, and a premium experience, while shared facilities offer a more economical option, promoting budget-friendly retreats and fostering group connections.
TIP: Request detailed floor plans and pictures to assess a venue's suitability for your retreat. If you go ahead with the venue, this will also help you to 'map out' your retreat activities and itinerary.
6. Amenities & facilities
Consider the amenities and facilities that your retreat requires. Does the venue have the necessary equipment for your activities or workshops? Is there a well-equipped kitchen if you plan to prepare meals on-site? Wi-Fi availability, audio-visual equipment, and comfortable seating arrangements are also important factors to consider. Make a checklist of your specific needs and verify that the venue can meet them.
At ZenBooking, our listings go beyond just accommodation details, providing comprehensive information about activity spaces, such as yoga shalas, as well as available equipment and alternative spaces suitable for group and one-to-one sessions.
EXERCISE: Sketch out your retreat itinerary (don't forget to include down time - it is a retreat after all!) and then make a list of all the activities you want to include along with the space and equipment you'll need.
7. Food & dietary restrictions
The overall satisfaction of your participants (even their decision to book a place on your retreat) can be significantly impacted by the food that's provided. Check the venue's menu options and ensure that they can accommodate various dietary preferences and restrictions, including vegetarian, vegan and gluten-free.
8. Contracts & legalities
Before making your final decision, thoroughly examine the venue contract. Take note of the cancellation policy, payment schedule, and any other terms and conditions - this information is available for all venues listed on ZenBooking.
If you have a query about any of these details, be sure to reach out to the venue for clarification. You can easily do this on ZenBooking by sending the owner a direct message.
Why book a venue with ZenBooking?
Selecting a retreat location that meets all your needs and expectations can be a time-consuming and energy-draining task. At ZenBooking, we've collaborated with all kinds of extraordinary venues worldwide to simplify the booking and selection process.
As a token of our appreciation for booking your venue via our platform, we offer you the opportunity to list your retreat on ZenBooking absolutely free of charge and with 0% commission on any bookings you get. What's more, we'll actively promote your retreat through our extensive social and marketing channels.
We can't wait to work with you!
