4 Days • 3 Nights — Holistic Retreat Setup Checklist

Vision & Intent (1–2 months before)

Define retreat name, theme, and intention Set clear transformation goals Identify ideal participants & capacity Choose ticket tiers (Early bird, VIP)

Decide program core (dance, yoga, meditation) Create sample daily schedule & flow Prepare pricing & profit margin Reserve deposit policy & cancellation terms

Tip: keep the theme simple and clear — a single emotional promise (e.g., Reset, Awaken, Reconnect).

Venue & Accommodation

Book venue (confirm capacity & dates) Inspect indoor/outdoor spaces for sessions Confirm kitchen & meal production resources Check AV, Wi‑Fi, power, backup generator

Negotiate group rates & deposit schedule Confirm bathrooms, safety exits, medical access Prepare rooming list & roommate preferences Check weather contingency plan

Team & Roles

Retreat Director (overall lead) Program Facilitators (yoga, dance, breathwork) Nutritionist / Chef

Logistics Manager (transport, check-in) Health & Safety Coordinator Photographer / Videographer

Registration & Communications Assistant On-site hospitality & cleaning team

Assign clear responsibilities and contact numbers; create a simple staff run‑sheet.

Program — Day by Day (4D • 3N)

Meals, Nutrition & Wellness

Hire chef / nutritionist Design balanced menus (vegan/vegetarian options) Plan meal schedule aligned with sessions

Set up herbal tea & hydration stations Label allergens & provide alternatives Arrange healthy snack packs for excursions

Logistics & Supplies

Yoga mats, blocks, cushions Sound system, mic, projector First aid kit & emergency list

Welcome kits & name tags Printed program schedule & signage Decorations, candles, altar items

Marketing & Registration

Create landing page + booking form Set up payment gateway & deposit flow Design promo assets (reels, posts, emails)

Launch email campaign & countdown Partner with influencers & affiliates Create WhatsApp/Telegram group for attendees

Client Experience & Support

Send pre-retreat info + packing list Prepare check-in checklist for staff Provide on-site orientation & map

Provide feedback forms & daily reflections Offer private sessions (bookable add-ons) Create post-retreat integration plan

Post-Retreat Systems

Send thank-you email + gallery link Collect testimonials & feedback Offer follow-up program / membership

Upload photos & video highlights Schedule alumni meetup / online integration Analyze budget vs actual & lessons learned

Optional Upsells & Add-Ons

1:1 Coaching Packages Chakra Kits (crystals + oils) Post-retreat 21-day program

Add these as optional checkout items on your booking page for higher ARPU.