*UPDATED MARCH 2023*
We all worry a little about the things that can go wrong at our retreat.
After all, we are shouldering the responsibility of an entire group of humans, and that’s a big deal.
I'm one of those people who like to expect the best but prepare for the worst.
And the truth is that it has served me well in planning retreats and running a business.
There are so many pieces of the puzzle when leading retreats that if we are not prepared, something can slip through the cracks.
It is not about stressing over the things that can go wrong but knowing we are prepared to face anything that can happen.
I'm going to share with you a few of the things that can go wrong when leading a retreat and how you can prepare for it. 👇🏼
These situations have happened to me as a retreat leader or to people I know (clients, peers, friends, or people in my retreat leader community).
Having to cancel your retreat due to unforeseen circumstances
Examples:
Epidemic or pandemic, a natural disaster or extreme weather, political unrest, or terrorism in the region you are hosting your retreat.
How to prepare:
Include a well-written “Force Majeure” clause in your retreat contract.
Have clear Terms and Conditions on your website stipulating your cancellation policy.
Encourage every student to have full coverage travel insurance.
Get travel insurance for yourself and any staff members on your retreat.
Communicate with your students promptly about any potential cancellations.
Here is a video I made about retreat insurance and protecting yourself.
Having to cancel or postpone your retreat due to not enough attendees
Examples:
You cannot meet your minimum number of students to break even or make the minimum compensation.
How to prepare:
Plan your retreat at least nine months in advance to have enough time to promote and fill your retreat.
Have well-crafted Terms and Conditions on your website stipulating any cancellation and refund policy.
Encourage every student to have full coverage travel insurance.
Cover any potential canceled flights with travel insurance for yourself and any staff member.
Review your contract with your venue and other suppliers to see what the responsibilities are on your end and, if needed, negotiate that before placing a deposit.
Having a sick or injured person at your retreat
Examples:
Food poisoning, twisted ankle, pre-existing health condition, or a bad cold/flu.
How to prepare:
Talk to your venue in advance to understand what resources they offer on and off-site in cases like these.
Gather your participants' travel insurance and health info in your retreat registration form.
Include a stipulation in your retreat contract that releases you of any liability regarding these injuries at your retreat.
Have your students sign a waiver that includes any physical activities you will be performing at the retreat before it begins.
Bring a first aid pack while away from your retreat center or venue.
Take any steps to aid your clients with dietary needs and pre-existing conditions.
You Get sick or injured as the host
Examples:
Physical injury, food poisoning, and diseases such as malaria and dengue.
How to prepare:
Always have a co-host, staff member, or dedicated person you can trust at your retreat who can take the baton if needed
Purchase full coverage travel and medical insurance.
Having an unhappy OR DIFFICULT customer at your retreat
Examples:
A participant is unhappy with the accommodations, food, classes, or workshops, issues with another participant, or maybe it’s an overly needy client.
How to prepare:
Be clear about the retreat offering in your marketing material and relay any additional necessary info about the trip, venue, activities, and food in your client onboarding process.
Set the expectations about the group activities, your role as a retreat leader, and community guidelines at the opening circle or first meeting at your retreat.
Handle individual cases with care and in private - trying not to affect the whole group's experience.
Remember that you are their retreat guide and not their therapist or psychologist.
Flight cancellations or delays
Examples:
Your flight or one of your student's flights gets canceled or has a significant delay.
How to prepare:
Again, travel insurance is vital here, and make sure it does cover you in this circumstance. Encourage your students to do the same. Don't forget to have this info handy when you travel.
Fly in 1–2 days before the start of your retreat and stay an extra day or two afterward.
Have all of your students and venue contact info handy on your phone before travel, so you can access it quickly if you are stranded.
Stay on top of weather news and updates on your flight by signing up for text, call, or email.
I know that was a lot, but it truly helps to be prepared in these cases.
