Logistics and pricing are very important for the success of your retreat. The devil is in the details, and this is precisely the case here. Any little detail that might be overlooked can ruin the tranquility of the experience for no good reason. Things like dietary restrictions, transportation to and from the airport, and timely payments might sound uninspiring, but you need to take care of everything since it’s your retreat.
Here you will find a useful guide with all the details you need to take care of well in advance.
Everything you need to know about logistics and transportation
Regarding transportation, one option would be to leave it up to each student to arrange their transportation to and from the airport, and during the retreat. That might sound tempting when you are planning your first retreat, but it’s not really a good idea. It can be a nuisance for students to arrange this, plus, it will increase the cost to them in a way that is beyond your control. You don’t want transportation to prevent your students from coming.
It makes a lot more sense to offer a package, where transportation is organized not only from and to the airport, but also during the retreat. This can increase the profitability of your venture and make the experience a lot more comfortable for your guests. Joining up with a venue that offers that service is the best way forward. Staff at The Yoga Loft organize transportation to and from the airport, which can be tricky since people come from all over the world and arrive at different times or different airports. Once everybody has arrived, they are happy to provide all the details about moving around Cabarete.
Everything you need to know about pricing
Calculating pricing can be tricky if don’t team up with a venue that offers an all-inclusive package. You would need to calculate the cost of transportation, the venue, the accommodation, and the food, as well as all the other little extras like tips, etc . Once you know how much all this will cost, you add your fee and come up with the final retreat price. Hurrah!
RETREAT COSTS + INSTRUCTOR FEE = FINAL RETREAT PRICE
The comprehensive packages provided by the Yoga Loft really make this easier. All costs for the venue are already included, such as accommodation and food. You add your fees and voilà! And they help with the administration, too! Check their prices to get an idea. You just need to decide how much you will charge for your fees per person and add to that.
Pay attention to the deposit and refund policies as well. You need to know how much to charge each student and how many you need to sign up to break even. You could go for a 30-day refund policy, where after 30 days, the deposit is no longer refundable. Standard practice is to have final payments due 90 days before the trip. Only full payments accepted if people book within three months. Remember that a transparent payment structure is imperative. When someone puts down a deposit, send them an email confirming their place on the retreat, along with a link and date to final payment. A spreadsheet—however mundane—can help you keep track of the information, who paid what, when, etc.
A great marketing idea is the Early Bird Offer, where you can let them know that after 30 days, the price will go up, so they better book now! Or you can ask them to Bring A Friend and offer a discount if they do. That works nicely, too. Just make your calculations properly so that the retreat is still profitable for you.
Logistics and Pricing covered
This covers all the basics about logistics and pricing, and gives you a very clear idea about what to expect from the whole planning process. Choosing a venue like the Yoga Loft that has the experience and a great community vibe is the obvious choice for your first retreat. You want to work alongside people who understand and share your vision AND got the expertise to support all the logistics. This will leave you more time to concentrate on your vision and your connection with your students.