| name | retreat-planner |
| description | Plans wellness retreats with itinerary, accommodation logistics, activity scheduling, and participant communications. |
| allowed-tools | Read Write Glob |
| metadata | {"author":"matthewhitcham","version":"1.0"} |
Retreat Planner
When to Use This Skill
Use this skill when you need to:
- Plan a wellness, yoga, fitness, or personal development retreat
- Create detailed itineraries with activities, meals, and free time
- Manage accommodation logistics, transportation, and vendor coordination
- Design participant communication sequences from registration to post-retreat
DO NOT use this skill for corporate team-building events, multi-day conferences, or vacation planning. This is for wellness-focused retreats led by coaches, trainers, or practitioners.
Core Principle
A RETREAT SUCCEEDS WHEN PARTICIPANTS LEAVE FEELING TRANSFORMED, NOT EXHAUSTED — BALANCE STRUCTURED ACTIVITIES WITH INTENTIONAL REST AND CONNECTION TIME.
Phase 1: Retreat Brief
Required Inputs
| Input | What to Ask | Default |
|---|
| Retreat theme | "What is the retreat focus — yoga, wellness, personal growth, fitness?" | No default — must be provided |
| Duration | "How many days/nights?" | 3 days / 2 nights |
| Location | "Where is the retreat — local venue, destination, resort?" | No default — must be provided |
| Group size | "Minimum and maximum participants?" | 10-20 participants |
| Price per person | "What will you charge?" | No default — must be provided |
| Inclusions | "What is included — accommodation, meals, activities, materials?" | Accommodation, meals, and all activities |
GATE: Confirm theme, location, and dates before building the itinerary.
Phase 2: Itinerary Design
Daily Schedule Template
## [Retreat Name] — Day [X] Itinerary
### Morning
6:30 AM — Optional sunrise activity (meditation, walk, yoga)
7:30 AM — Breakfast
9:00 AM — Morning session: [Main activity/workshop] (90 min)
10:30 AM — Break (refreshments, free time)
11:00 AM — Secondary session: [Activity] (60 min)
### Afternoon
12:30 PM — Lunch
1:30 PM — Free time / optional activities
3:00 PM — Afternoon session: [Activity/workshop] (60-90 min)
4:30 PM — Free time / rest / spa / nature
### Evening
6:00 PM — Dinner
7:30 PM — Evening activity: [Gentle session, sharing circle, bonfire]
9:00 PM — Wind down / quiet time
Itinerary Design Rules
- No more than 3 structured sessions per day — leave room to breathe
- Start gentle, build intensity, end reflective — day 1 opens, day 2 goes deep, final day integrates
- Free time is not wasted time — schedule at least 2-3 hours of unstructured time daily
- Meal times are connection time — plan shared meals with intentional seating or conversation prompts
- Buffer between activities — 15-30 minutes between sessions for transitions
Multi-Day Flow
| Day | Theme | Energy Level |
|---|
| Day 1 | Welcome & Foundation | Moderate — settling in |
| Day 2 | Deep Work | High — this is the core experience |
| Day 3 | Integration & Closing | Gentle — grounding for return to daily life |
Phase 3: Logistics
Venue & Accommodation Checklist
Budget Template
## Retreat Budget — [Retreat Name]
### Expenses
| Item | Per Person | Total (X participants) |
|------|-----------|----------------------|
| Venue rental | $[X] | $[X] |
| Accommodation | $[X] | $[X] |
| Meals & catering | $[X] | $[X] |
| Materials & supplies | $[X] | $[X] |
| Guest facilitator fees | $[X] | $[X] |
| Transportation | $[X] | $[X] |
| Insurance | $[X] | $[X] |
| Marketing | $[X] | $[X] |
| Contingency (10%) | $[X] | $[X] |
| **Total expenses** | | **$[X]** |
### Revenue
| Item | Amount |
|------|--------|
| [X] participants x $[price] | $[X] |
| Add-ons (spa, private session) | $[X] |
| **Total revenue** | **$[X]** |
### Profit
**Net profit: $[X]** (target: 30-40% margin)
Phase 4: Participant Communications
Communication Timeline
| When | What | Channel |
|---|
| Registration | Confirmation + receipt | Email |
| 4 weeks before | Welcome packet: what to bring, schedule, logistics | Email + PDF |
| 2 weeks before | Pre-retreat questionnaire: goals, dietary needs, health info | Email + form |
| 3 days before | Final details: directions, check-in time, emergency contacts | Email + text |
| During retreat | Daily schedule updates if needed | In-person / printed |
| 1 day after | Thank you + photos + feedback survey | Email |
| 1 week after | Resource list + community invite + next offering | Email |
| 1 month after | Check-in + ongoing community engagement | Email |
Welcome Packet Contents
## Welcome to [Retreat Name]
### Logistics
- Check-in: [Date, Time, Location]
- Check-out: [Date, Time]
- Address: [Full address + map link]
- Transportation: [Driving directions, shuttle info, carpool options]
- Parking: [Details]
### What to Bring
- Comfortable clothing for [activities]
- [Yoga mat / workout gear / hiking shoes]
- Water bottle
- Journal and pen
- Layers — temperatures may vary
- Personal toiletries and medications
- Open mind and willingness to be present
### What NOT to Bring
- Work laptop (optional: digital detox retreat)
- Expectations of perfection — come as you are
### Daily Schedule
[Attach or link to the full itinerary]
### Dietary Needs
Please complete this form by [date]: [Link]
### Questions?
Contact [Name] at [email] or [phone]
Anti-Patterns
- Overscheduling every minute — an exhausting retreat is a failed retreat. Build in rest and unstructured time.
- No cancellation policy — define refund terms before accepting payments. Retreats have high fixed costs.
- Ignoring dietary needs — one participant with an unmet dietary need will have a negative experience.
- No emergency plan — know the nearest hospital, have first aid on hand, and collect emergency contacts.
- Skipping post-retreat follow-up — the experience fades without follow-up. Send resources and keep the connection alive.
- Pricing without understanding costs — underpricing a retreat means losing money after venue, food, and logistics are paid.
Recovery
- Under minimum enrollment: Extend the registration deadline, offer an early-bird discount, or partner with a complementary practitioner to expand reach.
- Last-minute cancellations: Have a clear policy (non-refundable deposit, partial refund tiers). Offer waitlisted participants the spot.
- Bad weather: Have indoor backup plans for all outdoor activities. A weather contingency plan is essential.
- Participant conflict or discomfort: Address privately and compassionately. Have ground rules established on day one.
- Vendor no-show: Have backup contacts for every vendor. For meals, know nearby restaurant options as emergency alternatives.
