Organise a yoga retreat in 5 steps

Organise a yoga retreat in 5 steps

Organ­ising a yoga retreat requires careful prepar­ation of many details, both at the planning stage and during the retreat itself, when you will have to handle a multitude of tasks. That is why we have put together this guide that will help you organise your upcoming yoga retreat!

Contents

  1. Preparing beforehand
  2. Choosing a venue
  3. Planning activ­ities
  4. Promoting your retreat
  5. Commu­nic­ating with your group
  6. Various tips

1. Preparing beforehand

Have you ever attended a yoga retreat? It may be beneficial for you to exper­ience one from a parti­cipant’s point of view before you start organ­ising your own. You can even ask your yoga teacher if it is possible to assist him/her during his/her next retreat. Take notes on what you want to replicate or not during your own yoga retreats. Forget what you expect to exper­ience as a yoga retreat organiser. Talk to teacher-friends to get their feedback, or join forums or Facebook groups.

Even if it can take place in an exotic place, guiding a yoga retreat is not a relaxing exper­ience. That’s why you need to plan quiet moments every day of your retreat. After all, you must first take care of yourself, and set an example for your parti­cipants.

Control your energy and expenses wisely. How much time, money and energy are you willing to invest? Which part do you want to control and which part do you want to delegate?

Make your yoga retreat your own. There are so many of them today that you absolutely must differ­en­tiate yourself. To do this, when planning your retreat, make sure to inject your own style and person­ality into it. It will also help you choose a location. Think back to the cities or countries in which you have done your best yoga sessions and find similar locations.

2. Choosing a venue

Once you have chosen an area that matches your yoga retreat theme, you must find a venue that will welcome you. Make a list of any inter­esting venue in your chosen area. In the best-case scenario, you can visit your 3 favourite places and then make a final choice. If this is not possible, commu­nicate often with your chosen venue and ask for as much inform­ation as possible to make sure that it meets your expect­a­tions. You can’t say to yourself « we’ll see once we’re there » – everything must be clear before the retreat starts.

The venue must be profes­sional, available and organised. Good quality food and a comfortable yoga space are prior­ities. Also consider things from the venue’s point of view – its staff does not neces­sarily know your expect­a­tions. The more you commu­nicate clear and precise needs, the higher the chance that they will provide you with a service that meets your expect­a­tions.

3. Planning activities

Creating a programme of activ­ities is important when organ­ising a yoga retreat. It will also feed your commu­nic­ation material. However, don’t plan everything down to the minute either – remain flexible and spontaneous. Each group of parti­cipants is different, so you will have to adapt by getting to know them. Give everyone the freedom to live their own exper­ience.

Give your parti­cipants time off between yoga sessions – it’s a resting trip after all! And you should make any non-yoga activity – such as hiking or surfing – optional.

4. Promoting your retreat

Commu­nic­ation is key when organ­ising your first yoga retreat. First, aim to attract people who attend your tradi­tional classes. You can offer them a discount for the retreat since they are already paying for – or subscribing to – your classes. You can also offer them discounts if they recommend your yoga retreat to a friend. This creates a virtuous circle: your students bring friends, who bring their friends, etc.

Remember to collect every­one’s email address. Send regular inform­ation about the retreat – emails sent early in the morning between Monday and Wednesday are generally more read than others.

Also create a website, or a Weezevent mini-site where you can store this inform­ation perman­ently. The same goes for Facebook with a Page or Group dedicated to your retreat.

Widen your audience by organ­ising yoga classes in different studios sometimes. Once you have organised a few retreats, your most loyal attendees will keep coming back.

5. Communicating with your group

Once people have booked their space for your retreat, you should let them know what to expect. You should also collect some of their details, whether for you or for the venue. If you have created a compre­hensive regis­tration form, you will have everything you need: dietary require­ments, medical certi­ficate, yoga exper­ience level, any history of injuries, emergency contact.

We then recommend to send 3 emails spaced out before the yoga retreat:

  • Travel tips
    • Some of your parti­cipants may not be used to travelling. Give them some key inform­ation about what to bring with them and things they should not forget.
  • Instruc­tions for the stay
    • Set some rules of good behaviour according to your prefer­ences: timeliness, alcohol consumption, etc. It is critical to commu­nicate those as far in advance as possible.
  • Programme of the retreat
    • This will allow everyone to imagine the retreat and will create a feeling of excitement.

6. Various tips

Think about insurance and your liability. You should require that your parti­cipants purchase travel insurance before the retreat. You can also ask them to sign a disclaimer.

Be creative when preparing for your yoga retreat. Most of these events replicate the same formula, so yours should stand out by offering unusual activ­ities. The more difficult it is to replicate the programme of your retreat, the more attractive it will be for your parti­cipants!

You now have all the cards to organise your yoga retreat. All you need now is an all-in-one ticketing tool and your prepar­ation is complete! Discover the benefits of our online ticketing solution by clicking below:

Find out more

Share this article

7 tips to make your event a success

Creating an event can be a long and tedious process. So, how can managing your project be made more enjoyable? The first thing is to change your approach: thinking about the whole organisation in advance will considerably reduce your subsequent workload. Whatever your event, the tips provided in this article will help you plan every step of your event in the best possible way.

Read the article