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