---
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

1. **No more than 3 structured sessions per day** — leave room to breathe
2. **Start gentle, build intensity, end reflective** — day 1 opens, day 2 goes deep, final day integrates
3. **Free time is not wasted time** — schedule at least 2-3 hours of unstructured time daily
4. **Meal times are connection time** — plan shared meals with intentional seating or conversation prompts
5. **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

- [ ] Venue booked and contract signed (cancellation policy reviewed)
- [ ] Room assignments planned (single, shared, or group options)
- [ ] Activity spaces confirmed (indoor and outdoor backup)
- [ ] Meals arranged (caterer, on-site kitchen, or restaurant)
- [ ] Dietary restrictions collected from all participants
- [ ] AV equipment available if needed
- [ ] Parking or transportation arranged
- [ ] Emergency contacts and nearest hospital identified
- [ ] Liability insurance confirmed for the event

### 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.
