12 Questions You Must Be Clear On Before Contacting Retreat Venues for Quotes
Planning a retreat in Jamaica is a significant undertaking, and choosing the right venue is one of the most critical decisions you’ll make.
To ensure you don’t waste your time, or the retreat venues’ time, as you try to find the perfect spot for your retreat, it’s essential to be prepared before you contact potential venues.
Here are the top 12 questions you must have nailed down before reaching out to any retreat venue you are considering:
1. Who is your ideal retreat participant and what problem does your retreat solve?
Who do you serve? Understanding the demographics, psychographics, interests, frustrations, concerns, needs, and desires of your ideal participants helps you ensure that you will create a retreat that best serves your audience. Clarifying the main problem your retreat aims to address and the specific benefits it offers will help in planning activities and choosing a retreat venue that supports your goals.
2. What type of retreat will you be hosting?
Knowing the type of retreat (e.g., wellness, business, creative), theme, and vibe for which you are aiming will help you determine the activities you will offer as well as the type of property and atmosphere you will choose to host the retreat.
3. What is going to make your retreat different?
Nobody wants another generic yoga retreat. What will make your retreat attractive enough for someone to take time off work, be away from their family, spend at least a few hours traveling, and pay you money for the privilege to hang out with you? Ideally, your venue should enhance the goals of your retreat.
4. What are your retreat dates?
Venues need to know how long your retreat will be and your specific dates to check availability. Flexibility can be an advantage, but having a clear timeframe helps streamline the search.
5. What is the expected financial investment?
At this point, you won’t necessarily have a clear budget, but there are some key things to think about to help you begin to formulate one.
Your budget and pricing will ultimately have to align with your audience, theme, and location.
What price range are you anticipating for the per-person investment in your retreat? How much do you want to earn (profit) from the retreat?
Thinking about these numbers will allow you to quickly eliminate retreat venues that are out of your price range and focus on those that fit your financial plan.
6. How many attendees are you anticipating?
Knowing both the minimum and maximum number of participants for your retreat is crucial. This information helps you budget accurately, price appropriately, and ensures that the venue can comfortably accommodate your group if you sell out your retreat. This approach maximizes your chances of financial and operational success.
7. What type of accommodations do you need?
What level of privacy and exclusivity do you require? Are shared spaces or exclusive use necessary for your retreat? Do you want a hotel, retreat center, or villa setting?
Based on the expectations of your target audience and your brand, determine if you need shared rooms, private rooms, or a mix. How many beds do you anticipate that you will need? What level of property do you want to use – basic/economy or luxury? The answers to these questions will help you clearly understand your lodging requirements.
8. What is your ideal venue location?
Decide if you prefer a remote, urban, or suburban location. What about proximity to the beach or mountains? How far from the airport is acceptable? What about proximity to attractions? This helps narrow down the search to suitable geographical locations.
9. What are your catering needs?
Food is typically going to be your second biggest expense.
Clarify what meals you intend to provide and what level of service you expect.
Do you have specific dietary requirements or a specific menu that you would like executed?
Do you anticipate serving breakfast, lunch, and dinner? What about a morning and an afternoon break?
You will need to vet the retreat venue’s ability to meet your culinary needs.
10. What activities will you include in your price and what will be optional?
List the planned activities (e.g., yoga, breathwork, spa) that you would like to offer. You will need to ensure that the retreat venue has the appropriate spaces and contacts with vendors to offer the services that you need.
11. Do you need any special equipment or facilities?
Identify if you need specific equipment (e.g., AV setup, yoga mats, Wi-Fi) and determine if the retreat venue can provide these or whether will need to supply your own. What are your must-haves or deal-breakers?
12. What are your transportation and accessibility needs?
You will want to ensure the retreat venue is accessible for all attendees. Consider the proximity to airports and whether or not arrangements can be made for ground transportation for excursions and activities?
If the location aligns with the goals of your retreat, the experience is much more likely to be transformational.
By having clear answers to these 12 questions, you can make the process of finding and selecting the perfect retreat venue much more efficient and fruitful.
Not only will this save you time, but it will also ensure that you and the venues will be able to quickly determine if your retreat is a mutual fit.
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Download this blog post and accompanying worksheet to start planning your perfect retreat today!
Use this worksheet to help clarify your needs and preferences before contacting retreat venues. By having these details nailed down, you’ll streamline your search and ensure that you find the perfect venue for your retreat. Save time and make the process more efficient with this handy retreat planning checklist!
For more tips on planning a retreat and picking the ideal retreat venue, follow us on Instagram – @villaretreatsJamaica
Discover Mais Oui Villa in Jamaica for Your Next Retreat!
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‘Til next time.
Think and dream Jamaica!
Sherry, Darrell, and Darrian
Considering a visit to Jamaica with a group? Contact us today for more information about, Mais Oui Tennis & Spa Villa, our boutique 8-BR ocean view Jamaica villa rental experience in beautiful Discovery Bay, Jamaica. Perfect for multi-generational families and groups, retreats, and intimate destination weddings and vow renewals.
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