Why understanding the venue’s side could save your retreat (and your reputation)….

Let’s talk straight for a second.

You’ve found the perfect retreat venue. It’s dreamy, it’s intimate, it has that “OMG, this is the one” energy.

You reach out, ask for pricing, and everything’s going great… until they ask for 30% down. 💰 Gulp. Wait, what?

You were hoping for a 10% deposit, and maybe even a fully refundable (because, you know, life happens). You explain you’re a small business, you haven’t sold the retreat yet, and you’d feel more comfortable with more flexible terms.

Here’s the thing: you’re not wrong for asking. But they’re also not wrong for saying no.

Welcome to the great venue-retreat leader misunderstanding.😨

The Fantasy vs. the Reality

Let’s be real: as retreat leaders, we dream of sweet terms – minimal deposit, flexible cancellation, maybe a room upgrade or free room thrown in for good measure.

And hey, I get it. You’re not trying to be difficult; you’re trying to reduce your risk while you hustle to fill your retreat.

But venues aren’t being greedy or rigid when they ask for more. They’re managing their risk, too.

What’s Actually Happening on Their Side

When a venue blocks dates for your retreat, they’re often holding anywhere from 5 to 20 rooms – sometimes the whole property – for you. That means they’re turning away other paying guests, weddings, or corporate groups that could’ve locked in those rooms months ago.

And while you might still be in your early marketing stages, they’re already scheduling staff, ordering food, planning transportation, and preparing to welcome your group with open arms.

That 10% deposit you offered? It might not even cover the cost of one day’s lost bookings if you cancel at the last minute.

If you ghost them, change your mind two months out, or don’t fill your retreat… they’re the ones left scrambling.

It’s Time to Uplevel Your Business Saavy & Behavior

If you want venues to treat you like gold, you’ve got to show up like a true collaborator – not someone fishing for the best deal without understanding what’s at risk on BOTH sides.

Venues are juggling a lot behind the scenes, and your professionalism (or lack thereof) makes a lasting impression. Here’s how to become the kind of retreat leader that venues love working with:

• Be upfront and honest about your marketing plan and your ability to fill your retreat.
  If you’re just getting started and don’t have a big list or following yet, say so. That helps the venue understand your timelines, your risk level, and where they might need to be more flexible (or not).

• Don’t commit unless you’re serious.
  If you know deep down that the venue is out of your budget, don’t keep asking for menus, floor plans, and custom contracts. It’s OK to say, “Thank you, this isn’t the right fit for me right now.”

• Ask smart questions early – not on the fly.
  Show up prepared. Create a thoughtful list of what you need to know (pricing, terms, room comps, dietary options, what’s included, what’s not) and ask in an organized way. You’ll come across as professional and respectful of their time.

• Get the pricing details in writing.
  Don’t assume verbal agreements will hold. Confirm everything—especially things like whether you and your team get free room and board, how many participants you need to bring to qualify, and whether taxes or gratuities are included.

• Don’t expect to sell out the venue on your first retreat.
  Especially if you’re new or haven’t hosted many events, be realistic. You might want to negotiate for fewer rooms upfront and scale up later if things fill faster than expected.

• Get clarity on food, dietary accommodations, and what’s actually being served.
  If meals are included, find out exactly what’s on the menu and whether they can cater to gluten-free, vegan, allergies, etc. Put it in writing. Nothing is more awkward than promising dreamy cuisine and having your guests end up with boiled broccoli and plain rice. 😧

• Negotiate with grace and respect.
  It’s perfectly reasonable to ask for terms that work for you—but remember, it’s a two-way street. If a venue asks for 50% down, you might offer 20% now with 10% each month for the next three months. Make it a conversation, not a demand.

Want Great Venue Relationships? Be the Leader You’d Want to Work With

Think of this as building a relationship, not just booking a location. The venues that offer the best service, best energy, and best experiences for your guests are also looking for long-term partnerships – not one-time deals with flaky hosts.

If you show up as trustworthy, organized, respectful, and kind, you’ll stand out. Venues will go the extra mile for you, or even offer you prime dates and perks in the future.

Because at the end of the day, it’s not just about filling a retreat – it’s about becoming the kind of leader who fills every retreat with integrity, clarity, and heart. Got it??_________________________________________________________________________________

And if you’d like to dive deeper into the retreat leader-venue relationship – join me in Croatia for our Mastermind Retreat on this stunning yacht that I rented just for our group. 👇

Plus, my dear friend Jake Sasseville, CEO of Imiloa Institute & Verdesana (retreat centers in Costa Rica), will be there with me and he would be more than happy to share with you what’s it’s like to be sitting on the venue side of the fence!! (And you might be surprised at what you hear.)

This is going to be an absolutely over-the-top cruise, and you’re going to walk away with new friends, business collaborations, and solutions to problems in your business you didn’t even know you had!

If you’re not sure if this trip is for you – I’d be happy to hop on a call with you!