When do you think a retreat actually begins?

Is it when your participants arrive at the venue? When you welcome everyone into the opening circle? Or when they put down their bags, take a deep breath, and realize they’re finally away from ordinary life?

I think it begins much earlier than that. Your retreat begins the moment someone says yes.

From that point forward, every interaction starts shaping how they feel about the experience they are about to have. And sometimes we retreat leaders forget that.

We put enormous energy into the venue, the food, the excursions, the workshops, the welcome gifts, and the schedule.

But the weeks leading up to the retreat can have just as much influence on how someone arrives.

• Are they excited?
• Are they confused?
• Are they anxious?
• Do they know what to expect?
• Do they feel cared for?
• Or are they wondering whether they made the right decision?

Anticipation is part of the retreat experience. Think about the last trip you were really excited about. Chances are, part of the joy happened before you ever left home.

You imagined where you were going. You thought about what you would do. You bought something for the trip. You told your friends. You pictured yourself there.

As retreat leaders, we have an opportunity to nurture that feeling. Instead of disappearing after someone registers and resurfacing two days before the retreat with a giant logistics email, we can begin creating connection much earlier.

Here are some things you can do:

• Send a welcome message telling them how excited you are that they are coming and introduce the intention behind the retreat.
• Share a little about the destination.
• Give them one thoughtful question to reflect on before they arrive.
• Introduce participants to one another in your private group on Facebook or on What’s App.
• Have a Zoom call so folks can meet and you can share with them what to expect (set those boundaries early!)
• Send a short video from the venue.

None of this has to be complicated. The point is simply: Help them begin arriving emotionally before they arrive physically. Clarity creates calm.

Because as we all know, travel can create anxiety. And folks wonder about things like: What should I pack? How do I get from the airport to the venue? What happens if my flight is delayed? Will I know anyone? Who is my roommate? Will I have time alone? What if I have dietary restrictions? And… what if everyone else is more experienced than I am?

You may have answered every one of those questions somewhere in your materials. But that doesn’t necessarily mean your participant feels reassured (or that they actually read that info!!)

Excellent retreat communication isn’t simply about providing information.

It’s about anticipating what your participants might be worried about and helping them feel prepared. When people know what to expect, they can stop managing logistics in their heads and start looking forward to the experience.

Your pre-retreat love and care sends a bigger message: You’re in good hands. And that feeling matters enormously when you’re asking people to travel somewhere, invest their money, step away from their normal lives, and trust you to lead them through an experience.

You’re already creating the container. But the container is forming long before the opening circle. By the time they arrive, they’ve already formed an impression of you, your team, and the retreat.

That’s why I believe one of the most useful questions we can ask ourselves is: What does it feel like to be my participant before the retreat even begins?

Go through your experience from their perspective:

• Register for your own retreat.
• Read your confirmation email.
• Look at your packing information.
• Review your policies.
• Follow your arrival instructions.
• Notice what feels clear and where you might feel confused or forgotten.

Your retreat doesn’t begin when everyone gathers in the circle. It begins the moment someone decides to trust you enough to come.

And that gives us an incredible opportunity to make them feel welcomed, cared for, and excited long before they ever pack their suitcase.

Take a moment to share your feelings below – I’d love to know!

xo Sheri