Summary
You’ll have a weekend plan you can hand to teachers, a venue, and guests without rewriting it, plus a schedule that leaves breathing room and still lands the value people paid for.
You reached out about weekend retreat planning: building a weekend that sells cleanly, runs smoothly on the ground, and still feels spacious for guests. We lock the schedule first, then we fit the room, staffing, and numbers to it. Next, we’ll confirm a planning timeline and the few decisions we need from you to start.
We start with a workable retreat arc and a draft weekend schedule, then pressure-test it against the room, the number of mats you can fit, meal timing, and teacher load. Once the schedule works on paper, we build the teacher cover plan, confirm vendors, and set pricing and capacity rules that match your fixed costs.
Who you are working with
We plan yoga and Pilates weekends for studios who teach all week and still need the retreat to run like a finished system. Our work starts at the point where a good idea needs a schedule, a room plan, and a staffing plan that holds up when you’re teaching and answering messages at the same time.
Studios bring us in when the risk is not the teaching, it’s the weekend logistics that can make guests feel rushed or short-changed. We keep the plan simple enough to run, and detailed enough to hand off. You get a locked schedule, a room plan that fits real mats, and a cover plan that doesn’t depend on luck.
The team
You’ll have one point of contact, and you’ll also know who is handling each moving piece of the weekend.
Team
Megan Sullivan, Retreat planner. Megan is your retreat planner. She keeps the timeline moving, runs venue and vendor follow-ups, and makes sure decisions turn into a schedule you can publish.
Evan Caruso, Schedule and class arc lead. Evan leads the schedule and class arc. He maps the weekend flow so the work builds across sessions without stacking hard classes back-to-back.
Tessa Martin, Venue and site checks. Tessa handles venue and site checks. She looks at practice space, floors, sound, and the guest flow so the room works for mats, props, and transitions.
Nina Baptista, Teacher roster coordinator. Nina coordinates the teacher roster. She tracks assignments, creates the cover plan, and keeps the teaching load fair across the weekend.
Recent work
Here are a few recent weekends where the goal was the same as yours: a schedule that sells well and still runs calmly in real rooms.
Portfolio
First retreat weekend launch. Built the theme arc, a two-day schedule, and a staffing plan for a studio running their first out-of-town weekend. Set capacity rules and ticket tiers, then coordinated catering timing around workshops and rest blocks.
Return after a gap. Rebuilt a retreat schedule that used to run late and feel packed. Shifted class intensity across the weekend, added clean downtime blocks, and adjusted meal windows so guests were not choosing between rest and food.
Venue change mid-plan. A venue fell through after initial holds. We short-listed replacements, walked the spaces, recalculated realistic capacity from floor measurements, and updated registration rules so ticket sales matched the new room.
“Our weekend finally felt spacious, and we didn’t scramble behind the scenes.”
Studio owner-manager, bringing retreats back after a gap
How the day comes together
We work backwards from your retreat weekend and lock the parts that can break the day first. You’ll always know what is decided, what is still open, and what we need from you to keep the date on track.
1. Hold the date 12+ weeks out We confirm your target weekend, your non-negotiables, and the decision-maker on your side. Once the agreement is signed and the retainer is paid, we hold your planning slot and start venue shortlisting and initial teacher availability checks. 2. Build the weekend 8-10 weeks out We draft the theme and class arc, then build a full weekend schedule with classes, workshops, meals, and downtime. You review it for fit with your studio style and audience. After sign-off, that schedule becomes the backbone for every other decision. 3. Fit room and staff 4-6 weeks out We walk the venue spaces and confirm a room plan for practice, props, sound, and entry flow. In parallel, we finalise the teacher roster, teaching assignments, and a cover plan for sickness or travel issues. You approve the final roster and responsibilities. 4. Lock numbers 2 weeks out We confirm capacity, registration rules, and vendor timings against the final schedule. You set the final-numbers deadline and the balance due date for guests, and we align catering, props, and staffing to that cut-off so you are not paying for no-shows.
Weekend schedule in hand
A final timetable you can publish and run from on the day, with session start times, breaks, meals, and protected downtime blocks that keep people steady.
THEME AND CLASS ARC
A mapped arc across the weekend for yoga and Pilates classes and workshops, so sessions build on each other without repeating the same intensity twice.
PRACTICE ROOM PLAN
A mat-count-based layout for the main practice space, including prop zones and entry flow. We plan for real walkways and transitions, not a perfect grid.
Teacher assignments sheet
A roster with who teaches what, when they are on, and where they need to be. It is written so a substitute can step in without guessing.
COVER PLAN FOR ABSENCES
A named backup plan for each key teaching block, so one illness does not collapse the weekend schedule or force you into last-minute rewrites.
VENDOR RUN-OF-DAY
A simple timing plan for catering, sound, props rental, and photography on the day, built around the schedule so vendors are not improvising in your practice space.
What it costs
Pick based on how much is already decided. If the venue, teachers, and rough schedule are still open, start with Build, then add On-site if you want us there.
Priced items
Next steps
If you want us to hold your weekend on our calendar, the next step is to sign and pay the retainer so we can start booking time with venues and teachers.
1. Sign the agreement on this page. 2. Pay the 50% retainer to hold your date. 3. Send your preferred weekend options and any must-have workshop topics.
Signature
Fee summary
Retainer
We hold your dates once we’ve both signed and we’ve received the 50% retainer. If you’re still choosing between weekends, we can hold one option date while we finish the venue checks.
Payment. Weekend retreat planning is 50% retainer at signing and 50% due before the event, based on final numbers, by a date we set. Invoices are payable within 14 days of the invoice date.
Final numbers. You’ll give us your final headcount and any last schedule constraints by the deadline we set for your weekend. We use that number to lock the room plan, staffing cover sheet, and vendor run-of-day.
Changes. If the venue, practice spaces, teacher list, or daily timing changes after we’ve locked the schedule, we’ll update the plan and tell you what has to move with it, before anyone re-books anything.
Venue access
Site checks and walk-throughs depend on venue access. You’ll introduce us to the venue contact, and we’ll coordinate times. If access is limited, we’ll work from venue measurements and photos you approve.
Teacher cover. Our cover plan covers assignments, backups, and what gets swapped first when someone is out. It doesn’t replace a teacher’s own sick policy. You make the final call on substitutes and pay rates.
Cancellation. If you cancel or move the weekend, the retainer still holds the time we set aside. What we keep beyond the retainer depends on how close to the date you cancel, using the schedule we set in writing.
