How to Host a Successful Coaching Retreat (ft. John Kim)

The Everything Life Coaching Podcast, featuring Lumia Coaching founder Noelle Cordeaux, is a deep dive into the experience and business of being a life coach. Subscribe to get new episodes weekly!

Hosting retreats can be a transformative experience for both you as a coach as well as for your participants. Whether you're planning a small, intimate gathering or a larger event, the process involves careful planning and attention to detail. 

Lumia Coaching co-founder John Kim has hosted retreats and events of all sizes – from large gatherings to more connected events held at his home and retreat space in Idyllwild, CA.

In this guide, inspired by a conversation between John and Lumia CEO, Noelle Cordeaux, we'll explore the essential steps to organize and host a successful retreat. 

In the accompanying podcast episode, you can listen in as John guides Noelle through all the steps needed to plan a unique retreat (in this case, her dream of hosting a retreat for owners of older dogs!)

Identify Your Retreat Theme and Audience

Start by asking yourself what kind of retreat you would like to attend – retreats are often a great time to connect with like-minded people around a shared interest topic. Consider what themes align with your passions and expertise. 

For example, John Kim's "Miserable F*ck Retreats" are bare-bones, intimate gatherings focused on meaningful conversations and personal growth. 

Noelle values a retreat that highlights purpose-driven and impact-driven outcomes, while other participants may be looking for more of an escape from daily life.

This goes hand in hand with understanding who your ideal participants are. Are they seeking personal development, professional growth, or community connection? Tailoring your retreat to meet the specific needs and interests of your audience is crucial.

Partner with outside people to bring your retreat to life and gain access to their audience. Noelle gives the example of hiring a photographer or videographer specifically for pets, who might be able to take photos and also advertise the retreat to their audience.

Choose the Right Location

Consider Budget and Accessibility

Select a location that is within your budget and accessible for your participants. It doesn't have to be exotic or expensive, and make sure if it’s your first retreat to be a bit more cautious when it comes to costs! John prefers local, comfortable settings like his own home, which lowers overall costs and adds a warm, homey, personal touch.

Set the Tone

The venue you choose sets the tone for the retreat. Whether it's a cozy house in the woods or a beachside bungalow, ensure the location aligns with the retreat's theme and provides the necessary amenities, with enough room for all participants!

Structure Your Retreat

Create a detailed itinerary outlining each day's activities. Include a mix of workshops, speaking, experiential activities, and downtime. For example, John Kim includes hikes, ice baths, home cooked meals and meaningful discussions in his retreats to keep participants engaged and active.

Start with an opening circle where participants introduce themselves and share their intentions. John likes to ask a provocative question – “How will you mess this weekend up?” to help people think about how they want to be present and engage. End with a closing circle to process the experience and share takeaways. This bookends the retreat with a sense of community and reflection.

Figure out the Logistics

Budget, Food, and Marketing

Keep track of all expenses and ensure you have a clear understanding of your break-even point. Consider all costs, including venue rental, food, materials, and marketing. Your first event may not be a money-maker, but you will learn a great deal.

Providing good food is non-negotiable. Ask participants about dietary restrictions in advance and plan meals accordingly. Whether you hire a chef or prepare simple meals, make sure there’s enough food and that it’s enjoyable.

Start marketing your retreat at least three months in advance. Use social media, partnerships, and word-of-mouth to spread the word. Creating compelling content and visuals can help attract participants.

How can you make the most of your retreat? 

There’s lots of options to capitalize on your event and get even more benefits out of it as time goes on. Record yourself speaking or giving the workshop portion of your retreat, and create a video workshop later. Video some of the experiences to create content later on and promote your next retreat.

Create a Unique Experience

Personal Touches

Incorporate unique elements that reflect your personality and brand. John Kim, for example, creates a retreat playlist from participants' favorite songs, and plays it throughout the weekend. Keep activities varied and engaging to avoid monotony. Mix lectures with interactive and physical activities to maintain energy levels and interest.

Ground Rules and Safety

Establish clear ground rules to ensure a safe and respectful environment. This is especially important when dealing with diverse groups and activities.

Post-Retreat Follow-Up

Offer follow-up sessions or extended programs to help participants integrate their learnings. This could be in the form of online meetings, additional workshops, or homework assignments.

Gather feedback from participants to learn what worked well and what could be improved. Use this information to refine future retreats.

Organizing and hosting a retreat is a rewarding endeavor that requires careful planning and creativity. Each one can be a learning experience for you as a coach, and can create a memorable and impactful experience for your participants.

The key to a successful retreat is staying true to your vision (while staying flexible!) and providing a space for growth, connection, and transformation. Happy planning!

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