How to Host a Retreat During a Global Pandemic

How to Host a Retreat During a Global Pandemic

Wandering Roots was a side hustle for a year and a half until I got burnt out from owning two companies and still working full time for the lackluster lab job. I quit in October 2019 and went full-time self-employed. Right before the pandemic but I still have no regrets 😉

Sure 2020 was hard to navigate, and 2021 was also tough, but I can tell you after navigating these past two years as a retreat host and travel designer, you do have options. And you can absolutely still safely host retreats in-person and manage traveling.

I’m going to share with you how to navigate these uncertain times as well as share with you how to continue to host your retreats without losing deposits and avoiding the need to issue refunds or cancel. Before I get into all of the tips and tricks, I want to clarify that this is not a blog about whether or not you should get vaccinated or continue to host in person events. I have helped my host clients host safely and I have personally been able to host safely as well.

In 2020, I travelled to New York, Vermont, and New Hampshire. Tracking records were in effect but proof of negative COVID tests were not required. In 2021, I travelled to Costa Rica, Montana, and Sicily and everywhere had different requirements and timing was everything. In April when flying to Costa Rica, an attestation form was required to enter Costa Rica and a negative COVID test was required to get back into the US. In September to fly round trip to and from Montana, we didn’t have to provide anything or get tested for COVID. In October to fly to Sicily, I needed a negative COVID test prior to boarding my flight as well as a vaccination record. I was also tested for COVID when I landed in Sicily, right at the airport. When I was in Sicily, some restaurants and shops required a green pass or other proof of vaccination. To get back into the US from Sicily, I needed a negative COVID test as well as an attestation form.

For all travelers, I recommend this: control the things you can and let go of the rest, and be flexible since the regulations change constantly. I recommend a month prior to your trip, looking up the requirements and then checking them one more time a week before your departure to ensure nothing has changed. Requirements depend on where you’re coming from and where you’re going and most airlines are really good at mapping out the specifics required of you.

For hosts worried about losing deposits, I see you but you actually have the upper hand. The travel industry is still hurting so they are very willing to work with you. Myself and some of my clients have been able to push our dates back and, in some instances, we have gotten 100% refunds. Be courteous and kind and remind yourself that everyone wants the same thing: to avoid cancellations and refunds and to keep a good-working relationship. Most venues are offering flexible cancellation policies and some are even not requiring deposits to try to make it easier. This not only takes away the risk from the retreat host, it also gives some extra wiggle room to negotiate a better rental price. Use these times to your advantage where you can and as an opportunity to make real connections with the people that you are working with.

If an international retreat is too hard to manage or navigate, but you already have guests registered, try reaching out to them with a plan B. Offer them a similar retreat in a different location and maybe even add a discounted price to help with any remaining disappointment and I think you’ll find everyone is so ready to get out of their house that you won’t hear any complaints or have anyone request a refund.

Tips on How to Keep Hosting Retreats:

Pivoting is never anyone’s desired approach to host, so here are some tips and tricks to keep hosting:

1. Control the controllables and let the rest go. Do not panic. If you do, your guests will panic. You’re the leader, lead by example. Communicate often and clearly with your guests, tell them that you are monitoring the situation and will update them if changes need to be made and remind them how excited you are to retreat with them.

2. Have a plan B set and ready to go. I talk about this a lot with my Profitable Retreat Method ™ and 1:1 Design clients. You don’t get caught in a blizzard on your second retreat and not proceed with plan B’s for all future retreat 😉 We brainstorm and research plan B’s constantly and the pandemic has really drove this home. We have an alternate location that fits with our initial itinerary and budget and we know that we can easily change gears if we need to.

3. Keep going. I know hosting retreats during a pandemic can be stressful but I’ve been proven time and again that they are so necessary right now. Trust me. Your future guests are ready to gather and they need a retreat now more than ever. Never have I ever had so many inquiries. My last retreat, I rented the house next door to accommodate 6 more guests and wait-listed 48 more. We had 18 guests total, the most I’ve ever had in the past 3 years. Lots of hosts are still afraid to host, so the market is very unsaturated with offerings, which will only create more demand for your retreat.

So what do you say? Are you ready to finally pull the trigger and host the retreat of your dreams?

My name is Anna VanAgtmael, and I am retreat host, travel designer, and a certified yoga instructor with a passion for yoga, travel, and connecting with others.

I believe in trying everything once. My values lie in collecting memories over things.

My ambition is to inspire and encourage you to unmask your fears and jump into the unknown.

Anna VanAgtmael | Retreat Host | Travel Designer