Venue Selection Checklist for Your Retreat

Beautiful photos on a venue's website say very little about how smoothly your retreat will actually run. Here's what to check before you put down a deposit.

Capacity and group format

• Does the venue's minimum and maximum guest count actually match the real size of your group?
• Is this exclusive use of the venue (your group only), or can the venue host other guests at the same time?
• If the venue requires a minimum number of guests, what happens if you end up with fewer? Will you owe the difference?

Booking and cancellation terms

• What deposit is required to reserve dates, and is it refundable?
• Is there a payment schedule (e.g. part of the balance due several months out, the rest closer to arrival)? Can the final amount be adjusted for the actual headcount?
• What does the venue consider force majeure — does that include weather, or only events on the venue's own side?
• Can a cancelled booking be moved to another date, or are payments simply forfeited?

What's actually included in the price

• Is use of the practice halls included, or is there an extra charge per day or session?
• Is food included in the accommodation price, or billed separately? If separate, what dietary options are available (vegetarian, vegan, gluten-free) and how much do they differ in price?
• Are wellness facilities (sauna, banya, pool) included, and is there a daily time limit on their use?
• Does the venue arrange airport transfers, and is that included or charged separately based on actual use?

Logistics and connectivity

• How far is the nearest airport, and what does the transfer actually cost and take in travel time?
• Is there wifi and mobile signal on site, and how reliable is it? This matters not just for you, but for participants who may need to stay reachable for work or family.
• What condition is the access road in — particularly relevant for venues in remote or mountainous areas.

Food and special requirements

• How does the venue handle allergies and dietary restrictions? How much advance notice do they need?
• Can the kitchen prepare a separate menu for part of the group, or only one menu for everyone?

Accessibility and physical conditions

• Is the property suitable for participants with limited mobility, if that's relevant to your group?
• What's the terrain like between buildings or tents — how easy is it to move around after dark?

Rules and atmosphere

• What house rules apply (alcohol, smoking, etc.), and do they match the spirit of your retreat?
• What types of practice does the venue accept — does that align with what you're planning to run?

Social proof

• Can you get in touch with instructors who've already run a retreat at this venue, and ask them directly about their real experience — not just the photos, but the logistics, connectivity, and how the venue handled anything that went wrong?

The more items on this list you can get a clear, written answer to — rather than a general reassurance — the fewer surprises you'll face the week before arrival, when it's too late to fix anything.