Retreat & Group experience coordination

Below are examples of how I support group travel, retreats, and experiences. Each engagement is shaped around the specific needs of your group and the complexity of the experience.

1. Build the Master Experience Timeline

• Create a single timeline covering:

  • booking deadlines

  • deposits and payments

  • travel windows

  • event milestones

• Identify dependencies (what must happen before something else)

• Share one clear version with leadership/vendors

2. Coordinate Vendors and Track Deliverables

• Serve as the main coordination point for:

  • venues

  • lodging

  • transportation

  • guides/facilitators

  • activity partners

• Track contracts, deposits, and deliverables

• Follow up so nothing slips

3. Organize and Manage Participant Communications

• Create a participant communication plan

• Draft and send logistics-focused emails:

  • travel details

  • packing lists

  • schedules

  • arrival instructions

• Track RSVPs, waivers, and special needs

4. Create Clear Itineraries and Run-of-Show Documents

• Build:

  • daily itineraries

  • internal run-of-show schedules

  • contact lists and contingency notes

• Ensure the host, vendors, and team are aligned

• Update documents as things evolve

5. Handle Behind-the-Scenes Problem Solving

• Anticipate common issues (weather, timing, transport delays)

• Handle last-minute adjustments quietly

• Coordinate solutions without disrupting the experience

• Keep leadership informed only when needed

Who This Is For:

This is a good fit if you are:

• A retreat host or travel-based entrepreneur

• A ranch, lodge, or outdoor-focused company running experiences

• A coaching community or founder-led organization

• A small team juggling growth and day-to-day operations

• A nonprofit or membership organization managing programs or events

You’re doing meaningful work — and need steady operational support to keep it running well.

Designed for a limited number of engagements each year.

Coordination time varies based on the length and complexity of the experience. As an example, a five-day retreat with two travel days required approximately 120 hours of behind-the-scenes coordination.