The Secrets to Planning the Perfect Retreat
A step-by-step guide to creating a transformational experience your group will never forget
Planning a retreat isn’t just about booking a few rooms and filling a calendar—it’s about creating space for people to pause, reconnect, and grow. Whether you’re organizing a church retreat, team-building getaway, women’s weekend, or leadership intensive, the success of your retreat lies in thoughtful planning and a setting that inspires rest and renewal.
After hosting dozens of retreats here at Spring Lakes Ranch, we’ve learned a few key secrets that can turn your event from ordinary to unforgettable.
1. Define Your Retreat’s Purpose and People
Start by answering: Who is this for? and What do you want them to walk away with?
Are you hoping to deepen spiritual connection? Build stronger team dynamics? Encourage rest and renewal? Once your purpose is clear, every other decision becomes easier—from choosing activities to designing your daily flow.
Example:
A women’s church group might prioritize worship, teaching, and journaling time.
A corporate leadership team may need strategy sessions, outdoor challenges, and team bonding.
2. Select the Right Venue—One That Does the Heavy Lifting
The venue sets the tone. Look for a location that feels peaceful, flexible, and well-equipped.
At Spring Lakes Ranch, we provide:
Rustic-luxury accommodations that feel cozy yet elevated
A beautiful event barn and meeting spaces with A/V setup
On-site lakes and nature trails for quiet reflection or outdoor adventure
Firepits, water features, hiking, and wildlife that naturally invite deeper connection
When the venue supports your purpose, you won’t have to force anything—the space helps create the experience.
3. Design a Balanced Schedule
It’s tempting to cram the calendar with speakers, sessions, and breakout groups—but the best retreats leave space to breathe. Balance is key.
Tips:
Alternate structured sessions with unstructured downtime
Include group meals—they foster natural conversation
Offer optional activities: kayaking, morning walks, journaling time, or prayer circles
Allow for quiet reflection (some of the biggest breakthroughs happen in the stillness)
Pro Tip: Always leave a margin of time between sessions. Unhurried transitions help guests stay relaxed and engaged.
4. Simplify the Logistics for Guests
From the moment they arrive, your guests should feel at ease. Clear communication in advance and thoughtful touches on-site go a long way.
Ideas:
Send a detailed packing list a week in advance
Create name tags or welcome packets
Offer light snacks and drinks at check-in
Use signage or simple maps for wayfinding around the property
If you partner with Spring Lakes Ranch, we can help coordinate these pieces so your group feels cared for—and you’re not left doing it all yourself.
5. Make it Memorable with Purposeful Extras
The little things leave the biggest impressions.
Host a sunset s’mores night by the firepit
Create a group prayer wall or gratitude board
Offer goodie bags with journals, devotionals, or company-branded items
Hire a photographer or videographer to document the weekend
These details don’t have to be expensive—they just need to be intentional.
6. Plan for Flexibility
Even with the best plan, weather or energy levels can shift your timeline. Have a Plan B for outdoor activities and stay attuned to the group’s vibe. Sometimes, letting go of the plan allows space for something better.
Let Us Help You Bring Your Vision to Life
At Spring Lakes Ranch, we’ve created a space designed specifically for retreats that restore, inspire, and transform. Whether you’re still dreaming up ideas or ready to pick a date, we’d love to help guide you every step of the way.
We’ll help you:
Choose the best lodging for your group size
Coordinate meeting spaces, and extras
Offer local recommendations for caterers, and other vendors.
Ready to Plan Your Perfect Retreat?
Reach out today to check availability, schedule a tour, or get a custom quote. We can’t wait to host you!