Behind the Scenes of the Retreat Industry Forum: Why Logistics & Operations Make or Break Your Retreat
Release Date: 04/28/2026
EP 268 The Power of Retreats for Midlife Women: Building Community, Healing & Business with SOL Women
The Retreat Leaders Podcast
There is a powerful shift happening - and it’s centered around midlife women. Women who have spent years building careers, raising families, and showing up for everyone else are now asking a different question: What do I want? In this episode of The Retreat Leaders Podcast, Shannon Jamail sits down in person in Austin with the founders of SOL Women to talk about the rise of retreats designed specifically for midlife women - and why these experiences are more needed now than ever. SOL Women creates holistic, supportive retreat experiences that help women reconnect with themselves, prioritize...
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Behind the Scenes of the Retreat Industry Forum: Why Logistics & Operations Make or Break Your Retreat
The Retreat Leaders Podcast
There’s what your guests see at a retreat… And then there’s everything happening behind the scenes. In this special edition of The Retreat Leaders Podcast, Shannon Jamail is joined by Alison and Erin (co-hosts of the Retreat Industry Forum) along with two of the Forum’s featured panel presenters - Matt Quinones and Daesha Donze - to talk about the operational side of running successful retreats. You can have an incredible concept, a beautiful location, and a powerful transformation… But if your logistics and operations aren’t dialed in, it will impact the entire experience. Matt...
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EP 267 The Retreat Venue Gap: Why Retreat Leaders and Venues Struggle to Find Each Other with Emily Johnson
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One of the biggest challenges in the retreat industry isn’t marketing, pricing, or programming. It’s the gap between retreat leaders and retreat venues. Retreat leaders struggle to find the right venues. Venue owners struggle to fill their calendars with the right retreats. And somewhere in the middle, opportunities are missed. In this episode of The Retreat Leaders Podcast, Shannon Jamail sits down with Emily Johnson, founder of Elevate Hospitality Collective, to talk about the disconnect between retreat leaders and venues - and how the industry can bridge that gap. Emily brings years of...
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EP 266 The Power of Proximity for Retreat Leaders and Entrepreneurs
The Retreat Leaders Podcast
Success in business isn’t just about strategy. It’s also about proximity - who you’re around, the conversations you’re exposed to, and the standards of the rooms you choose to enter. In this solo episode of The Retreat Leaders Podcast, Shannon Jamail shares why being in the right rooms can dramatically accelerate your growth as a retreat leader and entrepreneur. For many years Shannon’s business was doing well. But about five years ago, something shifted. She started attending conferences, joining masterminds, and intentionally placing herself in rooms with other high-level...
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Special Edition: Stop Wasting Money on Ads: What Retreat Leaders Need Before Running Facebook & Instagram Ads with Jenn Possick
The Retreat Leaders Podcast
Running ads to fill your retreat sounds like the obvious next step… But for most retreat leaders, it’s actually where they start losing money. In this episode of The Retreat Leaders Podcast, Shannon Jamail is joined by Alison, Erin, and Jenn Possick (The Ads Maven) to break down what retreat leaders really need to know before investing in Facebook and Instagram ads. Jenn specializes in helping coaches, wellness professionals, and retreat leaders run strategic, data-driven ad campaigns - offering both done-for-you and done-with-you services. And here’s what she makes very clear: Ads are...
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EP 265 The Communication Shift That Can Transform Your Retreats with Joel Weldon
The Retreat Leaders Podcast
Retreat leaders spend months planning the location, the schedule, the experiences, and the transformations they want their guests to have. But there is one skill that quietly determines whether your retreat truly lands with your audience. Your ability to communicate. In this episode of The Retreat Leaders Podcast, Shannon sits down with Hall of Fame speaker Joel Weldon to talk about the powerful role communication plays in the success of retreats - from filling the room to creating deeper breakthroughs for attendees. Joel has been paid to speak at more than 3,000 events and has coached over...
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The Future of the Retreat Industry: Why We Need Standards, Community & Leadership with Holly Porter
The Retreat Leaders Podcast
The retreat industry is growing so fast. Especially in the last 6 years. But here’s the problem: There has never been a central place for retreat leaders, venues, and professionals to connect, collaborate, and operate at a higher standard. Until now. In this episode of The Retreat Leaders Podcast, Shannon Jamail is joined by Alison, Erin, and Holly Porter, founder of the International Retreat Association, to talk about the future of the retreat industry - and why the timing for this shift couldn’t be more important. Holly shares her powerful personal story - from building 12...
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EP 264 Building Momentum: Staying the Course When Results Feel Slow
The Retreat Leaders Podcast
One of the hardest moments in the retreat business is the quiet period after you launch something. You announce your retreat. You post about it. You send emails. And then… crickets. In this solo episode, Shannon Jamail talks about why slow results are not a sign that something is wrong. In fact, momentum in the retreat industry is rarely sudden — it’s usually the result of consistent, focused action over time. Shannon breaks down the common traps retreat leaders fall into when results don’t appear quickly, including shiny object syndrome, comparison traps, and abandoning strategies too...
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EP 263 Trust Leaks in Retreat Businesses: The 5 Places Retreat Leaders Lose Credibility with Debbie Simmons
The Retreat Leaders Podcast
Trust is the currency of the retreat industry. Guests invest their time, money, and emotional energy into retreat experiences expecting transformation, connection, and professionalism. But often, trust doesn’t break in big dramatic moments - it slowly leaks through small gaps in leadership, communication, and delivery. In this episode, Shannon sits down with Debbie Simmons to discuss the five most common “trust leaks” in retreat businesses and how retreat leaders can repair them before they damage reviews, referrals, and long-term loyalty. They break down where trust most often breaks...
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EP 262 Culture Building: How to Create a Retreat Experience That People Come Back To with Nathan Jamail
The Retreat Leaders Podcast
Most retreat leaders focus on the itinerary. But what makes guests come back year after year isn’t the schedule - it’s the culture. In this episode, Shannon is joined by leadership expert and culture strategist Nathan Jamail (whom she is biased to say is amazing) to break down how retreat leaders can intentionally build culture instead of just planning programming. They discuss: How culture impacts everything How to create loyalty beyond a single event Alumni communities that actually stay engaged Setting customer experience standards Why some retreats create raving fans -...
info_outlineThere’s what your guests see at a retreat…
And then there’s everything happening behind the scenes.
In this special edition of The Retreat Leaders Podcast, Shannon Jamail is joined by Alison and Erin (co-hosts of the Retreat Industry Forum) along with two of the Forum’s featured panel presenters - Matt Quinones and Daesha Donze - to talk about the operational side of running successful retreats.
You can have an incredible concept, a beautiful location, and a powerful transformation…
But if your logistics and operations aren’t dialed in, it will impact the entire experience.
Matt and Daesha bring a powerful combination of expertise:
- Matt specializes in retreat logistics, coordination, and operations
- Daesha focuses on brand alignment, design, and experience curation
Together, they help retreat leaders move from overwhelmed and reactive… to organized, intentional, and elevated.
In this conversation, they break down:
- Why having a retreat coordinator is a game changer
- How logistics impact guest experience and retention
- The difference between a good retreat and a professionally run retreat
- Why seasoned retreat leaders invest in support
- How operations directly impact repeat business
They’ll also be diving deeper into these topics at the Retreat Industry Forum in Denver this May, where they’ll be leading a panel workshop focused on retreat logistics, operations, and execution.
If you want your retreats to run smoothly, feel elevated, and create raving fans - this episode is a must-listen.
What You’ll Learn in This Episode
• Why logistics and operations are critical to retreat success
• The role of a retreat coordinator (and when you need one)
• How behind-the-scenes execution impacts guest experience
• Why seasoned retreat leaders invest in support teams
• How to move from reactive to proactive retreat planning
Key Takeaways
Retreats Are Not Just Experiences - They’re Operations
A retreat is both:
- a transformational experience
- a logistical event
And both need to be handled at a high level.
A Retreat Coordinator Changes Everything
Having someone dedicated to logistics allows you to:
- stay present as the leader
- focus on your attendees
- deliver your transformation
Instead of managing problems behind the scenes.
Guests Remember How Things Felt
Even when issues arise (and they will), what matters is: how they are handled.
Strong operations = calm, professional experiences.
Brand + Logistics Must Align
It’s not just about running smoothly.
It’s about creating an experience that reflects your brand, your promise, and your audience.
Support Leads to Growth
The more support you have, the more you can:
- scale your retreats
- improve your experience
- increase repeat bookings
About the Retreat Industry Forum
The Retreat Industry Forum brings together retreat leaders, venue owners, and industry professionals who are serious about building profitable and sustainable retreat businesses.
Hosted by Shannon Jamail, Alison, and Erin, this is a room designed to elevate the entire industry.
📍 Denver, May
🎟️ https://luxuryinbusinessretreats.mykajabi.com/retreat-industry-forum Or jump on the Paris list: https://luxuryinbusinessretreats.mykajabi.com/retreat-industry-forum-Paris2026
Info about Daesha: https://daeshadonze.com/designing-the-event-that-sells-your-brand
Info about Matt: https://www.admin-solutions.co/
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TIMESTAMPS
Panel Introductions (00:01:08) Shannon introduces her co-hosts and panel presenters: Allison, Aaron, Dasha, and Matt.
Forum Excitement & Paris Announcement (00:01:30) Discussion about excitement for the forum, past meetings in France, and upcoming Paris and Denver events.
Champagne & Budget Jokes (00:02:23) Lighthearted conversation about celebrating with champagne and the importance of budgeting for events.
Panelists’ Backgrounds: Matt (00:03:29) Matt shares his experience in event planning, logistics, and his Disney production background.
Panelists’ Backgrounds: Dasha (00:05:47) Dasha introduces herself, her retreat agency, and her focus on brand experience and personalized retreats.
Dasha’s Unique Skills (00:06:58) Panelists discuss Dasha’s talent for translating a host’s brand into the retreat environment.
Panelists’ Collaboration & Roles (00:08:26) Matt and Dasha explain their complementary logistics and design skills, and how they support retreat leaders.
Nuanced Retreat Logistics (00:10:35) Discussion on advanced logistics, moving beyond checklists to high-level details for seasoned retreat leaders.
Support Systems for Leaders (00:11:47) Emphasis on the importance of having a support team to hold and guide retreat leaders through challenges.
Delegation & Focus on Transformation (00:13:13) How having coordinators allows leaders to focus on guest transformation, not logistics or emergencies.
Multiple Coordinators & Scaling (00:16:34) Advice on hiring more than one coordinator as retreats grow, and the importance of local support.
Facilitator-to-Attendee Ratios (00:17:36) Rule of thumb: one facilitator per five attendees, and the need for adequate support staff.
Group Chat & Communication Tools (00:18:06) Recommendation to use group chats for attendee communication, freeing leaders from logistical distractions.
Boundaries & Leader Presence (00:19:31) Leaders should set boundaries, delegate logistics, and focus on delivering the retreat promise.
Emotional Impact of Logistics (00:20:12) Carrying logistical stress affects leader presence; most issues should be handled by coordinators.
Guest Experience & Repeat Attendance (00:21:17) How excellent logistics and guest care lead to repeat attendees and long-term business growth.
Luxury as Feeling Supported (00:22:31) True luxury is guests feeling cared for, not just material comforts, leading to loyalty and return visits.
Handling Issues & Teamwork (00:25:18) It’s not about perfection; it’s about how problems are handled and the value of a strong team.
Closing & Forum Invitation (00:26:27) Shannon thanks the guests, expresses excitement for the forum, and invites listeners to future events.
Outro & Resources (00:27:17) Podcast outro with reminders to subscribe, leave a review, and access free resources.