Phoebe and Claire discussed retreat planning and logistics, including website development, photography needs, and pricing strategies for both local and international retreats. They reviewed budgeting processes, expense tracking, and payment plans, with Phoebe demonstrating templates and spreadsheets to help calculate costs and determine participant requirements. The conversation ended with discussions about liability waivers, welcome packets, and payment models for facilitators and external contributors, with the group agreeing to reconvene after taking next week off.

Phoebe and Claire discussed the launch of Claire's retreat website and the need for a photographer, with Phoebe offering to connect Claire with her friend Marie if local options don't work out. Phoebe shared details about her upcoming retreat at Smoke Hollow, which will have 5 participants, and mentioned she kept the group small to maintain energy levels. They agreed to start recording the workshop once Mark joins, as he might be late.

Phoebe and Claire discussed retreat planning, focusing on pricing strategies and timelines. Phoebe shared a spreadsheet template learned from Sherry Rosenthal for calculating expenses and pricing, emphasizing the importance of covering costs while ensuring instructors are paid. They agreed to review waivers, insurance, and liability next. Claire noted her success in planning local retreats a year in advance, leveraging relationships with venues and marketing through photos. Phoebe highlighted Claire's proactive approach, suggesting a minimum 9-month timeline for international retreats and 6 months for local ones.

Phoebe explained the budgeting process for retreat planning, focusing on how to calculate expenses per person based on room rates, activities, and other costs. She demonstrated using a template to track expenses, including accommodations, activities, and personal expenses, and showed how to determine the minimum number of participants needed to cover costs. Phoebe also covered how to calculate and include fees for the retreat organizer and guest teachers, as well as credit card processing fees. Claire confirmed that this approach aligned with her planning process for an upcoming retreat.

Phoebe and Claire discussed pricing strategies for retreats, focusing on early bird specials and gratuities. Phoebe advised adding fees like gratuity and commission on top of the base price to avoid discounting the early bird rate. She suggested offering incentives like one-on-one sessions to encourage bookings, especially for international retreats where participants may be hesitant to commit early. Claire shared that they decided on a super early bird rate based on participant feedback, preferring a discount over additional perks.

Claire and Phoebe discussed pricing strategies for early bird specials and regular rates for their courses. They agreed to offer an evergreen course instead of a spa treatment or 1-to-1 session as part of the early bird incentive. Phoebe advised setting a minimum discount of $500 for international participants, with a recommended rate of $700 or more. They also discussed the importance of maintaining profitability by not offering excessive discounts that could lead to financial instability. Claire confirmed they would offer a $1000 discount for the early early bird, with additional tiers of discounts for later bookings.

Phoebe and Claire discussed retreat planning, focusing on creating balanced itineraries that allow for both structured activities and free time. Phoebe emphasized the importance of considering the group's expectations and intentions when planning, suggesting a rhythm of planned and rest days, especially for longer retreats. They also discussed incorporating local experiences, such as cultural activities and spa treatments, to enhance the retreat's impact. Claire shared her flexible approach to planning, adapting activities based on the group's energy and preferences.

Phoebe and Claire discussed the importance of aligning retreat logistics, including communication with co-hosts and properties to ensure smooth operations. They reviewed a spreadsheet in the Nomad Path program for tracking retreat registrations, expenses, and itineraries, emphasizing the need to collect and organize participant information such as dietary restrictions, transportation details, and payment plans. Phoebe highlighted the use of Google Forms to streamline data collection and suggested adding relevant columns for tracking payments and other participant details. Mark participated in the discussion, confirming his understanding of the process and expressing his commitment to ensuring all necessary information is accurately documented.

Phoebe guided Claire through the process of creating a welcome packet for a retreat, including essential information such as travel details, packing lists, and insurance recommendations. They discussed the importance of using a Google form for questionnaires and emphasized the need for clear instructions on travel logistics and environmental considerations, particularly for a retreat in Bali. Phoebe also suggested including a sample itinerary and reminding participants to purchase "cancel for any reason" insurance within two weeks of booking.

Phoebe and Claire discussed liability waivers and automated communication systems for their program. Phoebe suggested having waivers integrated into the POS system and sending welcome packets to new participants. They also talked about setting up automated reminders and creating a communication group for participants. Phoebe mentioned having a separate module on liability insurance, which they could cover in another session. Claire confirmed that they had already implemented the waiver system on their checkout page.

The meeting focused on payment plans and facilitation fees. Phoebe explained that a $500 deposit is typically required, with the option to set up monthly or quarterly payments, and emphasized aligning payments with property payments. They discussed co-facilitation arrangements, where Claire and her colleague would share responsibilities and fees. Phoebe also outlined various payment models for bringing in external workshop leaders or photographers, including flat fees, per-person commissions, and waiving fees in exchange for responsibilities. Mark suggested a hybrid approach combining flat fees and referral commissions. The group agreed to reconvene on the 14th after taking next week off.