Retreat Profit Planner

See how many people you need to break even, and what you take home if you fill only some of your spots. It works for any retreat, at any venue. Use your own numbers.

The figures already in the boxes are examples, there to show you how it works. Type over them, or clear them and start blank.

Example numbers. Type over them with your own.

Spots and fill

These are the numbers most first-time leaders are too hopeful about. Be honest here.

Beds you can fill in total, your own team included.
Free spots for co-teachers, a photographer, or you. They use a bed and eat, but pay nothing.
Share of the spots for sale you expect to sell.
The low sales you should be able to survive.

Ticket prices

Up to three ticket types. The shares are the mix you expect to sell.

Ticket type 1

Ticket type 2

Ticket type 3

Share of guests who book at the early price.
How much cheaper the early price is.

Venue and food

Pick whether each cost is charged per guest or once for the whole group.

Lodging, meeting space and use of the grounds for the whole stay.
Per person pricing only: the fewest guests you pay for, even if fewer come.
Meals, snacks and tea for the whole stay.
Excursions, transport, welcome gifts, printed materials.

Other costs

One-off totals for the whole retreat.

Flights, and a scouting trip if you take one.
Assistant teachers, a photographer, a cook, other help.
Ads, design, a landing page, email tools.
Your liability cover and any trip cover you pay for.
Permits, supplies, translation, gifts.
Share added on top of all your costs. Planning guides often suggest 10 to 15 percent.

Fees and refunds

Share of ticket sales that goes to payment and booking fees.
Share of ticket sales you expect to give back. Your costs stay the same, which is the cautious way to plan.

Your goals (optional)

We will tell you how many sign-ups it takes.
Planning, marketing, teaching and the trip itself. We turn it into an hourly rate.

Livestream (optional)

If you host with us, we take no cut of your ticket, livestream or merchandise income.

Your results

Break-even
0
Expected profit
0
Profit per participant
0
at expected fill
Margin
0
profit as a share of income
Total cost
0

What this tells you

    Three ways it could go

    Worst case, expected and full, side by side
    MeasureWorstExpectedFull

      Where the money goes

      At your expected fill.

      Costs at your expected fill
      CostAmount

      This calculator uses only the numbers you type. Nothing is saved or sent.

      A planning aid, not financial, legal or tax advice. Every retreat is different, so check your own figures with someone who knows your situation.

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