Planning a wellness retreat in Italy can feel overwhelming, but with the right checklist, you can create an extraordinary experience for your guests while maintaining your sanity. As someone who has helped dozens of UK wellness professionals navigate the Italian retreat landscape, I've compiled this comprehensive guide to ensure nothing falls through the cracks.
What You'll Learn
- 12-month planning timeline
- Legal requirements for UK retreat leaders
- Essential venue evaluation criteria
- Marketing and booking strategies
- Day-of coordination tips
12 Months Before: Foundation Phase
Define Your Vision
- Clarify your retreat theme and objectives
- Determine ideal group size (8-20 is optimal)
- Set your budget and pricing structure
- Choose your preferred Italian regions
Legal Foundations
- Professional indemnity insurance
- Public liability coverage (minimum €2M)
- ATOL bonding if arranging flights
- Terms & conditions template
8-10 Months Before: Venue Selection
Venue Evaluation Checklist
Essential Requirements
- Dedicated yoga/meditation space (min 60m²)
- Accommodation for your group size
- Healthy catering options available
- Peaceful, natural setting
- Reliable WiFi for bookings/communication
Nice-to-Have Features
- Pool or spa facilities
- Outdoor yoga platform
- Walking trails nearby
- Cultural attractions within reach
- Airport transfer options
6 Months Before: Marketing & Bookings
Launch Marketing
- • Create compelling retreat description
- • Professional photography
- • Social media campaign
- • Email to existing clients
Payment System
- • Set up booking platform
- • Payment schedule (deposit + balance)
- • Cancellation policy
- • Invoice templates
Community Building
- • Private Facebook group
- • Welcome email sequence
- • Pre-retreat questionnaire
- • WhatsApp group setup
3 Months Before: Logistics & Details
Travel & Transportation
For Participants
- Recommended flights and airports
- Transfer options (group vs individual)
- Travel document requirements
- Travel insurance recommendations
Equipment & Supplies
- Yoga props shipping to venue
- Sound system arrangements
- Essential oils and aromatherapy
- Welcome gifts and retreat materials
1 Month Before: Final Preparations
Final Communications
- Detailed itinerary to participants
- Packing list with Italian weather info
- Emergency contact information
- Venue address and directions
- Local currency and payment tips
Venue Coordination
- Finalise meal plans and dietary needs
- Confirm room assignments
- Verify activity schedule with venue
- Check heating/cooling for yoga spaces
- Test technology and backup plans
Day of Arrival: Smooth Transitions
Welcome Day Timeline
1
Arrival & Check-in (2-4 PM)
Greet participants, distribute welcome packets, room keys, and venue orientation
2
Welcome Circle (4:30-5:30 PM)
Introductions, intention setting, and overview of retreat schedule
3
First Practice (6-7 PM)
Gentle welcome yoga session to help everyone settle in
4
Welcome Dinner (7:30 PM)
Shared meal to build community and celebrate the beginning
Emergency Preparedness
Medical Emergencies
- Call **112** for immediate medical emergencies (Italy's unified emergency number).
- On-site staff trained in basic first aid.
- Information on nearest medical facilities/pharmacies.
- Emergency contact numbers for guests' designated contacts.
- Support for mental well-being during stressful situations.
Fire Safety & Evacuation
- Clearly marked emergency exits and evacuation routes.
- Designated outdoor assembly points.
- Smoke detectors and fire extinguishers on premises.
- Emergency contact information for fire services.
- Briefing on safety procedures upon arrival.
General Safety & Security
- 24/7 on-site staff available for assistance.
- Secure access points to the property.
- Emergency communication plan for all guests.
- Information on local area safety and best practices.
- Procedures for reporting lost items or suspicious activity.
