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Planning the Perfect Group Retreat (Without the Stress)
Planning and hosting a retreat can be an incredibly rewarding experience for others... and you — whether it’s for family, friends, your workplace, a church group or social circle. But where do you start?
From choosing the right theme to setting the schedule and planning meals, there’s a lot to think about. I’ve organized dozens of retreats in Sun Peaks and Whistler, British Columbia (and beyond) and I’ve learned that, with the right approach, a well-organized retreat can be both easy and fun to host.
In this post, I’ll walk you through how to plan a successful retreat step-by-step, and share why Pinetree Chalet is the perfect place to host your next — or first — group getaway.
Step 1: Choose Your Retreat Theme and Guests
Step 1: Choose Your Retreat Theme and Guests
Every retreat begins with a purpose or theme. Start by asking yourself: "What do we want this retreat to focus on?"
Here are some ideas for a retreat focus:
Adventure retreats: skiing, snowshoeing, mountain biking, hiking, golf, horseback riding
Relaxation retreats: spa weekends, natural alpine meadow hikes, wine tasting, or wellness
Focus retreats: study sessions, team-building, or faith-based workshops
Once you’ve picked a theme, decide who this is for.
Will this be an extended family gathering, a getaway with friends, or a professional or faith-based group? Is it for your 'peeps', or open to others?
Pro Tip: If you're doing the most of the cooking, pay attention to who you might work well with — and be open to saying "Yes!" when people offer their help. In my experience, there are always a few people that genuinely enjoy being useful. It will ease your stress and it's a fun, bonding experience.
Having clarity on both your focus and your attendees will shape your decisions for lodging, meals, and activities.
Step 2: Create a Flexible, Enjoyable Schedule
Step 2: Create a Flexible, Enjoyable Schedule
After choosing your theme, plan a schedule that supports it. Some schedules can be relaxed, while others may need a tighter timeline. Start with your main focus, activity or discussion sessions, then add in meal times, followed by adding in downtime or optional activities.
Don’t forget to schedule free time. This helps your group recharge and connect with each other more organically. During downtime, participants might explore the area, read, enjoy a spa treatment, or simply unwind in a hot tub.
Pro Tip: A great retreat schedule balances times of both structure and space. Make room each day for quiet reflection or spontaneous connection — it's often those unplanned moments that participants remember most. On the flip-side, too much open time can leave people feeling restless, so aim for a thoughtful mix of planned activity and free time.
Examples From Past Retreats:
Examples From Past Retreats:
Ski retreats: early breakfast for an early start on the slopes, relaxed early dinner after an active day. Skiing often fills the schedule naturally, so extra free time may not be needed.
Wine retreats: slower mornings, midday tastings, and long, indulgent dinners. Depending on the area, you might schedule in a winery tour. There's lots of free time here — plan to bring fun games, and offer suggestions for nearby activities. (Hint: see Nearby tab for ideas!)
Pro Tip: Building in a mix of high- and low-cost activity options keeps your retreat inclusive and gives everyone the chance to choose how they want to recharge — whether that’s a spa day, a hike, or watching for wildlife from the deck with a cup of tea.
Ask your attendees what kind of things they enjoy doing. They can be part of the planning or you can offer options.
Pro Tip: For the best rates and quieter stays, plan your retreat during the off-season.
In BC, October–November and April–May are perfect months for indoor or study-based retreats — when not much is going on and people are looking for things to do.
Resorts like Sun Peaks and Whistler are quieter and more affordable during these times.
Step 3: Plan Meals That Fit Your Group’s Style
Step 3: Plan Meals That Fit Your Group’s Style
Food is a big part of what makes retreats memorable — but it doesn’t have to be complicated.
When planning your retreat menu, think about your group’s needs:
Active retreats: hearty, easy-prep or “heat and serve” meals.
Culinary or wine retreats: elaborate multi-course dinners with pairings.
Social groups: mix in-house meals with visits to local restaurants for variety.
Hint: if you're booking during low season, restaurants will be grateful for your business.
Keeping meals simple and flexible ensures that everyone can relax — including the host!
Pro Tip: If you're handling the cooking, plan on at least one meal that easy to prepare and one that's a group effort. It keeps things relaxed and interactive (and gives you a break!).
I've found there are always a few people who enjoy helping out it the kitchen, or would even like to make a meal. Ask.
Tip: When you book your retreat at Pinetree Chalet, on request, we’ll help you with menu planning based on your group’s dynamics and cooking style.
Real-Life Example: Our “The Chosen: Season 5” Retreat in Sun Peaks
Real-Life Example: Our “The Chosen: Season 5” Retreat in Sun Peaks
To show you how all this comes together, here’s an example from one of our recent retreats.
We hosted a 4-day, 3-night retreat in Sun Peaks, focused on watching and discussing The Chosen: Season 5. With three sessions during the full days, it was a tight schedule that required focus from participants, so we made sure to include free time every afternoon to clear our heads.
Some participants chose to go shopping, relax in the hot tub, or enjoy a walk in the village. Others worked on a puzzle or played games — the mix of structure and freedom kept everyone refreshed.
The schedule looked like this:
The schedule looked like this:
Breakfast: “Help-yourself” setup for early risers, plus a hearty group meal later. This accommodated various personal routines.
(Hint: help-yourself foods were available anytime as a snack.)Session one
Lunch: Quick heat-and-serve meals for ease of the host (me) and to keep the afternoon flexible.
Free time.
Session two
Dinner: A full homemade meal — fun to prepare with helpers and always a highlight of the day.
Session three (film)
Dessert: simple, sweet, and shared during discussion time.
Social time or bedtime, depending on each guest's routine
It was the perfect balance of community, relaxation, and meaningful focus. The retreat feedback was fantastic — attendees (and others who missed it) are asking to do it again... starting at Season 1.
Step 4: Choose the Perfect Venue
Step 4: Choose the Perfect Venue
Finding the right location is one of the most important parts of planning your retreat. If your retreat is activity-based, you'll need a central hub close to those activities. If you plan to spend much of your time inside the retreat center, such as a study, wine tasting or wellness retreat, ensure it is spacious and comfortable so participants can spread out without feeling cramped.
Check for Essentials
Just because there are lots of beds doesn't mean you'll all be comfortable living together in one space for a few days. Consider the basic comforts that most retreat venues should include:
Is there space for the number of participants to comfortably move around?
Is there enough seating?
Are there adequate bathroom facilities without waiting in line?
Is the kitchen suitable for multiple cooks with the equipment you need (if you plan on cooking in-house)?
Bedrooms should also offer quiet, comfortable spaces away from the action. Comfy beds are appreciated by everyone.
Pro Tip: When offering private or shared rooms, be clear about allocations from the start. Even if your policy is to wait until you know exact numbers of participants to assign rooms, setting expectations up front helps everyone feel comfortable about their stay.
One of the reasons we specifically chose to purchase Pinetree Chalet is because it's tailor-made for groups and retreats of all kinds — plus, Sun Peaks is central to southern BC and offers plenty of activity options within walking (or skiing, or hiking, or snowshoeing) distance, and within easy driving distance.
Spacious layout: large gathering areas, up to six bathrooms, sleeps up to 16 guests
Flexible setup: perfect for families, singles, or friends — from 4 bedrooms for smaller groups to 7 rooms for larger ones
Well-equipped kitchen & 16-seat dining table: awesome for group cooking, meals together, puzzles, games or meetings
Two adjoining living areas: ideal for separate discussions or one big gathering
Beautiful decks, mountain views, and an outdoor hot tub — the ultimate retreat relaxation spots
Whether you’re hosting an outdoor adventure getaway, family reunion, church retreat or corporate weekend Pinetree Chalet offers the space, comfort and amenities to make it a success.
One of the benefits of booking with us is that I'm happy to share my retreat experience to make your retreat a success, including:
Sample retreat menus and shopping lists tailored to your group
Focus or discussion ideas for church, youth group or faith-based study groups
Tips for activities in and around Sun Peaks
Step 5: Set a Budget That Works for Everyone
Step 5: Set a Budget That Works for Everyone
Not all retreats offer flexibility when it comes to costs and accommodations — but my recommendation is to make your retreat as flexible as possible, especially for non-profit retreats. This ensures everyone can participate comfortably, without feeling excluded due to budget constraints.
Fixed Costs to Include
Fixed Costs to Include
Lodging: the cost of your retreat space, factoring in the number of nights. Some places may offer better value, even if it's not the cheapest option.
Meals: breakfast, lunch, dinner, and snacks throughout the retreat.
Supplies or materials: items needed for your focus sessions or activities (if that's a factor).
Profit: if you’re running a for-profit retreat, you need to account for your time and effort.
Activities like skiing, spa treatments, horseback riding, or mountain biking can vary widely in cost. If you know everyone will be participating in the same activity, add it in your main budget.
Hint: For-profit retreats may want to factor this cost into the full amount if you are arranging the activity and need to add your profit.
To make your retreat more accessible and inclusive, consider keeping activities separate from the main retreat budget. This allows participants to choose activities based on their personal budget.
Example from My Retreats:
Instead of including a full day of skiing, some participants might rent snowshoes for a lower-cost outdoor activity, while others take a ski lesson. Or, someone on a budget can choose hiking instead of a round of golf or a day at the spa. This approach ensures everyone can enjoy the retreat in a way that works for them.
Room Options
Room Options
Not all venues can accommodate varied room preferences, so consider whether this is important for your retreat. If you're a for-profit organizer, decide whether you want to maximize the occupancy by filling all spaces, offer private rooms at a premium, or make them available only if the retreat isn’t otherwise full. Your choice will impact your profit and the participant experience.
Organizing a retreat doesn’t have to be overwhelming — with the right theme, schedule, and space, it can be one of the most memorable experiences your group ever shares.
Ready to plan your BC group retreat?
We'd love to host you at Pinetree Chalet. Book your stay and let us help you create an unforgettable getaway. From menu planning to group setup and activity ideas, we’ll help make your retreat planning experience simple, fun, and stress-free.
October 23, 2025
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