Who's answering the vendor's call while you're leading a workshop?
Who's checking that lunch is arriving on time, making sure the next activity is ready, answering a guest's question, communicating a schedule change, and figuring out Plan B when something inevitably doesn't go according to plan?
Hopefully, not you.
In this episode of The Retreat Leaders Podcast, Shannon Jamail sits down with someone who knows exactly what happens behind the scenes of a retreat: Lily Lorenz, Shannon's assistant, Operations Manager at Retreat Ranch, and Retreat Activities Coordinator for Shannon's own retreats.
They're pulling back the curtain on a role many retreat leaders don't realize they need until they're already overwhelmed: the retreat coordinator.
Lily walks through what a retreat coordinator can handle before, during, and after a retreat, from vendor communication and activity logistics to guest questions, schedules, troubleshooting, follow-up, and all the tiny details that allow the retreat leader to stay focused on what they are actually there to do: LEAD.
But hiring someone isn't enough.
Shannon and Lily also talk about one of the biggest factors in making this relationship successful: communication.
The host first needs to know what they actually need from their coordinator. Then they need to clearly communicate those expectations to the coordinator. Finally, guests need to understand the coordinator's role, including whether that person is their first point of contact when they have questions or issues.
Because a coordinator can't protect your time and energy if everyone still comes directly to you.
And now, after coordinating Shannon's retreats and seeing firsthand what makes retreats run smoothly, Lily is expanding her retreat coordination services to work with other retreat hosts as well.
If you're hosting retreats and doing everything yourself, this episode may completely change the way you build your team.
In This Episode You'll Learn
- What a retreat coordinator actually does
- The difference between a retreat coordinator and a co-host
- What a coordinator can handle before the retreat begins
- Why pre-retreat organization can prevent problems during the retreat
- What happens behind the scenes while the retreat leader is facilitating
- How coordinators manage vendors, activities, schedules, logistics, and guest needs
- Why the retreat leader shouldn't automatically be the first point of contact for every problem
- How to clearly define the coordinator's responsibilities
- Why communication between the host and coordinator is critical
- How to communicate the coordinator's role to retreat guests
- What a coordinator can handle after guests leave
- How operational support protects the retreat leader's time and energy
- When retreat leaders should consider hiring help
- How Lily is now helping other retreat leaders coordinate their retreats
Key Takeaways
1. A Retreat Coordinator Is Not a Co-Host
You may not need another person teaching your content.
You may need someone making sure everything else happens.
A coordinator can manage the operational side of the experience so you can focus on facilitating, connecting, and leading.
2. The Coordinator's Job Starts Long Before Guests Arrive
A seamless retreat is usually the result of a lot of work guests never see.
Vendor communication. Activity confirmation. Guest information. Timelines. Supplies. Transportation. Special needs. Schedules. Contingency plans.
The more that's handled beforehand, the less scrambling happens during the retreat.
3. The Host Has to Define the Role
You can't simply hire someone and say, "Help me with the retreat."
What do you actually want them responsible for?
What decisions can they make without you?
What should be escalated to you?
Who communicates with vendors?
Who communicates with guests?
Clarity creates autonomy.
4. Your Guests Need to Know the Communication Structure Too
If Lily is the first point of contact for logistical issues but every guest still texts Shannon, the system doesn't work.
Tell your guests who handles what.
That protects the leader while giving guests a clear person who can quickly help them.
5. Great Coordination Continues During the Retreat
Activities need to be ready.
Vendors need to arrive.
Meals need to happen.
Schedules change.
Guests have questions.
Things go wrong.
And ideally, much of it gets handled without interrupting the person leading the retreat.
Seamless doesn't mean nothing went wrong. Seamless means the guests never had to experience the chaos behind it.
6. Don't Forget Post-Retreat Operations
There can still be work after the last guest leaves.
Vendor follow-up, lost items, loose ends, feedback, final payments, documentation, and information that should be captured before planning the next retreat.
A coordinator can help close the loop instead of leaving the retreat leader with another week's worth of work.
7. Build Support Into Your Retreat Budget
Don't calculate your retreat pricing and then decide afterward whether you can afford help.
If operational support is necessary to deliver the experience you want, it's part of the cost of producing the retreat.
Your guests paid for you to lead them.
Not to watch you stand in the corner texting the caterer.
Connect with Lily
Connect with Lily
Want Lily's help bringing the travel side of your retreat to life or supporting your experience at Retreat Ranch? Connect with her here:
The Retreat Leaders Podcast Resources and Links:
Thanks for tuning into the Retreat Leaders Podcast. Remember to subscribe for more insightful episodes, and visit our website for additional resources. Let's create a vibrant retreat community together!
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TIMESTAMPS
Welcoming Lily Lorenz (00:00:54) Host Shannon Jamail introduces her guest, Lily Lorenz, who is her assistant, ranch operations manager, and retreat activities coordinator.
Who is Lily? (00:01:52) Lily describes herself as a ray of sunshine who loves fashion, sparkle, and helping people create their dream retreats.
How Shannon and Lily Met (00:02:37) Shannon shares the story of meeting Lily four years ago when Lily attended a retreat for her 21st birthday.
Lily's Journey to Full-Time Team Member (00:04:07) Shannon explains how Lily went from flying in for retreats to moving to Austin and becoming a full-time team member.
The Role of a Retreat Activities Coordinator (00:05:47) Lily explains what a retreat activities coordinator does, emphasizing support for the host with logistics, dietary needs, and guest communication.
Why a Host Needs a Coordinator (00:08:17) Shannon discusses the importance of a coordinator, allowing the host to focus on facilitating and holding space for guests.
Establishing a System with Your Coordinator (00:10:19) The importance of clear communication between the host, coordinator, and guests to ensure a smooth retreat flow is discussed.
The Value of a Long-Term Coordinator (00:12:16) Shannon highlights the benefits of working with the same coordinator long-term, creating an intuitive and seamless working relationship.
Pre-Retreat Preparations (00:13:30) Lily details her pre-retreat tasks, including checking accommodations, preparing goodie bags, and ensuring arrival day details are set.
Podcast Sponsor Break (00:15:10) A brief interruption for a message about the host's Retreat Leader Mastermind event, including a special discount for listeners.
A Day in the Life During a Retreat (00:16:12) Shannon describes their team's daily system, with Lily handling night owl duties and prepping for the following day's activities.
Making Birthdays Special (00:17:40) Lily shares how they celebrate guest birthdays during retreats with special banners, flowers, personalized cards, and extra gifts.
Capturing Moments and Managing Energy (00:19:04) Lily talks about her role during the retreat, which includes taking behind-the-scenes photos, managing her energy, and checking on guests.
Post-Retreat Responsibilities (00:21:56) Lily explains her post-retreat work, which involves creating social media content, mailing thank you cards, and managing guest information.
The Power of a Great Team (00:24:11) Shannon and Lily reflect on their growth together and the incredible, supportive dynamic of their current retreat team.
Lily's Coordinator Services (00:26:13) Lily describes the services she offers to other retreat leaders, focusing on bringing energy, managing logistics, and capturing content.
Conclusion and Gratitude (00:29:30) Lily and Shannon express their gratitude for each other and their journey together, concluding the insightful conversation.
Podcast Outro (00:30:19) The episode concludes with an outro message, encouraging listeners to subscribe, review, and visit the website for more resources.
