Start with the numbers

A retreat can be a beautiful idea and still lose money. Before you fall in love with a destination, run your numbers. These tools are free to use, no sign-up required.

Free Tool · Sustainable Growth Consulting & Coaching

Retreat Profit Calculator

Curious what your retreat could actually make? Enter a few simple numbers below to get a quick estimate, including the minimum enrollment you need to break even.

Your retreat numbers

Expected attendees

Price per attendee

Venue + meals

Other retreat costs

Travel, materials, fees, special events, etc.

Your quick estimate

Gross revenue$22,400

Estimated costs$12,400

Estimated profit$10,000

Profit margin44.6%

Break-even attendees5Minimum enrollment to cover your costs

Ready to build the retreat behind the numbers?

Learn how to price, plan, market, and fill your retreat with Arilda Surridge & Alex Sandev.

See How We Can Help

This calculator is for educational planning purposes only and provides a simplified estimate.

Created by Arilda Surridge & Alex Sandev | Sustainable Growth Consulting & Coaching, LLC

THE BUDGET BREAKDOWN

Where should your retreat money actually go?

The question we get most: what percentage of my budget should be venue vs food vs experiences? These are the starting ranges we use. Every retreat flexes them, but if a line is far outside its range, that’s where to look first.

Category	% of total costs	Notes
Venue + lodging	40–50%	Usually your single biggest line. Includes meeting spaces.
Food & beverage	15–20%	All meals plus the welcome dinner and coffee that keeps everyone human.
Experiences & activities	10–15%	Excursions, guest facilitators, workshops, special evenings.
Transportation & transfers	5–8%	Airport transfers, local transport, your own travel.
Marketing & software	5–8%	Landing page, forms, payment fees, ads if any.
Insurance & fees	3–5%	Liability coverage, permits, processing fees.
Contingency buffer	10–15%	The non-negotiable. Currency shifts, no-shows, surprises.

These are percentages of COSTS, not revenue

Your profit is not a leftover line item. Set the profit goal first, add it on top of total costs, and that sum divided by realistic enrollment is your minimum price.

The buffer is not optional

Every first retreat has expenses nobody predicted. A 10–15% contingency is the difference between a surprise and a crisis. If the retreat only works without the buffer, it doesn’t work.

Run your own numbers in seconds with the Retreat Profit Calculator above.

Starting ranges for planning purposes, based on the retreats we have run and priced. Your quotes are the real numbers.

Work with us

Want to know more about working with us?

If a retreat has been on your mind, we would love to hear about it… Book a Retreat Readiness Call to talk through your idea, or see how our Retreat Ready program works.

Or come to Passport Week, our free 5-day live event, December 7 to 11.