Beds double booked
A shared room gets promised twice because the booking form counts tickets, not beds. You find out on arrival day and end up moving a paying guest to the sofa bed.
One refunded place: $1,150
Registration for residential retreats
Twelve beds filled, every deposit banked, every waiver accounted for on one page.
RetreatSeats holds your rooming plan, your payment schedule and your guest paperwork in the same roster, so the answer to who is coming is never spread across four apps. Hosts running eight to forty bed retreats use it to close a season without a single spreadsheet.
- 1,940 retreats hostedrun through RetreatSeats since 2021
- Encrypted at restwaivers and health notes stored in US data centers
- Live in an afternoonmost hosts import their next retreat in under three hours
What the six weeks before a retreat actually look like
The retreat is full. The paperwork is not.
You sold out in nine days. Then came the twin request, the woman who paid in three parts, the celiac guest who told you in a direct message, and the two waivers that never came back. None of that lives in your booking form.
Balances that quietly slip
Deposits come in, final balances do not. Chasing them by hand across a personal inbox costs an evening a week for the six weeks before the retreat.
Six evenings per session
Waivers nobody signed
Liability forms sit unsigned in a shared drive until the night before. Your insurer wants a countersigned copy for every guest who steps on a mat.
Three to five open files per retreat
Dietary notes in four places
Allergies arrive by text, email and voice note, then get retyped for the cook. One missed nut allergy is a call you never want to make.
40 minutes of retyping per session
How it works
Open the house, place the guests, close the season.
Four steps, set up once per venue and reused every time you run there again.
Build the house once
Enter your rooms the way the venue is actually laid out: two twins in the Garden Room, a single in the Loft, the annex with three beds and one shared bath. Save it as a floor plan and reuse it every year.
Take registrations against beds
Every place a guest books is a named bed in a named room, so the roster cannot oversell. Friends travelling together are held in the same room, and solo guests can request a share or pay the single supplement.
Stage the money
Set a deposit, one or two interim payments and a final balance date. RetreatSeats sends the reminder on your letterhead, records what cleared and shows you the outstanding total by guest and by session.
Collect what you are liable for
Each guest gets one link that carries the waiver, the health questionnaire and the dietary form. Anything unsigned stays flagged red on the roster until it is done.
Garden Room
Sea View Twin
Annex
Loft single
Filled beds are paid and confirmed. Open beds stay bookable until the roster closes.
Features
Built around the roster, not around a calendar.
Every screen exists because a host asked for it while she was sitting at a kitchen table six days before her guests arrived.
Room and bed allocation
Drag a guest from the waiting list into a specific bed, or let the roster place her by the sharing preference she gave you. Room capacity, bathroom sharing and single supplements are all held in the floor plan.
Staged deposit schedules
Split a $1,600 place into a $300 hold, two payments and a balance due 21 days out. The schedule follows the guest even if she moves to a different session.
Waivers and health forms
Send your own liability waiver, medical questionnaire and photo consent as one signing link. Signed copies are timestamped and downloadable as a single file for your insurer.
Venue floor plans you reuse
Save each retreat house you rent as a reusable plan with its rooms, beds and quirks written down. Running the same farmhouse in April and October takes two minutes to set up the second time.
Kitchen and dietary sheet
Allergies, intolerances and preferences collected from the guest go straight onto a printable sheet for your cook, grouped by meal service. Late changes reprint in one click.
Arrival day key sheet
Print a one page sheet with each guest, her bed, her key, her transfer time and her outstanding balance. Your assistant can run check in without asking you a single question.
The shape of a season
Registration opens in January. Here is what the roster does next.
A twelve bed house, one host, one part time assistant. The dates below are the ones hosts tell us matter, and each one has a screen behind it.
Day 0: the house goes live
You publish the session with its rooms, its bed count and its sharing rules. Returning guests get first refusal for seven days on the beds they had last year, then the rest opens to your list.
Returning guest hold: 7 days
Day 9: the singles decide the math
Shares fill first and the two singles sit open. The roster shows the revenue gap in dollars, so you can drop the supplement or offer a share to the two women who said they were flexible.
Supplement decision: $340 per bed
Day 45: balances start moving
The first reminder goes out on your letterhead with the exact amount owed and the bed it belongs to. Guests who paid in full are never contacted, which is the part hand written chasing always gets wrong.
Average balance cleared: 11 days earlier
Day 21: the paperwork gate
Anything unsigned turns red. One click sends a single link to only the guests who still owe a waiver, a health form or a dietary answer, and the list shrinks in front of you.
Open files at arrival: under 2%
Day 1: arrival
Your assistant prints the key sheet: name, bed, key, transfer time, balance, dietary flag. Check in runs at the door without a laptop and without a call to you.
Check in time: 4 minutes per guest
Day 8: the close
The session report shows occupancy by room, revenue by bed and what the singles actually cost you. That is the number you use to price the next one.
Report ready: same day
Who runs on it
Small houses, real hospitality, one person holding the list.
Yoga and movement retreats
Six to twenty beds, two teachers, a cook and a venue rented by the week. Sharing preferences and mat counts sit in the same roster as the money.
Writing and creative weeks
Longer stays, single rooms at a premium and guests who book eight months out. Staged payments across four installments keep the deposit conversation calm.
Culinary and wine weeks
The kitchen sheet matters more than anywhere else. Allergies, intolerances and wine preferences arrive grouped by service, so the chef plans once instead of three times.
Walking and coastal retreats
Guests arrive at different hours from three airports. Transfer times sit on the key sheet next to the bed and the balance, so nobody waits at a station unannounced.
Grief, recovery and midlife circles
Small groups where the intake questionnaire matters as much as the bed. Health notes stay restricted to the facilitator login, never the check in list.
What changes
Numbers hosts report after two full seasons.
Measured across 312 retreat businesses that have run at least four sessions on RetreatSeats.
96%
Occupancy at close
The bed map shows exactly which single is still open, so hosts release it to the waiting list instead of discovering the gap on arrival day.
11 days
Faster balance collection
Automatic reminders at 45, 30 and 21 days move the average final payment eleven days earlier, which pays the venue before the venue asks.
4.5 hrs
Admin saved per session
Waivers, dietary notes and rooming lists arrive already sorted, so the week before a retreat stops being an evening job.
$2,380
Recovered per retreat
Beds that used to go unsold, plus supplements and late balances that used to be written off, add up across a twelve bed house.
Hosts on the record
From women who fill their own houses.
I run four sessions a year in a farmhouse with eleven beds and two awkward singles. RetreatSeats is the first thing that understood the singles are a pricing problem, not a rounding error.
The balance reminders alone paid for the year. I used to write eighteen of those emails by hand and I always missed two. Now I look at the roster on Sunday and it is simply done.
My insurer asked for countersigned waivers for a whole season. It took me four minutes to export them. Two years ago that would have been a weekend in a shared drive.
Hosts quoted above run between eleven and twenty six beds per session and have used the roster for at least two full seasons.
1,940Retreats hosted
312US retreat businesses
98.2%Waivers signed before arrival
Pricing
Priced by how many houses you fill in a year.
Every plan carries the full roster: bed allocation, staged payments, waivers and the dietary sheet. The tier only changes how many retreats you run at once and how many people help you run them.
One Retreat
$49
per month, billed monthly in USD- One active retreat at a time
- Up to 30 beds per session
- Bed map and rooming preferences
- Deposit plus balance schedule
- Waivers and dietary sheet
- Email support within one business day
Season
$129
per month, billed monthly in USD- Up to eight retreats open at once
- Unlimited beds and reusable floor plans
- Multi stage payment schedules
- Waiting list with automatic bed release
- Two assistant logins for check in
- Branded guest emails on your domain
Retreat Business
$259
per month, billed monthly in USD- Unlimited retreats and venues
- Ten staff logins with roles
- Co host and facilitator revenue splits
- Season reporting by venue and by room
- Waiver archive export for insurers
- Onboarding call and priority support
Every plan is billed monthly in US dollars and can be cancelled at any time from your account settings. No annual lock in, no per guest fee, no charge on the money your guests pay you.
Questions hosts ask first
Straight answers before you book a demo.
No. You pay the monthly plan price and nothing else, whether you fill six beds or thirty six. There is no per guest fee and no percentage taken from deposits or balances, because the money your guests pay moves through your own payment account, not ours. Hosts on the Season plan at $129 per month typically run three to five sessions a year on it.
Most hosts finish in one afternoon. Building the venue floor plan takes about twenty minutes because you enter rooms and beds the way the house is actually laid out. Importing an existing guest list from a spreadsheet takes a few minutes more, and the payment schedule is three fields. If you are moving mid season we will map your current bookings with you on a call so nobody loses a bed.
Guest records, signed waivers and health questionnaires are stored encrypted at rest in United States data centers. Access is limited to the logins you create, and assistant roles can be restricted to check in details only, so a weekend helper never sees medical notes. You own the records, you can export them at any time, and deleting a guest removes her file from the roster and the archive.
Yes. RetreatSeats records payments against each guest and connects to the card processor and bank feed you already use, so deposits reconcile without retyping. Guest emails can send from your own domain, and the rooming list, dietary sheet and key sheet export as CSV or PDF for your venue and your cook. A calendar feed keeps your session dates visible in whatever calendar app your team lives in.
Cancel whenever the season ends and start again when you open the next one. Billing is monthly and stops at the end of the current period, with no exit fee. Your venues, floor plans and past rosters stay in the account for twelve months, so a host who runs two spring sessions and takes the winter off comes back to everything intact.
The guest sees your words, not ours. Every email, form and confirmation page uses your language, your retreat name and your sending domain, and the sharing question is written the way you would ask it in person. What the software removes is the part that was never personal anyway: chasing a balance three times and asking a woman to resend a waiver she already signed.
Plain words
The roster uses your vocabulary, not booking engine vocabulary.
- Bed, not ticket
- A place is a named bed in a named room. That is why the roster cannot sell the same twin twice.
- Share and single
- A guest either shares or pays the supplement, and she tells you which when she registers rather than three weeks later.
- Hold
- A bed reserved without payment for a fixed number of days, after which it returns to the list automatically.
- Session
- One retreat with its own dates, venue, price and roster. A season is the group of sessions you run in a year.
- Gate
- The date after which an unsigned waiver or an unpaid balance is flagged on the roster and chased on your behalf.
Guest data and liability
You are holding health notes for thirty women. Hold them properly.
A retreat roster is not a mailing list. It carries signatures, medical answers and emergency contacts, and your insurer and your guests both expect that to be handled with care.
Restricted by role
Assistants see beds, keys and arrival times. Health questionnaires and emergency contacts stay behind the host and facilitator logins, and every view is logged.
Signed copies you can hand over
Waivers are timestamped with the signing IP and exported as one archive per session. When an insurer or a venue asks, the answer takes four minutes.
Retention you control
Set how long finished rosters are kept, from ninety days to seven years. Deletion removes the guest record, her forms and her payment history together, on request or on schedule.
The Retreat Roster
Latest from our magazine for retreat hosts
Working notes on filling beds, pricing residential retreats and running safe, solvent gatherings for women in the US. Three of the newest pieces are below.
Book a demo
Bring your next session and we will build the house with you.
Tell us the venue, the number of beds and the date you open registration. On the call we build your floor plan live, place two or three real guests on it, and you decide from there. Demos run 30 minutes and there is no slide deck.
- We reply within one business day, usually the same morning.
- Bring a spreadsheet and we will import it during the call.
- Mid season moves are handled by a person, not a wizard.
- No card details are asked for at any point in the demo.