The RetreatSeats Retreat Roster Sheet Template

Guest and bed columns

Give every confirmed guest exactly one rowFull legal name as it appears on the document she will travel with, plus the name she wants called out at circle. Inquiries and holds live somewhere else so this sheet only holds women who are coming.
Record the room name and the bed numberUse the names the house actually uses, such as Attic Twin bed two, not a code you invented. A guest asking where she sleeps should get an answer without you opening a floor plan.
Log the occupancy type for that bedShared, single or private room, because it drives her price. When she moves between them, change this column and the price column in the same minute, never one and then the other.
Note the roommate pairing and who requested itWrite the pairing as a name, not a checkbox, and record who asked. A pairing requested by both women is stable; one requested by one is a conversation you may still have to hold.
Flag mobility and room access needsStairs, ground floor, distance to a bathroom, a bed she can get into safely. Fill this on the day she books, because it removes half the rooms from consideration before you promise anything.

Money columns

Write her total price, including any supplementThe full amount she owes for her bed after any single supplement, early booking rate or payment plan fee. One number, so a balance is always price minus paid and never a puzzle.
Record the deposit amount and the date it clearedCleared, not sent. A bed is only held from the day the money arrived, and this date settles any dispute about who booked first when two women want the same room.
Set the balance due date from the venue ladderWork backward from the date you owe the venue and leave yourself a buffer of at least ten days. If the venue wants final payment thirty days out, your guests are due at forty five.
Keep a running paid to date figureUpdate it the day each payment lands. At any moment you should be able to add this column and compare it to what you owe the venue next, which is the only cash flow number that matters.
Record the cancellation tier she booked underName the tier and the date the terms were shown to her. If she drops at three weeks, the conversation is about a policy she agreed to rather than a number you decided in the moment.

Paperwork and health columns

Mark the waiver as signed with the dateA date, not a tick, and only after you have read that it is signed and complete. Blank rows in this column are the list you work through in the final week, and it should be short.
Mark the health intake as receivedSeparate from the waiver, because they do different jobs. Received means you have read it, not that it arrived. Anything that changes what you would do in an emergency gets flagged in the next column.
Summarize any condition you must act onOne short line, only what a host or a paramedic would need: an inhaler, a serious allergy, a medication kept refrigerated. Full detail belongs in the stored form and not on a sheet you carry around.
Record dietary needs in kitchen languageWrite what the chef can cook from: no dairy, no gluten, severe sesame allergy with cross contact risk. Vague entries such as clean eating cause more kitchen questions than they answer.
Store an emergency contact name and numberOne person, reachable during the retreat dates, with the relationship noted. Check that the number includes a country code if she is traveling from abroad, since a domestic format will not dial.

Arrival week columns

Enter her arrival time and how she is getting thereFlight number and landing time, or driving with an estimated arrival. This is what turns into your transfer plan, and it is the column that decides whether check in is calm or a relay of phone calls.
Note her departure time and transfer groupGroup women onto shared transfers by time as soon as you have three matching. Doing this in the final week costs you nothing; doing it on the last morning costs you an extra vehicle.
Confirm the welcome message went outDirections, packing list, arrival window, phone number for problems on the road. Date the column so you know exactly who has it and who was added to the roster afterward.
Mark her final balance as cleared before travelEveryone should be at zero before she leaves home. Collecting money from a woman who is already in your kitchen with her bag is a bad start for both of you.

How to use it

Use the sheet as a gap finder rather than a record. Once a week from the day you open registration, sort it and look only at the empty cells: unsigned waivers, unreceived intakes, balances that have gone quiet, beds with no arrival time. Ten minutes a week from month one turns the final fortnight from a scramble into a read through.

In the last week, the sheet becomes three prints. The kitchen copy shows names and dietary needs only. The venue copy shows names and bed assignments only. Your own copy shows everything, including emergency contacts and health flags, and it travels with you rather than sitting on a laptop in the office. Shred the copies you leave behind when the retreat ends.

Send me the editable copy

Send it to yourself as an editable sheet with the columns and headers already set up, ready to fill for your next retreat.

Questions about this document

Should health details really sit on the same sheet as everything else?

Only a short action line should, such as a serious allergy or an inhaler. The full health intake stays in your secure storage with limited access. The sheet exists so you can act quickly, not so you can carry a woman's medical history around a farmhouse.

How early should I start filling it in?

From the first deposit. Every row you complete at booking time is a row you are not reconstructing in the last two weeks. Hosts who start it late almost always discover a missing waiver or an unrecorded roommate promise once the beds are already assigned.

Can I use this for a retreat with more than twenty beds?

It works, though the weekly gap check takes longer and the rooming column gets harder to hold in your head. Beyond about twenty beds most hosts want the sheet computed for them rather than maintained by hand, which is the point at which a roster tool starts to pay.

When the roster sheet stops being enough

Keeping one row per guest by hand works until a reshuffle means retyping a bed number in four places and hoping the kitchen list still agrees with the rooming list. RetreatSeats keeps that same row computed, so moving a woman from a shared room to a single changes her price, her balance date and her place on the bed chart in one action. Book a demo and we will set up your next retreat while you watch.

Request a RetreatSeats demo Email the publisher

The retreat roster sheet: one row per guest, one page on arrival day