What will the full stay cost?
Ask for a written quote showing taxes, minimum guest numbers, minimum nights, and the services included. Find out how complimentary facilitator places work and whether they count toward total occupancy. Ask what changes when the group grows or shrinks. At Synergy, the hosted retreat starting point is $307 per paying guest per night plus 13% IVA, with a minimum of 10 paying guests and five nights. Use the current quote and agreement for your actual dates rather than building the entire budget around a headline rate.
Where will each person sleep?
Ask to see the room arrangement, not just a collection of attractive bedrooms. How many separate rooms are there? Which beds are shared, stacked, or single? Which bathrooms are private or shared? What does the walk to the gathering space involve? Synergy has 17 rooms and a maximum of 21 people, including facilitators, so bed counts alone do not define capacity. Talk through your particular group and any mobility requirements. Avoid selling a specific sleeping arrangement until you know it is available and appropriate.
Can we walk through our actual program?
Bring a draft day and describe the setup your work requires. A seated conversation, an acro practice, and a movement session need different amounts of space. Ask about surfaces, equipment, sound, covered alternatives, and any activity restrictions. Discuss when other team members need to enter the space and where guests can spend time between sessions. At Synergy, the Yoga Chalet and river platform offer different settings; confirm which suits your practice and the conditions under which you can use it.
How do meals and arrival work?
Clarify the number of meals, serving times, menu planning, and the process for discussing allergies or dietary requirements. Distinguish a dietary preference from a medical need so the kitchen can respond properly. For transport, ask for the exact meeting point, coordinated pickup time, luggage expectations, and arrangements for anyone arriving separately. Synergy’s hosted package includes the agreed group arrival pickup; do not assume that every independent transfer or departure journey is included. Get those details settled before guests choose flights.
Who is looking after the details?
Find out who you work with during planning and who is available while the retreat is running. Discuss housekeeping, communication, internet needs, power contingencies, and the plan if weather affects an outing. Ask about accessibility and emergency arrangements in relation to your group’s actual needs. There is no need to turn the conversation into an interrogation. The purpose is to understand how the venue operates and where your own responsibilities begin, so you can focus on leading once the group arrives.
Does the agreement match the conversation?
Read the payment schedule, cancellation terms, date-change provisions, and the arrangements if either party cannot proceed. Confirm deadlines for final numbers and special requests. If an answer matters to your decision, have it recorded in the agreement or written planning notes. Then compare those commitments with what you tell your guests. The best venue fit is a setting you love, a team you can communicate with, and a clear shared understanding of the experience you are going to deliver.
