Choose one easy meeting point
Group travel becomes much simpler when everyone knows where the shared journey begins. At Synergy, the hosted retreat package includes one coordinated group pickup from an agreed meeting point in San José. Work out that meeting point and departure time before guests book flights. Make it clear which arrivals fit the transfer and what happens when someone arrives outside that window.
Give the road enough time
The drive from the San José area to Uvita takes around four hours or more, depending on your starting point and conditions, with extra time for stops and traffic. An international arrival also involves immigration and collecting bags. Avoid building a schedule that depends on every step being unusually fast. A night near San José followed by a morning departure can be a comfortable option for guests landing later in the day.
Keep the flight option practical
Guests considering a domestic flight need to check current routes, baggage rules and connection times with the airline. The retreat arrangements include pickup in Quepos for guests flying Sansa, coordinated with Synergy in advance. Do not assume that international and domestic tickets form one protected connection. Confirm the ground journey as carefully as the flight itself, particularly when guests are traveling with teaching equipment or larger bags.
Make arrival day generous
Keep the first evening simple enough to accommodate a tired traveler or a delayed bag. A welcome meal and time to settle into rooms can be enough. Send one arrival note that contains the meeting point, departure time, contact number and a clear explanation of what the transfer includes. Collect flight details in one place and agree who is responsible for changes on the day. Good logistics are often invisible when they work. They let your guests begin the week feeling looked after.
Give guests one arrival document
A useful arrival guide can be short. Include the exact meeting point, the agreed departure time, the person to contact, luggage expectations, and what happens if a flight is delayed. Make clear whether guests need to arrange an overnight stay before the shared pickup. Do not let “transport included” stand in for these details.
Collect flight information in one place and keep the venue informed of changes that affect the group. Guests may share medical or mobility information that needs handling privately; tell the transport provider only what is needed to make their journey comfortable and appropriate.
Separate the welcome from the timetable
Keep the arrival evening light. A meal, a room, and a clear explanation of the following morning usually do more for a tired traveler than an ambitious opening session. If you need everyone present for a particular activity, schedule it after the group has had a proper chance to arrive.
The complimentary facilitator arrangement does not remove the need to count those places in your total headcount. Synergy accommodates up to 21 people across the property, including your facilitator places. Match the passenger list to the rooming list, and confirm both with the team before travel.
