September 2023Project: The Alchemy of Breath & Sound Retreat Oak Run, CA
Organizer & Guest Experience Director
Assisted two practitioners in planning a two day retreat, within a 2 month timeframe. The location was out of the area, the co-creators extremely busy. I gathered creative input from both practitioners and we created a lovely event that sold out, with extremely pleased guests. I handled planning, operations, design, marketing, customer experience and was present for day-of-coordination. I worked creatively with the other facilitators to create and execute a thoughtful and meaningful experience for all.
Full Journey Event
Project Overview:
Project Name: Alchemy Of Breath & Sound Retreat
Type: Retreat
Date: August- October 2023
Location: Oak Run, CA
Client/ Organization: Monette Peirce, Dallas McKenzie, Healing Arts Collective
Role: Creative Partner, Operations, Guest Experience Director
Intention:
Create a weekend retreat that encompassed the vision of the clients. Vision included a mix of modalities including movement, breath, sound, journaling, nature integration and rest. Both included group activities and additional paid services were offered.
My role managed most aspects of research, development, coordination, & design so co-creators and co-hosts could show up to venue, be fully present in their work with retreat guests, and enjoy the experience as well.
Process:
These events are full experiences for everyone involved, therefore I intentionally gather all stakeholders opinions and their personal experiences to craft the best guest experience.
I start with establishing the emotional structure for the event. All logistics & decisions revolve around this foundation, including, vendors, menu, schedule, collaborators, & marketing.
During planning, if ambiguity is present, in the form of unanswerable questions, undefined roles, vague plans or uncertainty we seek answers together. I ask direct, yet layered questions to gain clarity and find solid answers. I create contingency plans for problems that have a factor for risk, and handle them with grace so facilitators can stay present in their creation.
Operationally, I prevent mistakes and oversight through typical management systems. Task accountability programs, clear communication systems, shared documents for collaborative planning, accessible digital marketing assets for branding cohesion, and budget reviews for financial clarity. Collaborators are not required to adopt new systems; I vocalize complex planning into simple, yet complete, conversations that are as direct and productive as they are human and intuitive.
On-site, I maintain the environment that we co-created. Plans are created strategically around the location to allow seamless transitions, setup and rotation. I monitor time, redirect energy flow if needed, and intervene quietly if system or structural issues emerge. Participants experience what they came for, and facilitators can be fully present in guiding the guests while the invisible work is handled behind the scenes.
Scope & Responsibilities:
Expanding on creative vision and theme
Facilitator communications
Create Event & Services schedule
Vendor research & coordination
Digital design and printing of all marketing and retreat materials
Online marketing & grassroots networking
Budget, online ticket sales, and invoices
Guest communications, troubleshooting
Sponsorship inquiries
Venue oversight, on location planning and set up.
Day-of Coordination
Deliverables:
Experience & Program Design
Retreat schedule and program flow
Facilitator coordination and session sequencing
Property layout planning for workshops and group activities
Communications
Practitioner onboarding and planning documents
Guest preparation and retreat information materials
Vendor and venue coordination
Marketing & Promotional Materials
Branded social media graphics
Digital promotional assets
Printed event marketing materials
Participant Experience Materials
Branded welcome pamphlets
Event schedule rack cards
Welcome and thank-you cards
Curated sponsor gift boxes
Operations
Venue and vendor logistics coordination
Activity setup and supply management
Day-of event coordination and timeline oversight
Outcomes & Impacts:
Retreat timelines ran smoothly, practitioners were able to stay fully present with guests and all events were set up and coordinated beautifully.
Participants reported a good balance of working activities and down time for integration.
Cohesive branding and curated details elevated the retreat atmosphere while maintaining a natural, grounded aesthetic.
Venue setup challenges were resolved prior to guest arrival, ensuring the retreat environment met the host’s intended vision.
Thoughtful organization, and careful risk management alleviated potential confusion and disorder.