Hosting a retreat is one of the most rewarding things you can do but it also comes with a long list of moving parts. At Linwood House, we’ve had the pleasure of hosting everything from yoga and writing retreats to wellness intensives, corporate leadership gatherings, and even creative residencies. Over the years, we’ve seen what works, what makes it magical, and what makes it easy for both facilitators and guests.
This guide is here to walk you through the logistics of a successful retreat at Linwood House from booking and budgeting to designing a thoughtful itinerary and ensuring your guests feel supported and inspired.
Before You Book: Clarify Your Vision
Whether you’re a first time retreat leader or a seasoned facilitator, start by asking yourself these core questions:
- What is the purpose of your retreat?
- How many people are you planning to host?
- What types of activities do you envision each day?
- How structured or spacious do you want the schedule to feel?
Linwood House is ideal for intimate retreats (typically between 7 and 15 guests) that benefit from a balance of indoor and outdoor time. We are surrounded by private forest trails, cozy gathering rooms, large decks and gardens, and a 1200 sq ft studio space. From wellness and writing to leadership and mindfulness, our space lends itself to connection, creativity, and renewal.
Booking Your Dates
Our retreat calendar tends to book 6 to 12 months in advance, especially May through October. Weekend retreats typically run Friday to Sunday or Monday, while longer retreats span 4 to 6 days.
Start by contacting us with your ideal dates, group size, and vision for the retreat. From there, we can help you build a booking that suits your needs.
Retreats can include: Full property buyout (Retreat Centre + Carriage House), Retreat Centre only with or without add-ons like the Garden Suite, spa room, or private services.
You’ll be asked to provide a deposit to secure your dates, and we’ll provide a detailed rental agreement outlining what’s included.
Understanding the Space
Here’s what’s available to you:
- Retreat Centre: 7 bedrooms, spacious and wow-inspiring great room, multiple common spaces, a fully equipped professional kitchen for caterers, large studio space for yoga or workshops, and forest view dining.
- Carriage House: 4 bedrooms, common spaces, sauna, private kitchen, washer/dryer, and trail access.
- Garden Suite: An optional self contained suite with a sitting area, fireplace, and private garden access perfect for retreat leaders. This is included in the retreat centre rental and bedroom count, but is mentioned separately because in the off season we will rent it out as a two bedroom for those who wish to get away by themselves or with another person.
- Grounds: Private forest trails, patios, fire pit, garden seating areas, a pond, and lush surroundings ideal for forest bathing, movement, and quiet time.
All linens, towels, shower soaps, towels, are provided. We’ll coordinate with you to ensure the space is set up based on your preferences from bed configurations to room assignments.
Meal Planning: Options for Every Group
One of the things guests consistently mention in reviews is the food. You can:
Hire our recommended in house caterer (highly praised, delicious, adaptable to dietary needs). Bring in your own private chef or caterer. Delivery from a number of local caterers/restaurants, or even prepare your own meals (please note that our catering kitchen is generally limited to professional chefs but we can discuss making exceptions).
Many retreat leaders choose to include meals in the overall retreat cost for a seamless guest experience. Let us know your preferences and we’ll help coordinate logistics for catering, food delivery, setup, and clean up as needed.
Creating Your Itinerary
There’s no one size fits all when it comes to retreat flow. But here are some rhythms we’ve seen work beautifully:
Arrival day: Afternoon check in, casual welcome circle, light dinner. Depending on the weather and the vibe, a fire in the Great Room generally adds an amazing touch to your group’s mood.
Full days: Morning movement, mid morning workshop/practice, spacious afternoons for rest or solo time, evening group activity or discussion
Departure day: Group reflection, final practice or closing circle, checkout by late morning or early afternoon
You’re welcome to use the studio space for yoga, meditation, art, or group dialogue. We also have a ping pong table we would be happy to set up! The Great Room is excellent for socializing, breakout sessions, special events/ceremonies, or cozy fireside evenings.
Want to add something special? We can connect you with local wellness practitioners who offer: Massage and bodywork, Guided forest walks, Sound baths, Meditation and breathwork facilitation.
Guest Experience and Support
Guests often describe Linwood House as warm, grounding, and thoughtfully cared for. As a retreat leader, you can expect:
- Clear communication and support from our team
- A walkthrough upon arrival to orient you to the space
- Help with coordinating early arrivals or special requests
Your guests will enjoy:
- Comfortable beds with premium linens
- Clean, welcoming bathrooms with deep soaking tubs
- Tea and coffee stations
- Indoor and outdoor gathering spaces
- Easy access to trails, gardens, and quiet spots
We’re here to support, and you will never see us in the retreat space unless you contact us. You’ll have the privacy and autonomy to run your retreat your way, with help only when you want it.
Marketing and Communication
If you’re promoting a public retreat, we’re happy to share your post on our channels. You can also:
- Use our photography for your landing pages or event announcements (please credit the photo)
- Request a custom quote for special retreat ideas
- Ask us for previous guest testimonials or reviews to support your promotion
We recommend clearly outlining what’s included, what to bring, and when to arrive in your guest communications. A welcome email with directions and expectations goes a long way.
Retreat Week: What Happens on Site
Once you arrive, we’ll do a brief hand off walkthrough with you so you feel fully at home in the space. After that, you can:
- Welcome your guests and settle into the rooms
- Arrange your materials and layout the studio as needed
- Set the tone and let the magic unfold
We remain on call during your stay in case you need anything from extra cookware to local recommendations.
Checkout is generally by 11 AM, though we can extend that depending on availability.
Tips From Experienced Retreat Leaders
- Build in spaciousness Your guests will want downtime to explore the trails, rest, and reflect.
- Keep the flow clear Consistent meal times, simple schedules, and daily rituals help guests relax.
- Designate rooms in advance Assigning bedrooms before arrival reduces stress and confusion – check out this blog for more information: https://linwoodhouse.ca/linwood-house-bedrooms/
- Arrive early Retreat leaders who come a couple of hours before their guests find it easier to ground and settle.
- Encourage simple packing Layers, slippers, and water bottles go a long way in making guests comfortable. While we do supply umbrellas, please take note of the weather your group will likely experience.
Past Retreats at Linwood House
Here are just a few of the incredible gatherings we’ve hosted:
- Writing&& Retreat: A multi day writer’s retreat featuring solo writing time, shared meals, and an outdoor concert in the garden.
- Heart Space Retreat: A women’s wellness retreat offering yoga, circle work, forest bathing, and breathwork.
- Leadership + Mindfulness Retreat: Corporate leadership teams grounding themselves in nature and inner work.
- Yoga and Meditation Retreats: Enjoy the tranquility of our grounds and fine meals while yourself and your students journey inward.
Each retreat is unique, but all share one thing in common: they are shaped by the natural stillness and intention of the Linwood House setting.
Ready to Begin?
We’re here to help you bring your retreat vision to life. Whether you’re planning something big or intimate, structured or spacious, we’re happy to guide you through the details so you can focus on what you do best holding space for others.
📞 (604) 998 8039
📧 info@linwoodhouse.ca
🌐 linwoodhouse.ca
Your retreat begins long before your guests arrive. Let’s make it memorable and easeful from the start.