RETREAT MARKETING GUIDE
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RETREAT MARKETING GUIDE & TIMELINE A Strategic
Roadmap for Filling Your Retreat
Overview
At the Art of Living Retreat Center, we believe retreat success is built on a strong partnership between our promotional efforts and yours. This guide offers a streamlined, actionable roadmap to help maximize your retreat’s visibility, registrations, and resonance.
We’ve organized this guide into two categories:
• What The Art of Living Retreat Center (AOLRC) does to promote your retreat
• What you can do to maximize impact and drive attendance
What We Do For You
Our Experts Know What Works
Dedicated Event Page
Effort
What Why When How Benefit
Dedicated Event Page A branded, SEOoptimized sales page for registration and details.
Abandon Cart Email Workflow
Reminder emails to visitors who didn’t complete booking
Paid Ad Campaign Meta ads campaign (video + static)
Organic Social Media Posts on our Instagram and Facebook
Catalogue Inclusion Inclusion in our printed and/or digital catalogues
Newsletter Feature Sent to a highly engaged, retreatfocused list.
Calendar + Featured Presenters Pages Inclusion
IG Live with Presenter
Bring-Back + Canceled Emails
Retreat mention on our Calendar + Featured Presenters pages before your event
Host a collaborative Instagram Live
Serves as the central hub for your retreat promotion.
Launch (6 months out)
You’ll receive custom and short links High conversion and visibility
Nudges back interested guests. Rolling Sent automatically
Expands reach to new potential guests.
Builds awareness with aligned audience.
5 months out onward
Built with your video + our copy
Recovers up to 30% of missed conversions
Drives targeted traffic to register
5 months out onward We tag/collaborate with you Elevates visibility and engagement
Builds early interest and awareness. Seasonal
Designed and placed by us
Promotes your retreat to a curated list.
Broadens exposure.
Reaches qualified audience of 16k+
3 months out Curated by our team Boosts registrations in one click
3 months out
Brings personality and Q&A into the campaign 2 months out
Scheduled internally Increases awareness via high-traffic areas of our website
We schedule and promote with you Increases visibility, converts warm audience into signups
Branded Marketing Graphics
Email past attendees and cancellations from your past retreats
Professionally designed visuals you can use across your own channels
Reconnects with interested leads. 2 months out
Maintains visual alignment with AOLRC branding. 6 months out
Sent by us for returning presenters
Designed, pre-sized and formatted for web, email, and social use
Converts based on history and trust
Enhance visibility and align with AOLRC’s trusted brand
*All tactics and timeframes outlined in this plan are subject to change at the discretion of the Art of Living Retreat Center (AOLRC) based on performance data and evolving priorities.
WHAT TO DO
Reminder emails to visitors who didn’t complete booking
WHY IT MATTERS
Nudges back interested guests
WHEN TO DO IT
Rolling
HOW TO DO IT
Sent automatically
BENEFIT
Recovers up to 30% of missed conversions
Bring-Back & Cancelled Emails
WHAT TO DO
Email past attendees and cancellations from your past retreats
WHY IT MATTERS
Reconnects with interested leads.
WHEN
TO DO IT
2 months out
HOW TO DO IT
Sent by us for returning presenters
BENEFIT
Converts based on history and trust
Bring-Back Email
WHAT TO DO
Sent to a highly engaged, retreat-focused list.
WHY IT MATTERS
Promotes your retreat to a curated list.
WHEN TO DO IT
3 months out
HOW TO DO IT
Curated by our team
BENEFIT
Boosts registrations in one click
Upcoming Programs
Branded Marketing Graphics
Professionally designed visuals you can use across your own channels
Maintains visual alignment with AOLRC branding.
6 months out
Designed, pre-sized and formatted for web, email, and social use
Enhance visibility and align with AOLRC’s trusted brand
Find campus photos for hyperlinking in your emails, blogs, and social here.
What You Can Do Recommended Presenter-Led
Strategies
In all your promotions—whether it’s email, blog, or social—aim to offer value first. Share insights, reflections, tips, or thought-provoking questions. Position yourself as someone who solves problems, inspires growth, or sparks curiosity—whether or not the retreat is mentioned directly. This kind of content builds intrigue, establishes credibility, and naturally leads people to want to learn more about you and your retreat. It builds trust and connection, and ultimately, conversions.
Always use the full UTM-tracked event link we provide
Why: Tells us exactly what’s working
How: Use this version in all email and social posts—not the short URL
Benefit: Maximizes tracking + campaign optimization
Don’t use short links in emails, blogs, social media posts—platforms typically deprioritize them or flag them as spam.
1. Website Integration
WHAT
WHY
WHEN
HOW
BENEFIT
Add retreat to your homepage, events calendar, and optional pop-up
Boosts SEO, legitimizes the retreat, and ensures visitors have access to the link
Within two weeks of receiving your event page url
Use the full custom URL (not the short link) and add a call to action
Converts your warmest traffic directly
Tip: Include a countdown widget or floating “Join Me in Person” banner.
2. Email Campaign (Top Performing Tactic!)
Announcement Dedicated retreat intro At launch
Email Type What When How Benefit
Add visual, 3 key benefits + link Early indicator of list engagement
Story Email Share a personal why or retreat story 4 months out Authentic voice + photo of you Builds emotional connection
Urgency Email “Spots are filling” or bonus ending soon 3 months out
Final Call “We begin in X weeks” or 4–6 weeks
Add a countdown + testimonial Increases conversions
Include packing list + link Drives final decision-making
Short intro line like: “I hope you'll join me...” Easy, consistent reminder
Include a visual (you teaching or a campus image) hyperlinked to your event page.
Top-performers use images, story-driven intros, and hyperlinks early in their messaging.
3. Social Media Strategy
Pro Tips for Content Creation & Collaboration
• Reels Film 1–2 reels under 90 seconds. Keep your face centered in the top two-thirds of the frame for optimal visibility on Instagram.
• Quotes Feel free to provide us with motivational or value-driven quotes you love—otherwise, we’re happy to source them for you.
• Images The more high-quality photos you provide, the more accurately we can represent your brand.
• Brand Control Prefer to manage your own posts? Let us know in advance; you can publish on our scheduled promo dates, send a collaboration request, and we’ll simply accept.
• DM Automation Our posts can auto-reply to commenters with your registration link, streamlining conversions.
Recommended
Please be sure to tag us and request collaboration on any Instagram content related to your retreat using @artoflivingboone. On Facebook, feel free to tag us at @AolRetreat so we can help amplify your posts.
Consider boosting key social media posts to your audience for increased visibility and engagement—especially reels, testimonials, or registration reminders.
Consider creating a private Facebook group just for those who register for your retreat
Why: Provides a direct line for community building and pre-retreat engagement
When: Launch the group anytime from 2–3 months before your retreat
How: Create a private group, add a welcome message, share updates, and send us the group link so we can include it in your purchase confirmation email
Benefit: Creates a sense of connection, exclusivity, and excitement leading up to the retreat
Reels Tips, teaching moments, retreat sneak peek
Monthly from 5 months out
Shoot vertically, be natural, tag + collab w/ us*
Carousels 3–5 reasons to attend/testimonials 4 + 3 months out Canva or Instagram studio
Live Interaction
Host audience retreat Q&A/info session 3 or 2 months out
Stories Countdown, poll, teaser, FAQ 12 weeks onward
Private FB Group Optional space for registrants
Promote via social + email, go live on your preferred channel
Benefit
High engagement and reach
Shareable, interactive, saves = interest
Converts curious followers
Add link sticker Low-effort, high visibility
Add value, FAQs, resources Builds community + retention
https://www.instagram.com/p/
https://linktr.ee/_jeffwarren_?fbclid=PAZXh0bgNhZW0CMTEAAacGHTdNhW726SE8kn2unMJkPlpSglbvd-r9KMrfMDy2_ KTyBvboIjsOvckPyw_aem_T0Skz94sV5cJfPZD_plirQ
Use a Linktree or “Link in Bio” to direct traffic to your event page.
�� Placeholder: Reel, carousel, Linktree/Linkinbio examples from top-performing presenters.
4. Blogging
What: Write at least two blog posts:
• “Why I’m Leading This Retreat” (focus on vision, story, or transformation)
• “The Pain Point” (share a common struggle and how the retreat addresses it)
Why: Search-optimized, trust-building, and content for email/social reuse
When: 4 and 3 months out
How: Include personal tone, one clear CTA, and image
Benefit: SEO visibility and deeper storytelling
Post on your blog
And we’ll post it on ours
Note Include retreat mention in the footer of all posts.
5. Podcast Mentions
What: Mention your retreat in a podcast episode or interview
Why: Your podcast listeners are your most loyal audience
When: Monthly from 6 months out
How: Natural, soft-sell mention like “If you’ve been feeling called to reset, I’ll be leading a retreat at…”
6. Bonus-Driven Incentives (Optional but powerful)
What: Add exclusivity or urgency with a bonus—these can be used at launch to generate buzz or 2–3 months out if registrations are slower than expected
Why: Creates action before people forget or hesitate
When: Launch or 2–3 months out if registrations stall
How: Email + IG post to promote
Benefit: More registrations, less hesitation
Benefit: Converts warmest audience with minimal resistance Ideas
• Private lunch/dinner during the retreat
• First 20 sign-ups receive a welcome gift
• Group Zoom circle pre- or post-retreat
Momentum Milestones
Registration Flow Guide
Use this timeline as a benchmark to gauge momentum and make proactive decisions. Based on our most successful retreats, here is the general flow of registrations:
6 Months Out (Launch) 10% A strong launch email and social post should generate immediate interest from your warmest leads. (Optional “limited” or “time-sensitive” bonus offers incentivize and drive registrations.)
5 Months Out 20% Visibility grows with paid ads and early social engagement. Use this time to solidify presence.
4 Months Out 30–50% Email storytelling and blogs deepen connection and trust—momentum builds.
3 Months Out 50–75% Mid-campaign push, dedicated email, and testimonials drive commitment.
2 Months Out 75–85% IG Live, social countdown, “sneak peak” content (optional bonus offers) encourage remaining fence-sitters.
1 Month Out 90–100%+ Final email, countdowns, and urgency close the gap.
Pro Tips
Consistency = Trust
Mention your retreat early and often across every touchpoint: email, podcast, website, Instagram bio.
Urgency = Action
Start a countdown with "Only X spots left" messaging to drive sign-ups in final weeks.
Confidence = Conversion
Use testimonials or past participant praise in post captions and emails.
Collaboration = Visibility
Cross-promote with your peers, past clients, or social collabs to reach new audiences.
We would love to support you—just ask.
Let’s make your retreat unforgettable—and full.