The Ultimate Forum Retreat Planning Checklist

A forum retreat isn’t just a getaway—it’s a transformational experience that strengthens bonds, deepens trust, and sparks breakthroughs. But a truly impactful retreat doesn’t happen by accident. It takes thoughtful planning, intentionality, and the right structure to create an experience that lasts long after the retreat ends.

To ensure your next forum retreat is seamless, engaging, and unforgettable, follow this ultimate checklist to plan with confidence.

1. Define the Purpose & Goals

Before anything else, get crystal clear on why you’re having this retreat. What do you want to accomplish?

☑ Deepen connections & trust – Strengthening forum bonds and fostering vulnerability.
☑ Breakthroughs & personal growth – Addressing challenges, goals, and limiting beliefs.
☑ Reflection & renewal – Gaining clarity and perspective on business and life.
☑ Business strategy & leadership development – Focused discussions on professional challenges.

Pro Tip: Get input from your forum members to align on the retreat’s focus—this ensures everyone is invested in the experience.

2. Choose the Right Location

The setting shapes the retreat experience, so choose a venue that fosters focus, openness, and connection.

☑ Quiet & distraction-free – Avoid busy hotels or city centers where work distractions creep in.
☑ Inspiring surroundings – Nature-based retreats (mountains, beaches, cabins) create space for reflection.
☑ Comfort & convenience – Ensure accommodations and meals enhance the experience rather than add stress.

Pro Tip: Rent a private house instead of a hotel—it encourages togetherness and makes conversations more natural.

3. Set the Agenda—But Keep It Flexible

A structured retreat creates flow, but the best moments often happen organically. Balance planned sessions with unstructured time.

☑ Opening & intention-setting – Align the group on shared goals for the retreat.
☑ Deep conversations & exercises – Vulnerability-building, personal growth, and business discussions.
☑ Reflection & downtime – Unplugged moments, journaling, and personal processing.
☑ Play & adventure – Activities that challenge comfort zones and create bonding experiences.
☑ Closing & commitments – Takeaways, reflections, and actions to implement post-retreat.

Pro Tip: A great facilitator will adapt the flow in real time based on energy levels and emerging group needs.

4. Bring the Right Facilitator

A skilled retreat facilitator transforms a good retreat into a truly life-changing experience.

☑ Creates a safe space for vulnerability and openness.
☑ Guides deep conversations and helps unlock breakthroughs.
☑ Designs tailored exercises that align with forum goals.
☑ Knows when to push and when to step back to let organic moments unfold.

Pro Tip: A facilitator like Kym Huynh brings experience, presence, and a proven framework to make your retreat unforgettable.

5. Plan Logistical Details in Advance

Ensure smooth execution by handling all logistics ahead of time.

☑ Booking the venue – Confirm check-in/check-out times, meals, and any special requirements.
☑ Travel coordination – Ensure members have their flights and transport arranged.
☑ Tech & materials – Flip charts, markers, music, journals, and any facilitation tools.
☑ Food & drinks – Decide whether meals will be catered, self-prepared, or eaten out.

Pro Tip: Assign one member as the logistics lead to keep everything on track.

6. Build in Follow-Up & Accountability

The retreat’s true impact is felt after everyone goes home. Keep the momentum alive with structured follow-ups.

☑ Post-retreat reflection session – Discuss key takeaways at the next forum meeting.
☑ Accountability check-ins – Track progress on personal and business commitments made.
☑ Shared retreat takeaways – Recap insights in a shared document for future reference.

Pro Tip: Have each member write a letter to their future self with their biggest insights and goals, then send it to them six months later.

Final Thoughts

A well-planned forum retreat has the power to transform your group dynamic, deepen trust, and create lasting impact. By following this checklist, you can ensure every detail is intentional, leaving space for breakthrough moments and unforgettable connections.

📩 Looking for a retreat facilitator who can bring this all to life? Let’s create something extraordinary together.