Your retreat should feel magical — not like you're drowning in logistics
If you're planning a retreat and secretly feeling behind on all the moving parts — from onboarding to payment follow-up to what your emails should even say — you're not alone.
You’re the soul of your retreat.But admin? It’s pulling you out of flow.
Let’s fix that — together, in one simple session
What You Get
The Retreat Admin Audit is all of the following:
🔸 A 1:1 live audit call with me (45 minutes via Zoom or Google Meet)I’ll ask questions, listen carefully, and map out your current systems — or what’s missing.🔸 A personalised report emailed after the callYou’ll get clear, gentle guidance on:◦ What’s working
◦ What’s missing or causing friction
◦ Where guests are falling through the cracks
◦ What’s likely to overwhelm you as your retreat date nears🔸 Clarity you didn’t know you were cravingNo guesswork. Just a clear path to smoother planning — and a retreat you’re proud of.
This Is For You If…
👉 You’re a retreat host (new or experienced) planning an event within the next 6 months👉You’ve got the big idea nailed down — but the admin side is weighing on you👉You know how to inspire people, but keeping track of onboarding, info, emails, logistics? Not your zone of genius👉You want to create an unforgettable experience — without burning out before it even starts
You're Building Your Dream
A smooth, soul-led retreat — with space to breathe.
Imagine this:
• Guests feel welcomed, supported, and informed
• Payments, intake forms, travel info — handled
• You show up as present, creative, and calm — not scattered
• You run your retreat like a pro — because your systems support you
That’s the power of a single, strategic audit.
Why Me?
Hi, I’m Thomas Wong, I’ve helped retreat hosts, coaches, and creators like you bring calm to the chaos behind the scenes. I specialise in heart-led admin — where logistics feel human, not corporate.And I know how personal your retreat is. That’s why I treat every audit with care and discretion.
Cost: US $69
You’ll walk away with a custom, human-first snapshot of your retreat admin — and exactly what to fix.
BONUS: If you choose to hire me afterward, you’ll get 20% off your first month of ongoing support, or $30 off my retreat setup package (within 14 days of your audit).
Limited Spots
This is a 1:1 service. I only take a few audit clients per month.If you’re planning a retreat and want admin peace of mind, book your audit below.It’s your calm-before-the-retreat.
Apply for Your Audit
What if you could:
• Onboard guests easily, with branded forms and clear next steps
• Track who’s paid, who's flying in, and who hasn’t sent their dietary needs
• Send polished, pre-scheduled emails that make you look prepared
• Hand off the repetitive parts of retreat planning — and feel supported
That’s what I do.
Hi, I'm Thomas Wong. I have a 15+ year background in project management for wellness and nonprofit spaces (and dance the 5Rhythms practice too).And I take care of your admin systems so your retreat can run smoothly and easily.
I free you from the drain
I work with wellness professionals 2 years into their business with the following:* Have run at least one paid retreat with real guests (not friends/fam)
* Have a clear audience and purpose behind your retreat
* A website with your full name, profile and credentials
* Use a booking system (no DM-to-book)
• Received testimonials from past guests
“My main concern was that handing off key admin and communications tasks would feel like losing control. But Thomas was incredibly sensitive to how I work — nothing felt generic. His process was consultative, collaborative, and thoughtful throughout. I never felt pressured or out of step.” — Janet F., academy owner“When looking for behind-the-scenes support, I care most about reliability and trust. Thomas was easy to work with — clear, organised, attentive — and at the same time welcoming from the very beginning. These details make a difference.” — Giulia C., creativity coach“If you need someone who can really tailor their process to how you work and make sense of your systems, I’d recommend Thomas. His approach is clearly structured, grounded, and easy to trust. You’re being guided, not just managed.” — Michael M., venue owner
Two ways we work together
Setup FreedGet your retreat admin systems built for you — so you can onboard guests, track details, and communicate professionally from day one.Ideal for:
• Hosts who are planning their retreat now (2–6 months out)
• New hosts who want solid systems in place
• Anyone tired of building from scratchWhat’s included:
• Onboarding email sequence for guests
• Custom info intake forms (travel, dietary, waivers)
• Centralised guest tracker (Google Sheets)
• Payment tracking template
• Branded welcome PDF or retreat info pack
• Editable retreat schedule or prep checklistInvestment: USD $650 one-time.
Monthly FreedYou’re busy juggling multiple projects. I'll keep the systems flowing, make sure guests stay informed and that things don’t fall through the cracks.Ideal for:
• Retreat hosts running events regularly
• Hosts who are mid-planning and want ongoing help
• People who just want this off their plate, permanentlyWhat’s included each month:
• Light guest admin support (updating trackers, forms, emails)
• Adjusting systems for new retreats
• Creating or editing PDF guides
• Post-retreat feedback forms or testimonial workflows
• Reminders for outstanding payments or guest details
• General “admin cleanup” tasksInvestment: USD $450/per month (10 hours a month).
Bonus offer: Get 10% off your first month.
Ready To Offload Your Admin — And Reclaim Your Energy?
With 10% off your first month, there’s no better time to get started.Let's find out where you're at.To get started, just fill in this short short from below.✅ No discovery calls — just fill out this form to make sure we’re the right fit.
Frequently asked questions.
What exactly will you help me with?
I support retreat hosts in all aspects of operations, from event logistics to guest communication and payment. My goal is to take these off your shoulders so you can focus on delivering the transformation your guests expect.Is this like hiring a regular VA?
Not quite. While VAs typically handle admin tasks, I focus on systems that streamline your operations. I’m here to help you plan, execute, and follow through — not only answer emails.Do you work with small retreat businesses?
Yes! Whether you’re hosting a weekend getaway or a week-long retreat, I’ll create systems and processes that fit your needs and size.
I only run one or two retreats a year — does this still make sense?
Yes. Planning, guest enquiries, and payments happen well before and after your retreat. I help you stay organised between events so your energy stays intact.Will I need to train you?
No. I take initiative and come with experience. You’ll get weekly updates and full transparency of activities.How do we communicate once I hire you?
We’ll stay in touch through Trello I’m here to support you in a way that feels seamless and stress-free.