List venue, facilitator and supplier commitments with their due dates and cancellation conditions. Match them to guest deposits and final balances. Keep enough cash planning for refunds and low bookings before making non-refundable commitments.
Adult retreats often require deposits long before the event. List each commitment, due date, cancellation condition, and refundability.
Include venue, facilitators, travel, insurance, equipment, booking systems, marketing, access support, and preparation. Add owner work and a realistic backup allowance.
Separate cash from profit. You may have enough revenue to make a session profitable but not enough cash to pay the venue deposit when due. Build a calendar showing actual receipt and payment dates.
Model the event being cancelled. Which supplier costs remain? Which customer payments must be refunded? Where is the cash kept? Do not assume travel insurance, a credit-card dispute, or a venue's goodwill will solve the gap.
Compare hiring equipment with buying it. A short camp may not justify owning specialist gear, especially when transport and maintenance are added.
Set a decision date before large non-refundable commitments. If the safe minimum enrollment is not reached, make the decision promised in your terms.
Your task: Create a cash plan through the final refund, supplier bill, and guest-delivery obligation.
