As summer begins to fill our calendars with vacations, family gatherings, and long afternoons by the pool, planning for a fall retreat may not be top of mind. Yet, for retreat leaders preparing to gather in Montreat later this year, taking advantage of the summer as a time to organize your event and stay ahead of important deadlines can help your group avoid unnecessary stress and unexpected costs, ultimately, leading to a smooth and successful event once you arrive.
Below, we’ve put together a few things to keep in mind this summer if you are a group leader hoping to host an event this fall. We hope you find it helpful!
Evaluating Your Group’s Needs
The 90-day deadline is one of the most significant checkpoints in the retreat planning process. At this stage, we ask leaders to review their event registration numbers and evaluate whether the lodging, meeting spaces, and meal plans they reserved still match their group’s needs.
If registrations are lower than expected, we encourage leaders to communicate with our staff as early as possible. Adjusting plans before the 90-day deadline can help groups avoid charges for unused guestrooms, meeting spaces, or meals. On the other hand, if attendance numbers for an event are growing faster than anticipated, notifying us early increases the likelihood that we can accommodate additional requests.
Prior to the 90-day deadline, retreat leaders may:
- Cancel their event (please note that deposits are non-refundable)
- Reduce the number of Assembly Inn guestrooms
- Drop lodges or meeting spaces
- Adjust dining room meal plans
For fall retreats, these deadlines arrive sooner than many leaders expect:
- September retreats reach the deadline in June
- October retreats reach the deadline in July
- November retreats reach the deadline in August
After the 90-day deadline, reserved lodges and meeting spaces become locked in. Even if a group ultimately chooses not to use them, charges will still apply. Reviewing your plans early can help make sure that your needs are met and save you money in the long run.
Focusing on the Details as Your Event Approaches
Between the 90-day and 30-day deadlines, there is still some flexibility. During this window, groups may continue to add or cancel meals and may reduce up to 10% of their remaining Assembly Inn guestrooms.
Once the 30-day deadline arrives, however, all major details for a retreat become final. This includes attendance numbers, lodging assignments, meal counts, and meeting spaces.
The 30-day deadline is also the time to finalize important event logistics, including:
- Refreshment break requests
- Meeting room setup details
- Audio/visual needs
These requests can easily be submitted through the Leader Portal, helping our team prepare everything needed for a group’s arrival.
Planning Ahead for a Meaningful Retreat
We know retreat planning involves countless moving pieces, especially during a busy season of year-round ministry and programming. However, keeping these deadlines in mind can help your group focus less on logistics and more on spending meaningful time together once you arrive.
If you have questions about an upcoming retreat, our staff is here to help. Please feel free to reach out to Connie at retreats@montreat.org for assistance any retreat-related questions or visit our retreat planning webpage to learn more.
This article was originally published in the May 2026 edition of Montreat Conference Center’s email newsletter Embodying Hospitality which highlights information related to retreats and guest groups at Montreat. Sign up to receive Embodying Hospitality directly in your inbox by clicking here.