How to Avoid the Five Worst Forum Retreat Mistakes

Forum retreats are a rare opportunity for high-performing entrepreneurs to build deep trust within their Forums and refresh their business mindset. Yet, even the most successful Forums may struggle to plan a truly transformational event. 

At Vision Implementors, we take pride in our retreat planning method and expertise. With over five years of experience (including EO US Central Bridge’s international retreats), we’ve seen the same mistakes over and over again. Thankfully, every one of these pitfalls can be avoided. 

Keep reading to uncover the top five mistakes we typically see, and how our team of retreat planners would sidestep them.

Mistake #1: Waiting Too Long to Start Planning

When it comes to retreats, many Forums rely on a rotating process of deciding who tackles the planning each year. Each Forummate has different levels of experience planning travel and varying gauges of urgency, and it’s easy to realize too late that the best facilitators and venues are booked. Suddenly, it’s 30 days away, facilitators are unavailable, flights are expensive, and the panic sets in.

At VI, we encourage our Forums to start planning at least 90 days in advance to keep costs low and ensure services are available. If your Forum does not utilize the roating approach, we recommend appointing one point person to manage the planning and logistics.

Mistake #2: Choosing a Venue That Doesn’t Fit the Forum

An aesthetically beautiful or cheap venue isn’t always the right fit for your Forum. We suggest prioritizing a space that supports group dynamics, privacy, and conversation flow. The number of bedrooms, quality food, and reliable WiFi are also important factors. 

It’s equally vital to consider the logistics of a venue. No one wants to spend 3 and a half hours in a taxi on backroads between the airport and your Airbnb. If it’s too remote, it can be a logistical nightmare and create unnecessary stress on travel days.

Mistake #3: Skipping the Facilitator

Some Forums skip a professional facilitator to save money or because someone “knows how to run retreats.” From our experience, the ROI of a facilitator far outweighs the risks of not having one. Facilitators increase depth, ensure psychological safety, and, most importantly, free up moderators to participate fully.

At the very least, we believe that a facilitator is essential if you have new members in your Forum, your Forum is in transition, you’re tackling sensitive issues, or there’s an imbalance in participation or leadership. Some chapters even have resources to help Forums pay for facilitators, so check with your Forum chair about any potential funds!

Mistake #4: Failing to Align on Forum Intentions

There are many directions you can take your retreat. Does the group want to focus on deep shares, or would they prefer a social retreat? Is your group more rugged and outdoorsy, or would they thrive in a metropolitan setting? 

Everyone thinks they know the purpose of the retreat, but without clarity on structure and goals, you can never be sure. 

We recommend that Forums align through a pre-retreat goals survey. This is your opportunity to capture shared goals, boundaries around downtime, preferred activities, and topics that may require special attention.

Mistake #5: Overstuffing the Schedule

Overplanning can be just as bad as underplanning. Trying to maximize time together out of a fear of underdelivering can lead to burnout and resentment toward structured activities. 

Instead of overplanning, try the 70/30 rule: 70% intentional time and 30% downtime. Building in time to relax and recover helps members avoid burnout and provides time for natural insights and connections.

Want to Avoid These Mistakes and Leave the Planning to the Pros?

Whether you’re six months ahead or six weeks behind, we can help! We pride ourselves on creating unique and seamless retreats so you don’t have to worry about a single detail. 

We offer three unique Forum retreat planning packages that include:

• Retreat intake and alignment call
• Facilitator matching
• Venue research and logistics planning
• Emergency retreat rescue support
• Agenda co-creation
• Concierge booking support

Ready to get started? Complete our inquiry form, and a team member will be in touch to schedule your free Forum retreat strategy call!