Template · Planning & paperwork
Retreat budget template (free spreadsheet)
By MyRetreatDesk team · Updated · 2 min read
Short answer
Download the CSV, open it in Google Sheets, Excel or Numbers, and replace the example numbers in column B. The sheet totals your fixed and per-guest costs and works out revenue, profit after tax, and the number of guests you need to break even.
Key takeaways
- The sheet totals fixed and per-guest costs and calculates profit and break-even.
- Enter per-guest costs for the whole retreat, not per day.
- Use the guests you realistically expect, not your bed count.
- It assumes card and platform fees are passed to guests; add 4–5% if you absorb them.
- Copy the sheet for each version you're considering and compare.
Download
Download the retreat budget template (CSV). In Google Sheets, use File → Import → Upload. In Excel or Numbers, open the file directly.
If percentages show as decimals after import, format the VAT and income-tax cells as percentages.
What's inside
| Section | Lines |
|---|---|
| Inputs | Beds, expected guests, price before VAT, VAT rate, income-tax rate |
| Fixed costs | Venue, teachers, assistants, your travel, marketing, insurance, equipment, other |
| Costs per guest | Meals, per-person room charge, transfers, excursions, materials, other |
| Results | Revenue, VAT to remit, total costs, profit before and after tax, break-even guests and % of beds |
How to use it
- Fill in fixed costs from your venue and teacher contracts, not estimates, where you can.
- Enter per-guest costs as the total for the whole retreat, not per day.
- Set expected guests to the number you realistically expect, not your bed count.
- Check break-even: if it's above your beds, raise the price or cut a fixed cost before you publish.
- Copy the sheet for each version (early-bird price, smaller venue) and compare.
The example numbers, explained
The template opens with a sample 20-bed retreat so you can see the formulas working before you type your own numbers:
| Line | Example value |
|---|---|
| Fixed costs (venue $9,000, teachers $2,500, travel $300, marketing $500, insurance $200) | $12,500 |
| Costs per guest (meals $280, transfers $40, materials $20) | $340 |
| 16 guests at $1,500 | $24,000 revenue |
| Profit before income tax | $6,060 |
| Profit after 25% income tax | $4,545 |
| Break-even | 11 guests (55% of beds) |
Budget lines people forget
- Your own travel, meals and accommodation
- Payment processing, if you absorb it
- Teacher travel and accommodation, on top of their fee
- Welcome gifts, printed materials, certificates
- Photography or video for next year's marketing
- Tips for venue staff and drivers
- A contingency of 5–10% of fixed costs
From budget to price
Once the budget works, set the price and the payment schedule. The pricing calculator works out the price you need for a target profit, and the deposit schedule calculator turns it into a deposit and monthly payments. How to price a retreat explains the method step by step.
Written by MyRetreatDesk team
We build MyRetreatDesk, booking and payment software for retreats, workshops and teacher trainings. Our guides come from how the product handles deposits, installments, failed payments and group bookings for organizers.