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For Companies At a Glance
- Tasks: Plan and execute world-class retreats, managing logistics and partnerships.
- Company: Join a dynamic team focused on transformative guest experiences.
- Benefits: Earn £35 per hour, work remotely, and enjoy flexible hours.
- Why this job: Be at the heart of creating unforgettable experiences while travelling across Europe.
- Qualifications: Strong negotiation skills and experience in event planning are essential.
- Other info: Opportunity for growth in a supportive, mission-driven environment.
Overview
- Freelance contract: 20 – 30 hours per week
- Location: Anywhere (Remote)
- Language: English; knowledge of Greek, Spanish, Portuguese or French is a plus
- Salary: £35 per hour
- Applications closing: 12th October
Job Description
The Retreat Planner is at the operational heart of MLA. You own the logistics and partnerships that make our retreats world-class. From pre-retreat planning to delivery and post-event learnings, the Retreat Planner ensures our itineraries are scalable and executed as planned: everything runs on time, on budget, and at a gold-standard level. You make complex execution look effortless and create the conditions for transformative guest experiences.
Responsibilities
- Own retreat itineraries and operations to deliver world-class retreats
- Own the logistics for multiple retreats per year and ensure the successful scaling of our operations.
- Ensure 100% of retreat logistics are finalised in time for marketing and sales calendars.
- Communicate dependencies to the CEO and the rest of the team.
- Supplier and partner management: build long-term relationships with venues, caterers, transport, and activity leaders. Negotiate for value, reliability, and service guarantees.
- Coach and host liaison: Work with the team to ensure every coach and host is fully briefed, supported, and aligned with MLA’s ethos.
- Itinerary and logistics management: prepare detailed, repeatable itineraries with room for local adjustments.
- On-the-ground recce: travel to retreats as needed to scout, negotiate, and secure local partnerships.
- Ensure all events meet our B Corp commitments. Training will be provided for this part of the role in Q1 2026.
- Suggest processes to improve event and community management.
- Create post-retreat reports within 7 days for 100% of events to identify and document key learnings from each event to improve future execution.
- Work with the MLA team to increase repeat bookings by 20% year-over-year.
Process and systems
- Build scalable workflows, templates, and checklists that reduce cycle time and error rate.
- Deliver post-event reports within 7 days of every retreat, turning insights into future improvements.
- Drive cost efficiency while safeguarding quality and guest experience.
- Maintain risk registers and contingency plans for weather, transport, health and safety, and supplier failure.
Optimise retreat profitability
- Update and manage retreat budgets weekly.
- Keep retreat budgets within 5% variance of planned costs.
- Strive to achieve 10-15% cost savings through supplier negotiation and partnerships.
Build local partnerships
- Research and help secure 3-5 local partnerships in each location that align with B Corp values and contribute to event programming. Assistance will be provided with this.
- Help MLA generate 20% of event revenue through partnerships.
Role Requirements
Essential Skills and Experience
- Fluent negotiator with a record of securing cost improvements, value adds, and service-level guarantees.
- Proven delivery of events or retreats across multiple locations, or equivalent field operations.
- Financial acumen including building budgets, forecasting, tracking actuals, and variance analysis at the event or retreat level.
- High agency and ownership with strong judgment and bias to action.
- Highly personable relationship builder who earns trust with suppliers, venues, coaches, and guests.
- Problem-solving under pressure with robust contingency planning and calm decision making.
- Project management mastery including critical path planning, dependency management, and deadline discipline.
- Outstanding communication in writing and in person, with clear guest comms and coach briefings.
- Fluency in project tools such as Monday, Asana, or similar, and basic CRM.
- Travel readiness with the ability to travel in Europe for recces and retreat delivery. Valid passport required.
Great if you also have
- Experience in wellness, adventure travel, or high-end hospitality.
- Working knowledge of B Corp principles and sustainable procurement.
- Health and safety risk assessment experience.
- Languages such as Greek, Portuguese, French, or Spanish.
- Familiarity with budget tools.
- Clean driving licence.
How to apply?
To apply for this position, please fill in the application form.
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Retreat Planner employer: Freelancingforgood
Contact Detail:
Freelancingforgood Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Retreat Planner
✨Tip Number 1
Network like a pro! Reach out to your connections in the wellness and event planning sectors. We all know that sometimes it’s not just what you know, but who you know that can land you that dream gig.
✨Tip Number 2
Show off your skills! Create a portfolio showcasing your past retreats or events. We want to see how you’ve made magic happen before, so don’t hold back on those stunning visuals and testimonials.
✨Tip Number 3
Be proactive! If you see an opportunity with us at StudySmarter, don’t wait for the perfect moment. Apply through our website and follow up with a friendly email to express your enthusiasm. We love seeing candidates who take initiative!
✨Tip Number 4
Prepare for the interview! Research our company values and think about how your experience aligns with them. We’re looking for someone who not only fits the role but also shares our passion for creating transformative experiences.
We think you need these skills to ace Retreat Planner
Some tips for your application 🫡
Show Your Passion: When you're writing your application, let your enthusiasm for retreat planning shine through! We want to see how much you care about creating transformative experiences for guests. Share any personal stories or experiences that highlight your passion for this kind of work.
Tailor Your Application: Make sure to customise your application to fit the Retreat Planner role. Highlight your relevant skills and experiences that align with our job description. We love seeing how your unique background can contribute to our world-class retreats!
Be Clear and Concise: Keep your writing clear and to the point. We appreciate well-structured applications that are easy to read. Use bullet points if necessary to make your key achievements stand out. Remember, we’re looking for someone who can manage complex logistics effortlessly!
Apply Through Our Website: Don’t forget to submit your application through our website! It’s the best way for us to receive your details and ensures you’re considered for the role. Plus, it gives you a chance to explore more about what we do at StudySmarter!
How to prepare for a job interview at Freelancingforgood
✨Know Your Itinerary Inside Out
As a Retreat Planner, you'll be expected to own the logistics and itineraries. Make sure you thoroughly understand the job description and prepare a mock itinerary that showcases your planning skills. This will demonstrate your ability to create detailed, repeatable plans.
✨Showcase Your Negotiation Skills
Since negotiating with suppliers is key, come prepared with examples of past negotiations where you secured cost improvements or service guarantees. Be ready to discuss how you build long-term relationships and ensure reliability.
✨Demonstrate Problem-Solving Abilities
Prepare to discuss scenarios where you've had to solve problems under pressure. Think of specific examples where you had to implement contingency plans or make quick decisions to keep events running smoothly.
✨Communicate Clearly and Confidently
Outstanding communication is crucial for this role. Practice articulating your thoughts clearly, both in writing and verbally. You might even want to prepare a brief coach briefing to showcase your communication style and ensure everyone is aligned.
