.png)
The Seamless Sacred Retreat Planner
.png)
The Cosmos Ranch Foundation & Regenerative 41-Acre Retreat Near Austin, TX
Cosmic dreams made tangible reality
Welcome, Cosmic Leader…
We’re so glad you’re here.
Whether you’re a seasoned retreat leader or this is your first, and regardless of your modality, you will find everything you need here to plan and deliver your next high-level transformational retreat with ease.
This guide is for leaders who host here (at our regenerative 41-acre venue in Austin, TX, Cosmos Ranch) or anywhere else in the world.
We’ve included expert-vetted templates, timelines, and proven step-by-step tools that help you save time, eliminate busywork, and avoid costly mistakes so you can:
-
Attract your ideal participants
-
Profit with integrity and
-
Make your dream retreat a reality
What you’re about to explore was created for you with great care. May it serve as a companion that invites insight, ease, and a few sacred “aha” moments along the way.
We’re growing our food and medicine… and our community. Giving back to the land… and to our community.
Take what resonates, leave what doesn’t, and know that you are always your own best guide.
Now, just a quick note and then we’re on to the good stuff...
Gentle Disclaimer & Note on Ownership & Respect: This and all linked content is offered for educational and inspirational purposes only. It’s not professional, legal, or medical advice. By engaging with it, you take full responsibility for your own choices. The Cosmos Ranch Foundation and its magical team (employees, contractors, and cosmic collaborators) are not liable for how it’s used or any losses, financial or otherwise, associated with use of this or any other document provided by Cosmos Ranch Foundation. Trust your inner wisdom... And consult a qualified expert when needed.
All content within this document is the original work of the Cosmos Ranch Foundation and is protected by copyright. Please honor the energy, creativity, and intention poured into these materials by not copying, distributing, or reproducing them without express written permission. Sharing is beautiful—but only when done with integrity.
This resource is meant to be shared! Please send your friends and colleagues to the opt-in form so they get full access to the resources and future updates as we continue building out support materials.
To Your Big Vision Becoming Your Tangible Reality,
Taelor Monroe & Ashleigh Hakes
Cosmos Ranch Foundation
“I can’t put into words what a beautiful, wonderful, and peaceful place this is. The hosts are completely incredible. Very responsive, helpful, and always going the extra mile to make your stay the best. Gorgeous wooded area and pond to walk around (if u like the outdoors). Lots of space and private. I highly recommend it and can’t wait to be back.”
Calvin Smith
"What made me fall in love with Cosmos Ranch is the feeling of it... It's even better in real life than it is in photos. The Zome... Honestly, I want to live in it. The land is incredibly special. And it's no wonder Taelor gets such great reviews as a host. I had a hunch right away she was amazing. Then when she told me the story of how Cosmos Ranch came to be... I knew I was right! Thank you for everything you guys do!”
Simone Woods
The Planner
What’s Inside
The Cosmos Ranch “Flip Phenomenon” that fills retreats with the right people, faster
When you start this way, every decision becomes 10X easier, energy flows where it makes the biggest difference, and your retreat participants are left deeply satisfied.
Retreat Planning Timeline & Launch Map
A clean, visual timeline that serves both beginners and pros, showing what to do from pre-retreat to post-retreat follow-up — including when to book your venue, launch promotions, and handle logistics — so you know what to do when, with integrity and without the overwhelm.
High-Converting Retreat Itinerary Templates
Three retreat itinerary templates designed for smooth flow, intentional experiences, and deep impact — whether you're hosting a one-day immersion, a weekend reset, or a transformative multi-week retreat.
Each itinerary includes built-in nervous system support, pacing that balances depth and spaciousness, and room for your unique content, modalities, or teachings. Use these as plug-and-play outlines or adapt them to your retreat's theme and audience.
We’ve even included a testimonial template so your guests can encourage others to attend your next event!
Profitable Retreats Guide: Pricing & Budgeting Template
This simple framework helps you price confidently, avoid losses, and plan for profit — with clarity.
Tips:
-
Build profit into your base price, not as a hopeful leftover.
-
Set a minimum and maximum headcount to control margins.
-
Secure deposits and offer early bird pricing and bonuses for multiple guest registrations to encourage early sign-ups..
-
Track every cost in a spreadsheet — even little ones add up. You can copy our tracking document with the existing viewer privileges. Simply select the content you want and copy. Then paste into your own spreadsheet document.
Venue Lookbook, Setup Inspiration & Success Plan
-
Location & things to do nearby
-
Visual Lookbook (use photos from our lookbook to promote your retreat!)
-
Best use of spaces with room dimensions (ceremony vs. teaching/other)
-
Seasonal considerations and use of the land
-
Leader packing list
-
Retreat guest packing list
Retreat Agreement Snapshot + Venue FAQs (coming soon!)
Peace of mind at a glance: what’s included, what’s not, cancellation policy, deposits, and sample clauses for your client contracts so you can start and end your experience grounded and at ease.
Bonus: Our Exclusive Preferred Partners & Vendors List (coming soon!)
Hire the best support to magnify your impact with our list of preferred partners and vendors from caterers to photographers and support facilitators.
Jump to Content
Printables
Cosmos Ranch Retreat Planning Flip Phenomenon
We’ve seen something magical and we want to share it with you…
My partner, Stew, and I had a vision. But we were nowhere near making it happen. I was living in a tiny little space for barely any rent, teaching my permaculture courses, with my little seedling of a dream when my now business partner, Ashleigh, invited us to a sacred manifestation ceremony.
It was truly miraculous how things unfolded. We did the work — we allowed ourselves to dream BIG.
We dreamed big for YOU.
We imagined how you and your guests and your ceremonies and events and retreats would benefit from the land, how the land would benefit from your use of it…
We saw how communities would form and come together here…
We saw the connections, sacred moments, and big dreams becoming tangible realities here…
That’s what guided each decision for us. From where we put the Zome, to the logo, to our ideal number of acres of land), to what kind of flooring to use.
Our venue was literally built on our vision of bringing YOUR visions, and the visions of the people you work with, to life.
We believe this intention is why it all happened so magically: We put YOU first in our vision.
This is the Flip Phenomenon we recommend for your retreat planning.
Instead of planning for your own outcomes and ideals, plan for your participants’ outcomes and ideals.
When you start with your ideal participants first, you attract your ideal participants, every decision becomes 10X easier, energy flows where it makes the biggest difference, and your retreat guests are left deeply satisfied. This all results in shared prosperity and abundant outcomes for everyone.
Answering the questions below can help you with everything from marketing to retreat planning.
Flip Phenomenon Questions to Ask Yourself:
-
In what way(s) do my ideal participants want to transform?
-
Who do they want to become as a result of the transformation?
-
What sort of magical experience do they want that they may not even be aware that they want yet?
-
If all things are possible, what would I love to offer them to facilitate this transformation with the most joy and ease?
-
What value do they hold that I can support in the event and chosen venue?
We’re here to help you bring it all to life.
Cosmos Ranch Lookbook & Best Uses of Spaces
.png)
If you’re holding your event with us at Cosmos Ranch, feel free to use the image collage above in your marketing and promotion materials.
Best use of spaces & room dimensions
THE ZOME
Capacity
Zome Space (733 sqft)
Comfortably fits up to 122 standing, up to 25 people with mats
Length of Stay
Length of stay is flexible. Guests are welcome to use the Zome for just a few hours, one night, several days, or even multiple weeks.
Amenities
Enjoy full access to 41 acres of open land, including abundant culinary herbs and flowers grown on-site. Ample parking available for up to 400 guests.
THE GUEST HOUSE
Capacity
A cozy two-bedroom haven, 2 king beds, pull-out sofa
Sleeps up to 6
Length of Stay
Length of stay is flexible from two nights to multiple weeks or longer when available. Contact us for longer stays.
Amenities
Enjoy full access to 41 acres of open land, including abundant culinary herbs and flowers grown on-site. Ample parking available for up to 400 guests.
Seasonal considerations and use of the land
In Austin, if you don’t like the weather, blink and it’ll change! But we have so much growing on the land, you’re bound to find something to love regardless of the season.
Every time it rains, during every season, we get blankets of white Rain lilies on the land. The pond can be more or less full depending on the weather and how much rain we've been getting. But it’s always a sweet spot for photos and relaxing.
Throughout the year, we get more rainbows — and double rainbows — than our guests have ever seen in one location! We’re in a magical moisture pocket, and the way the sun sets behind the ridge of the valley lends itself to these beautiful moments.
Summer
In July and August (varies depending on the year) you can pluck wild Persimmons to eat right off the trees. All of the trees are still green in the summer. And Cosmos Ranch offers a uniquely hospitable environment because we get great wind! Even at the hottest time of the day, around 5 p.m., the shade and wind make your outdoor event comfortable for you and your guests. (You won’t find this anywhere else in Austin in the summer!)
Spring
Wildflowers are everywhere! There are tons of birds and birdsong to enjoy. In March, the Mountain laurels bloom. And, in May and June, the Crepe myrtle’s white blooms line the road... which makes for a gorgeous drive in.
Fall
In the fall it feels incredible outside and the grass starts getting green. You really can’t go wrong with a fall outdoor event.
Winter
We have green grass in the winter! And you can stay cozy in the Zome, Guest House, or Pavillion with outdoor heaters.
Every day of every season offers breathtaking skies; sunrises and sunsets; and moon rises and moon sets. The sunset can be the perfect pink backdrop for the Pavilion and stage. The moon often rises behind the Zome.
And we always have culinary herbs on hand for you. Oregano, rosemary, sage, thyme, mint (all seasons but winter), tarragon, lavender, and more — all are fresh and available to use. We also offer a garden of seasonal fresh fruits and vegetables for use.
Check back with us to find out when we'll have farm-fresh eggs and goat's milk!
Every day of every season offers breathtaking skies; sunrises and sunsets; and moon rises and moon sets. The sunset can be the perfect pink backdrop for the Pavilion and stage. The moon often rises behind the Zome.
And we always have culinary herbs on hand for you. Oregano, rosemary, sage, thyme, mint (all seasons but winter), tarragon, lavender, and more — all are fresh and available to use. We also offer a garden of seasonal fresh fruits and vegetables for use.
Check back with us to find out when we'll have farm-fresh eggs and goat's milk!
Location
Cosmos Ranch is between 15-25 minutes from anything you could possibly want to do in or around Austin, TX.
This makes events easy and fun, because they’re so close to visitor’s favorite must-sees. But also unbelievably relaxing because you feel like you’re in the middle of nowhere… No traffic, no city lights, no noise pollution…
Here’s how close Cosmos Ranch is to various important spots you and your guests might care about:
-
Austin Bergstrom Airport – 12-15 mins
-
Central Downtown – 15-30 min (depends on time of day)
-
McKinney Falls Park (gorgeous!) – 15 mins
-
Barton Springs & Zilker Park – 30 mins
-
North East Austin – 20 mins
-
Including some of our favorite restaurants on E. Cesar Chaves like Griselda's, Jacoby's, De Nada, Casa De Luz, and Little Easy
-
-
South Austin – 20 mins
-
The famous SOCO area, the Bat Bridge, Lady Bird Lake and restaurants like Hop Doddy, Home Slice, Aba, and local shopping
-
-
Central Austin – 20-25 mins
-
West Austin – 20-25 mins
We’re so close to everything, yet so in our own cosmos, it can feel like you’re time-bending. Or, better yet, Earthbending.
Cosmos Ranch Retreat Planning Timeline & Launch Map
In our experience, it will be helpful to customize the event timeline below based on the length of your retreat or event.
If your event is 7 days or longer, you’ll want to start planning at least 8 months out, ideally giving yourself some wiggle room with a year or so.
For a 3-day retreat, it’s good to have 4-6 months to plan.
Usually a day-long retreat can be planned and within an 8-week period.
Weddings almost always require a full year or more of planning.
The below launch plan is based on a 7+ day retreat so you can customize everything according to your event:
1 year - 8 months before
ANCHOR THE VISION & SECURE THE CONTAINER
-
Clarify retreat theme, intention, outcomes, and ideal audience
-
Once you set your intentions, you’re ready to create!
-
Write down every obstacle that could pop up. When you know what might go wrong, you can plan around it. This brain dump takes 10 minutes max. But it could save your entire event.
-
-
Confirm dates, location & book venue
-
Many venues book out years in advance, and most have generous cancellation policies to protect you if you change your mind. So when you find your dream location… book it!
-
-
Reserve facilitators + support vendors (chef, yoga, sound healing, etc.)
-
>>> Cosmos Ranch Preferred Partners List (coming soon!)
-
-
Set pricing + max # of guests
-
Bespoke connection idea: At ~6 mos. out, host a quiet live Q&A circle on Zoom: “What’s calling you into retreat?” (Gather ideas for themes, preferred format, outcomes, etc.)
5 Months Before
BUILD YOUR FOUNDATION
-
Create simple sales/landing page (photos – use photos from our lookbook to promote your retreat!, flow, FAQ, payment)
-
Choose a sign-up system (early bird, deposits, etc.)
-
Draft all core emails + social posts (save time later)
-
Start building your interest list (email + text opt-in)
-
Bespoke connection idea: Offer a heartfelt story post/email about why you’re leading this retreat.
4 Months Before
SOFT LAUNCH + WARM INVITES
-
Open to your “inner circle” first (past clients, retreat participants, friends)
-
Share on email/podcast/newsletter/Substack
-
Post 1:1 invite on stories or private messages
-
Bespoke connection idea: Send voice memos/What’s App/Voxer messages to 3-5 aligned past clients: “This made me think of you.”
3 Months Before
FULL LAUNCH + VISIBILITY PUSH
-
Open public enrollment
-
Post weekly (email, IG/FB, YouTube/Podcast) – Focus on the outcomes of the retreat and the space as a container for transformation (use photos from our Lookbook for easy posts.)
-
Run a mini challenge or live teaching that ties into the retreat theme
-
Bespoke connection idea: Offer a free “Retreat Vibes” playlist or guided audio visualization as an email opt-in opportunity.
2 Months Before
TRUST & NURTURE
-
Focus on connection over hard sells
-
Send a series of daily emails to support guests who prefer last-minute decisions to finalize their booking before you close registration (you might be surprised how many people wait until the last day to register).
-
If you have room, encourage guests to invite their friends and family members to join them
-
Share previous retreat guest testimonials, day-in-the-life schedule
-
Remind about payment deadlines + travel logistics
-
Promote a live “retreat prep” call or welcome circle
-
Bespoke connection idea: Ask past retreat guests to post a 30-sec video: “Why I said yes to retreat.”
1 Month Before
FINAL LOGISTICS + ENERGETIC PREP
-
Triple-check travel, transportation
-
Confirm final headcount, food preferences, special needs, vendors
-
Prep welcome gifts or rituals
-
Host live “retreat prep” call or welcome circle
-
Send packing list + arrival details to guests
-
Bespoke connection idea: Send a blessing email: “Here’s how to energetically arrive before you land.”
Retreat Week
SHOW UP, STAY GROUNDED, HOLD SPACE
-
Rest beforehand
-
Arrive early, walk the land
-
Cosmos Ranch is 41 regenerative acres of beauty — and we offer everything up to you for your retreat. Pick flowers to display, make tea from our garden, or select special spots for ceremonies and activities.
-
-
Keep the agenda flexible
-
Include gathering testimonials and opening the waitlist for your next retreat (>>> Grab the Cosmos Ranch Testimonial Template )
-
-
Document the magic (photos, quotes, and testimonials)
-
Bespoke connection idea: Share 1 sacred image per day on your stories with a single sentence of reflection.
1 Week After
GENTLE FOLLOW-UP + INTEGRATION
-
Send heart-felt thank you email + integration guide
-
Send thank you email to vendors/offer to exchange reviews and/or referrals
-
Request testimonials
-
Open waitlist for the next retreat to non-retreat participants
-
Most Cosmos Ranch guests return frequently, so please consider booking your next retreat with us before you leave to avoid scheduling conflicts.
-
-
Share retreat reflections and & testimonials (photos, story reel, quotes) via email and social media
-
Bespoke connection idea: Host a private post-retreat Zoom to anchor insights + next steps, and pre-register for your next event.
High-Converting Retreat Itinerary Templates
(1-Day, 3-Day, 7-to-10-Day)
🧘♀️ 1-Day Retreat Itinerary
Ideal For: Beginners, urban immersions, mini-offsites, or content previews for larger programs.
✅ Conversion Tip: Offer a next-step pathway (e.g., group program, private work, full retreat invitation) as part of the closing circle or post-retreat follow-up email.
🌿 3-Day Retreat Itinerary
Ideal For: Weekend wellness retreats, spiritual intensives, or introductory immersions.
Day 1 — Arrival & Landing
Day 2 — Deep Dive & Transformation
Day 2 — Deep Dive & Transformation
✅ Conversion Tip: Offer a post-retreat digital integration experience or invite into a membership, course, or future retreat while energy is still high.
🌺 7–10+ Day Retreat Itinerary
Ideal For: Signature flagship retreats, destination deep dives, or transformational intensives.
Day 1: Arrival & Welcome
-
Afternoon arrivals + relaxed check-in
-
Altar building, intention setting
-
Welcome circle + grounding meditation
-
Opening dinner & early wind-down
Day 2: Root
-
Morning movement, breakfast
-
Grounding into the land and body
-
Workshop #1
-
Integration time + journaling
-
Somatic practice (dance, voice, breathwork)
-
Optional evening ritual or silence
Day 3: Release
-
Morning nature walk or embodiment
-
Deep-dive session
-
Partner shares, guided inquiry
-
Fire or water ritual to symbolically release
-
Evening sound journey or cacao ceremony
Day 4: Rewrite
-
Morning yoga, quiet breakfast
-
Workshop #2
-
Shadow work or mirror work integration
-
Optional fireside circle, spa, or bodywork session
-
Creative expression (collage, poetry, movement)
Day 5: Rest (Integration Day)
-
Sleep in, slow day, solo time
-
Gentle yoga nidra or body oiling ritual
-
Nature hike or excursion
-
No formal content — encourage stillness & self-trust
-
Evening: storytelling, singing, or fireside circle
Day 6: Reclaim
-
Morning activation practice
-
Workshop #3
-
Group coaching / Q&A / hot seats
-
Community co-creation ritual (offerings, shares, dances)
-
Celebration dinner + music
Day 7: Return
-
Gentle movement + breakfast
-
Closing ritual
-
Letters to future self
-
Departure + acknowledgements and gratitudes + next-step invitations
Optional Days 8–10+:
Use for travel buffer, local excursions, or extended 1:1 sessions for VIPs. Or include local excursions throughout your week to extend the retreat to 8-10+ days. Cosmos Ranch offers plenty of opportunity for in-person experiences to support your guests in having the best possible experience.
✅ Conversion Tip: Offer exclusive bonuses for enrolling in a mastermind, membership, or private coaching within 48 hours of leaving. Pre-set calls, reminders, and digital follow-up support.
Standalone Resources
Remember to bookmark these retreat-saving resources we have for you:
>>> Cosmos Ranch Retreat Profitable Retreats Guide: Pricing & Budget Tracker (standalone spreadsheet for copy/paste purposes)
>>> Cosmos Ranch Preferred Partners List (coming soon)
>>> Customizable Cosmos Ranch Guest Packing List to Send To Your Guests (standalone doc for copy/paste/printing purposes - customize for your event)
>>> Cosmos Ranch Retreat Leader Packing List (standalone doc for printing purposes)
>>> Cosmos Ranch Testimonial Template (standalone doc for copy/paste/printing purposes)
As always, please let us know how we can support your transformational event and when you’re ready to book the venue!
To Your Big Vision Becoming Your Tangible Reality,
Taelor Monroe & Ashleigh Hakes
© Cosmos Ranch Foundation. All rights reserved.