the journal: how to choose the perfect venue: the guide to location scouting for retreats, events and productions
Hello there, soul sister,
The right location can make or break an experience. A space holds energy. It sets the mood, fosters creativity, and ensures guests feel at ease and inspired.
Let’s be honest: not all venues live up to their carefully curated online listings, which is why location scouting is essential before locking in a venue. The last thing you want is to be catfished by a spot that looks perfect in photos but falls short in person, an experience I recently faced when scouting in Egypt last month.
As a creative producer, I have learned that scouting is a non-negotiable, not just for my retreats, but also for photo and video productions. A venue may seem perfect in theory, but without seeing it firsthand, you risk running into unexpected issues, disruptive surroundings, or logistical nightmares that could easily be avoided.
location scouting, a non-negotiable
Scrolling through stunning venue photos online can be deceiving. Wide-angle lenses, and strategic framing can make spaces look bigger, brighter, and more luxurious than they really are. By visiting in person, you ensure that what you see is what you get, which saves you from last-minute surprises and costly mistakes.
things to look out for when scouting a location
1️⃣ reality check
A venue might look like a peaceful online, but what if it’s located next to a bustling construction site. When scouting, pay attention to:
Do the photos truly capture the space, or are they outdated?
The surrounding environment - Is it quiet? Is there unexpected noise pollution?
The neighborhood - Is it safe? Does it fit the vibe of your retreat?
The actual size - Does it comfortably fit your group, or is it smaller than advertised?
The proximity to airports, available amenities - Can guests easily reach the location, and is it feasible to organize offsite activities?
2️⃣ amenities & functionality
What’s promised online isn’t always what’s delivered. Some key things to confirm in person:
Wi-Fi strength – Essential if you need connection for work or guests.
Bathrooms & showers – Are they as clean and luxurious as they seemed?
Kitchen & catering – Can the kitchen handle your group’s needs and dietary restrictions?
Accessibility – Will guests with different mobility levels feel comfortable?
3️⃣ energy & feel
Some places just don’t feel right, and that’s something you can not gauge from a website. Walk through the space and trust your intuition.
Does it inspire creativity and relaxation?
Does the energy feel welcoming or off-putting?
Would you feel comfortable and at home spending multiple days here?
How is the light in the space? Keep in mind that a lot of natural light is key for creative development.
4️⃣ hidden costs & logistics
A venue might seem like a good deal until the hidden fees start piling up. When scouting, ask:
Can you bring your own catering and snacks, or must everything be purchased on site?
Are there extra fees for cleaning, heating, or event setup?
What’s the cancellation policy?
Are there restrictions on noise, photography, or guest numbers?
Is there a space where we can gather in privacy to hold creative sessions?
Will we have the space exclusively? If not, what does that look like?
why doing the extra work pays off
Scouting a location before committing might seem like extra work, but it saves you from potential disasters. A venue can look picture-perfect online yet lack the warmth, energy, or functionality needed for your retreat or production. By taking the time to visit, you ensure that the space aligns with your vision and provides an experience that’s as seamless and inspiring as you imagined.
So next time you’re planning an retreat (or shoot,) don’t get catfished by a venue’s online glow-up. Go see it for yourself. Your future self (and your guests) will thank you.
Blessings, light, and love,
Your friend, Sally