Christiana Omonaghe Iyoha

Soft Life Travel Planning SOP​ Standard Operating Procedure For Retreat & Group Travel (18-12 Participants)​ ​ Introduction:​ The standard operation procedure (SOP) outlines the step-by-step guide for planning a retreat or group travel experience for 8-12 participants under the Soft Life Getaway program. It is designed to ensure smooth, seamless, consistent and professional planning across all future planning events, whether managed by staff or volunteers.​ ​ Scope:​ Roles & Responsibilities: ●​ Retreat Coordinator: Oversees the entire planning process and ensures deadlines are met. ●​ Travel Support Leads: Research, and book flight, lodging and transport. ●​ Finance Lead: Prepares budget, monitors budget allocation, issues invoices and reconciles receipts. ●​ Volunteer/Assistant: Support logistics, communication and documentation. ●​ Safety Lead: Manages risk assessment, emergency plans, travel insurance and local medical contract. ●​ On-site Coordinator: Local point of contract for operations and troubleshooting. ●​ Communications Lead: Prepares welcome packs, participant communication, and oversees social or WhatsApp groups. Definition: ●​ PAX: Participants (Attendees); used to denote the numbers of travelers. ●​ Block: A group reservation held by a vendor for a specified time. ●​ Deposit: A non refundable or partially refundable payment to secure a booking. High Level Planning Process (Step by Step) Project Kickoff (Day 0) ●​ Receives brief from Program Lead confirming objectives, dates, approximate budget, and target participant profile. ●​ Create a dedicated planning folder (Google drive / Dropbox) and a shared master spreadsheet. ●​ Set up a group communication channel (WhatsApp or Slack) and a calendar for weekly check-ins. Destination Selection:​ When selecting a destination, evaluate the following factors. ●​ Budget Fit: Ensure average per-person cost (lodging, flights, and activities) aligns with the overall retreat budget, consider currency exchange rate, seasonal pricing, and local cost of living. ●​ Safety: Review travel advisories, healthcare access, and political stability. ●​ Accessibility: Access proximity to major international airports, flight availability, visa requirements, and total travel time. ●​ Luxury & Comfort: Choose destinations that reflect Soft Life’s brand of wellness, comfort, and relaxation. ●​ Season & Weather: Avoid peak hurricane or rainy seasons and extreme climate conditions. ●​ Cultural Experience: Prioritize destinations offering unique, memorable experiences aligned with a soft life lifestyle (e.g., spas, beaches, fine dining, cultural tours). Checklist for Destination Approval: ●​ At least 3 international airports within reasonable distance. ●​ Affordable, safe lodging options for 8-12 women. ●​ Strong local transport options (shuttles, vans, private transfers) ●​ Availability of group-friendly activities. Booking Accommodation:​ Accommodations should be able to house 8-12 women in either a shared villa, Airbnb's or hotels with suit options. Lodging selection Process:​ To ensure comfort, safety, and group suitability, follow these steps when selecting accommodation. ●​ Research 3-4 options: Include at least one hotel, one villa, and one Airbnb. ●​ Confirm availability, layout suitability, and amenities for 8-12 guests. ●​ Use a comparison table to evaluate price capacity, reviews and booking flexibility. ●​ Check reviews: Only consider properties with a 4+ rating and recent positive feedback. ●​ Confirm Amenities: Must include Wi-fi, comfortable sleeping arrangements, recreational features ( e.g., pool, spa, gym, and outdoor lounge) ●​ Negotiate group discount: Contact hosts or hotels directly for group pricing or perks. Booking Checklist: ●​ Wi-fi, pool/spa, full kitchen or on-site dining. ●​ Minimum, 4 bathrooms for 10 women. ●​ Secure parking and safety features. ●​ Proximity to restaurants, shops and wellness centers. Accommodation Comparison Table: ​ ​ ​ ​ Capacity ​ ​ Amenities ​ ​ $600 ​ ​ 10 guest ​ ​ Villa ​ ​ $850 Airbnb​ ​ Airbnb $720​ ​ $720 ​ ​ ​ Property Type Price Per Night ​ Luxe Haven Hotel ​ ​ Hotel ​ Villa Serenity Coastal Retreat Names ​ ​ Proximity to the Airport ​ ​ ​ ​ Cancellati on Rate Wi-fi, on-site dinning and gym ​ 15 mins ​ Non refundable ​ ​ 4.5 ​ ​ 12 guest Wi-fi, pool, spa and full kitchen ​ 25mins Free cancellation (7 days) ​ ​ 4.8 ​ 8 guest​ Wi-fi, out-door lounge and kitchen ​ 30 mins ​ Flexible ​ 4.7 ​ Coordinating Group Flight:​ To ensure smooth arrivals and minimize logistical challenges, group flights should be coordinated so that participants arrive within a similar time frame.​ ​ Steps to coordinate flight: ●​ Research 1-3 airlines using platforms such as Google Flight, Booking.com, Skyscanner, and Expedia for price and route comparison. ●​ Compare fare types, nothing inclusions such as baggage allowance, seat selection, and onboard meal. ●​ Identify preferred travel dates and departure times based on group availability. ●​ Choose a reliable route, prioritizing non-stop or single layover options for convenience. ●​ Create a flight tracking sheet and collect participant details: full names (as shown as passport) date of birth and nationality. ●​ Monitor fares and lock in bookings when aligned with budget and availability. ●​ Shared confirmed itineraries with all travelers and ensured bookings are finalized. Flight coordination Checklist: ●​ Average roundtrip fare per traveler is documented. ●​ Baggage policy is clearly outlined and communicated. ●​ Group arrival times are scheduled within a 2-3 hour window. Flight Comparison Table: ​ Airline Route Type Fare Round Trip Baggage Included Seat Selection Meal Included Airport Window Air Peace Non stop $650 Yes Yes Yes 10:00-12:00 Qatar Airways 1 Layover $720 Yes No Yes 11:30-13:30 Emirate Non stop $800 No Yes Yes 09:00-11:00 Ground Transportation Options:​ Secure reliable transportation for airport transfers and daily activities to ensure comfort and punctuality. ●​ Pre-book roundtrip airport transfer vans for up to 12 passengers. ●​ Hire vans or minibuses for daily tours and scheduled activities. ●​ Consider ride-share services such as Bolt or Uber for flexible transport needs. ●​ Confirm vehicle types, driver details, insurance coverage, and contingency plans for delayed flights. ●​ Finalize contracts or written confirmations with selected transport providers. Ground Transport Checklist: ●​ Include drivers contact information in the participant welcome packet. ●​ Driver availability is confirmed for both arrival and departure days. ●​ Vehicle capacity accommodates 12 passengers with luggage. ●​ Air-conditioning and insurance are included. ●​ The transport schedule is shared with the group in advance. Ground Transportation Comparison Table:​ Use this table to evaluate vendors for airport transfers and daily transport. ​ Vendor Vehicle Type ​ Capacity Round Trip Cost Insurance info included Driver info provided Backup Plan Lagos Shuttle Co. 12 seater van 12pax $300 Yes Yes Yes Bolt Fleet Ride-share 4 pax/vehicle Variable No No No Elite Transfer Mini bus 15 Pax $450 Yes Yes Yes Budget Category:​ To ensure financial transparency and efficient planning, the retreat budget should be broken down into the following categories. ●​ Lodging: Accommodation costs, deposits, taxes ●​ Flights: Round-trip airfares, baggage fees and booking charges. ●​ Activities: Excursions, spa treatments, workshops, and entertainment. ●​ Transport: Ground transfers, local travel, and excursion related travel. ●​ Food: Group meals, snacks, dining experiences, and private chef services. ●​ Miscellaneous: Travel insurance gratuities, contingency funds, and emergency expenses. Budget Tips: ●​ Include a 10% contingency fund. ●​ Use shared spreadsheets for transparency. ●​ Collect deposits early to secure bookings. Use budgeting tools or spreadsheets to track expenses and adjust as needed. Category Description Estimated % of Budget Lodging Hotel, Villa, Airbnb, or resort Accommodation 30%-40% Flight Round trip airfare for all participants 25%-30% Activities Tour, Workshops, Wellness and Experiences 10%-15% Transport Ground Travel, Airport Transfers. 10% Food Group meal, snacks or private chef. 10%-155 Final Confirmation Timeline: 90 Days before: ●​ Confirm destination and dates ●​ Reserve accommodations ●​ Begin flight research ●​ Collect passport copies and basic traveler information. ●​ Draft initial budget and collect participant deposits. 60 Days Before: ●​ Confirm deposit for local activities and vendor booking. ●​ Finalize ground transport providers and establish payment schedules. ●​ Verify visa requirements from all participants (PAX) and communicate accordingly. ●​ Send the first invoice to participants (if applicable) including payment deadline. 30 Days Before: ●​ Reconfirm all flight bookings, lodging arrangement, transportation and schedule activities. ●​ Share detailed welcome packs with participants, including the final day to day itinerary, parking list, emergency contact, meeting times, and locations. ●​ Confirm airport transfers schedules, and on-site meeting plans. ●​ Finalize flight check-ins and update seating arrangements as needed. ●​ Print essential documents: vendor confirmations, emergency contact, insurance details, and travel checklist. ●​ Conduct final weather checks and adjust activities plans accordingly. ●​ Host a final team briefing to review roles and responsibilities for airport arrival, check-in and guest welcome. Operational Protocols For Retreat Execution:​ This section outlines the critical systems and procedures that ensure a seamless, safe and high impact retreat experience. It includes risk management, communication strategy, participant onboarding, on-site coordination and post-trip reporting all designed to uphold the highest standards of professionalism and care. ●​ A Communication Plan with message cadence and channels to keep participants informed. ●​ A section on Participant Documents & Deliverables to streamline onboarding and compliance. ●​ An On-site Day of Checklist for smooth arrival logistics and coordination. ●​ A Close Trip Close Out and Reporting section to wrap up finances and gather feed Conclusion:​ The SOP ensures Soft Life retreats are planned and executed with professionalism, excellence, comfort. By following these steps, our team can confidently deliver transformative travel experiences that reflect our mission and values. From initial planning to post-trip reflection, this guild empowers us to deliver luxury, safety, and connection at every stage.