What is the yoga retreat registration form template?
Running a retreat means juggling rooms, meals, transfers and a group of people with very different levels of practice. When bookings arrive by email and direct message, the answer to 'who's vegan?' or 'who lands at 11pm?' is buried somewhere in a thread. This registration template asks every guest the same questions up front, so you can plan the week from one list.
Guests start with their name, contact details and optional pronouns, then pick the retreat and package. Anyone staying chooses a room type; a shared twin room asks who they're sharing with, and a private room asks for a bed preference. Optional extras such as a massage session, airport transfer or extra nights are a quick tick list, and first-time guests are asked how they heard about you.
The practice page records experience, favourite styles, hopes for the week and any injuries or conditions the teachers should know about, plus how challenging they'd like classes to be. Food and travel covers dietary needs, allergies, how they'll arrive, flight details and an emergency contact. The final page holds your terms, the deposit paid and how they'll pay the balance, and consents with a signature. Each booking is saved as a PDF in your FileIt vault.
- Best for
- Yoga teachers, retreat centres and wellness holiday organisers
- Filled in by
- The guest
- Time to complete
- About 7 minutes
- Includes
- Room choice, practice and health notes, dietary needs, arrival details, deposit and signature
Who uses a yoga retreat registration form?
- A yoga teacher fills a week-long retreat abroad with students from their classes
- A retreat centre takes bookings for several retreats a year from one form
- Two friends book a shared twin room and name each other
- A guest flying in gives their flight so the airport transfer can be arranged
- A studio runs a weekend retreat with day guests and residential places
- An organiser plans menus around vegan, gluten-free and nut-allergy guests
Questions on this yoga retreat registration form
37 questions over 5 pages · includes signature, conditional questions, multiple pages, consent checkbox, ratings.
1 Your details
- Full name*
- Email*
- Mobile*
- Date of birth
- Pronouns
- Home address
2 Retreat & room
- Which retreat?* Spring retreat — 5 nights · Summer retreat — 7 nights · Autumn weekend — 2 nights · Winter retreat — 4 nights
- Package* Full retreat with accommodation · Retreat with accommodation, no excursions · Day guest (no accommodation)
- Room type* asked only when it applies Private room · Shared twin room · Shared dormitory · Tent or glamping
- Who are you sharing with? asked only when it applies
- Bed preference asked only when it applies Double bed · Twin beds · No preference
- Optional extras Massage or bodywork session · Airport transfer · Extra night before · Extra night after · Yoga mat rental
- Is this your first retreat with us?
- How did you hear about the retreat? asked only when it applies Friend or family · My yoga teacher · Instagram or social media · Search engine · Newsletter · Other
3 Your practice
- How long have you practised yoga?* I'm new to yoga · Less than a year · 1–3 years · More than 3 years · I'm a yoga teacher
- Styles you enjoy Hatha · Vinyasa or flow · Yin · Restorative · Ashtanga · Kundalini · Meditation and breathwork
- What would you like to take home from the retreat?
- Do you have any injuries, conditions or recent surgery the teachers should know about?*
- Please tell us more* asked only when it applies
- How physically challenging would you like classes to be?
4 Food & travel
- Dietary needs* No special requirements · Vegan · Gluten-free · Dairy-free · Nut allergy · Low FODMAP
- Allergies or intolerances the kitchen must know about
- How will you get there?* Flying in · Train or bus · Driving · Not sure yet
- Arrival flight number and airport asked only when it applies
- Arrival date
- Expected arrival time
- Will you need parking? asked only when it applies
- Emergency contact name*
- Emergency contact phone*
- Relationship to you
5 Payment & terms
- Deposit paid
- How will you pay the balance?* Bank transfer · Card · Instalments · Already paid in full
- Deposit*
- Taking part*
- Retreat terms*
- Photos
- Signature*
The yoga retreat registration form, page by page
1 Your details
Full name, email and mobile, with optional date of birth, pronouns and home address.
2 Retreat & room
'Which retreat?' and the package — full retreat, retreat without excursions, or day guest. Staying guests choose a room type; 'Who are you sharing with?' appears for a shared twin room and 'Bed preference' for a private room. Then optional extras, whether this is their first retreat with you and, if so, how they heard about it.
3 Your practice
'How long have you practised yoga?', styles they enjoy, what they'd like to take home, and a required question on injuries, conditions or recent surgery — a yes asks for details. A five-point scale asks how physically challenging they'd like classes to be.
4 Food & travel
Required dietary needs with an 'Other' option, allergies the kitchen must know about, and how they'll get there — flying in asks for the flight, driving asks about parking. Arrival date and time, and a required emergency contact with relationship.
5 Payment & terms
A placeholder for your retreat terms, the deposit paid, how they'll pay the balance, required consents for the deposit, taking part and your terms, an optional photo consent and the guest's signature.
Make the template yours
- Replace the retreat list with your own dates, and change the currency of the deposit question
- Edit room types and extras to match your venue
- Paste your cancellation policy and what's included into the terms placeholder
- Set a close date or a maximum number of responses so the form stops when the retreat is full
- Change the accent colour and cover text to match your retreat branding
- File bookings in a vault folder per retreat
Tips for a better yoga retreat registration form
- Use the maximum responses setting to match the number of places
- Share the dietary and allergy answers with the kitchen well before arrival
- Give teachers the health notes before the first class so they can plan options
- Group arrival times from the Responses table to plan airport transfers
- Send a welcome email with the packing list once the balance is paid
Every response becomes a PDF in your vault
Every booking is saved as a signed PDF in your vault, and you're emailed as each one arrives. Guests see a message that their place is provisionally held and can receive a copy of their form.
Export the Responses table to CSV to build your room list, transfer schedule and dietary sheet.
- Start from this template. It opens in the FileIt Forms designer — change any question, add pages, set the rules for when questions appear.
- Share it. Turn on a public link, or send it to people by email, each with their own link. They don’t need a FileIt account.
- Get the answers as PDFs. Each response is saved as a PDF in the vault folder you choose, with uploaded files attached — and listed in a Responses table you can export to CSV.
Yoga retreat registration form: frequently asked questions
Is the yoga retreat registration template free?
Yes. It's included in the Forms app on every FileIt account, including the free plan, and you can edit every question.
Can the form take payments?
No. The form records the deposit paid and how the guest will pay the balance; you take payment however you normally do.
Can I run several retreats from one form?
Yes. List them in the 'Which retreat?' question, or duplicate the form for each retreat so bookings are kept apart.
Will day guests see the room questions?
No. Room type, sharing and bed preference only appear for packages with accommodation.
How do I stop bookings when the retreat is full?
Set a maximum number of responses or a close date in the form's settings.
Do guests need a FileIt account?
No. They fill in and sign the form from a link.