Host Frequently Asked Questions
Want to host at Imiloa and ready to learn more?
TRAVEL & TRANSPORTATION
Where do I fly into in Costa Rica?
San Jose Juan Santamaria International Airport. The airport code is “SJO.”
Should I fly down to Imiloa together with my participants?
We recommend arriving to Imiloa at the same time as your participants, and this way take advantage of the chartered flight that is included in your retreat. If you would like to fly down earlier please inquire with our team for availability and coordination. Please know if you choose this, you will be responsible for the cost of transportation from San Jose to Imiloa.
What time do my participants have to be on the ground in San Jose?
RETREATS PRIOR TO OCT 1st 2023
- Arrival to SJO should be prior to 1:00PM, departure flight from SJO should be after 1:00PM.
- Be at SJO domestic terminal by 3PM. Group charter flight departs at 3:30PM local time
RETREATS FROM OCT 1st 2023 AND BEYOND
- If arriving on the same day FAM trip starts, arrival to SJO should be prior to 7:00AM. If this is not possible please book your flight the day before and spend the extra night in San Jose. Departure flight from SJO should be after 1:00PM.
- Be at SJO domestic terminal by 8:45AM. Group charter flight departs at 9:15AM local time
Do we have to take the chartered airplane to Imiloa?
Included in your retreat experience at Imiloa is the small plane which we charter privately for just your retreat group. This is already included in your stay with us. However, if you prefer ground transportation this can be set up as an alternative, just know that there will be an additional cost. Please email email@example.com for more information.
What happens if I miss the flight to Imiloa?
We charter the flight privately so if someone is delayed we will be in contact with them directly and determine whether the flight is able to wait or if we will have to set up alternative transportation for them. This would depend on the situation and how much of a delay there is.
What are the entry requirements for Costa Rica?
Entry requirements are subject to change at any moment so we encourage you to check this link for updated info: Entry Requirements.
What are the benefits of a closed campus for my retreat and my participants?
The campus will be completely closed/private to just your retreat group. This ensures a more intimate and connected experience for your group.
Where exactly is Imiloa located?
Imiloa is located in the South Pacific area of Costa Rica. We are approximately 40 min north of Uvita and 1 hour of Manuel Antonio on the central pacific coast.
How big is Imiloa's property?
Our property is 22 acres.
Which accommodation do other hosts choose to stay in?
That depends! If you want to maximize your profits, we recommend staying in a dome/bungalow since these are typically priced lower than the Bali Village accommodations. To some hosts it’s very important to stay in a centrally located accommodation where they can stay connected to their participants, and for this, we recommend the Bali Suites, which are situated right around the shared infinity pool. Other hosts value VIP feel of privacy and plenty of space which make the VIP bali villas a perfect fit. Ultimately this decision is up to you as a host.
Can I bring my family when I host?
Yes! You can bring your family. The nightly rate will be the same as for your participants, and we often see hosts bring their family or friends for a retreat experience.
I fell out of my relationship with my co-host. What happens now?
We’re sorry to hear that! It does happen and can be part of the growth and transformation process leaders experience.
Imiloa abides by its contractual obligations to you and expects you to, as well. That’s why we ask whoever is responsible for the contract to be the signer(s) on the contract. If you’re on the contract, you are responsible for the financial obligations to Imiloa and either must find a new co-host or transfer the contract.
How far is the closest town? Hospital?
Closest hospital (Quepos) is 30 mins away. The closest town (Dominical) is 15 minutes away.
How can my family contact me?
For phone service, there is WI-FI on campus, and we recommend WhatsApp as the best way to communicate.
What happens if I smoke in your rooms or bring my own alcohol?
You will be asked to exit the retreat and leave the property. We are very transparent around our dry-campus policies and we have all our guests agree to this in our terms and conditions prior to arrival.
I'm loving my retreat and I want to renew. How?
We prefer to discuss renewals after you leave Imiloa giving you time to reintegrate post-retreat.
You can reach out to firstname.lastname@example.org for a renewal conversation. Our Global Development Team will set a call with you, usually after we receive surveys back from your guests so we can also debrief on the experience and how to make it even better the next time.
We’re grateful to experience 86% client renewals and take this honor seriously and never for granted.
Does Imiloa have a gym on-site?
We do not have a gym onsite, but we have a spacious and well-equipped yoga shala where you can practice as much as you want, outside the scheduled workshops. We also have plenty of jungle trails perfect for hiking.
How many classroom spaces do you have for teaching?
We have a spacious yoga shala (300m2) perfect for leading larger groups, yoga, movement, meditations, sound therapy and other workshops. We also have a space great for smaller groups and more intimate workshops such as cacao, journaling, sitting in a circle etc.
How many people can you sleep at Imiloa?
Most retreats average 22-27 participants (ideally). We can welcome a total of 35. Most of the domes would be triple accommodations in this case.
What do you have for audio, yoga, sound-bathing and other equipment?
Do you have the ability and facility for us to bring our own massage therapist? (Room, supplies, and table) Is there an additional fee for this?
You may do that and pay a Facilitator nightly fee + 25% of what is charged for massages to Imiloa.
It is strongly preferred that Imiloa be trusted to coordinate with your vendors and provide you excellent service.
For example, if you coordinate outside of Imiloa, and your vendor gets stuck on the mountain or has other issues, they’ll contact you, and not us. We won’t be able to provide them transportation to Imiloa and the burden is on you as host. Instead, you can trust the Retreats Events Team to deliver the intended experience without you having to think about it – so you’re able to stay present throughout your stay.
If you have questions on this, please email email@example.com
Do you offer laundry services?
Yes, $25 per load to pick up, wash, dry, fold, and deliver back to you. Allow 24 hours.
Are there safety boxes for personal belongings?
Yes, we have safety boxes in all accommodations.
Is there Wi-Fi?
Yes. We have fiber optic high speed. Certain parts of the campus like House of Masters you’ll find intentionally without Wi-Fi.
Do you provide beach towels?
Yes, we provide beach and pool towels. Anything you may have forgotten, such as essentials, we always have on hand for our guests. Depending on the item, there may be a fee.
Are there any walks or hikes nearby?
The entire jungle is yours! The private road is great for hiking and there are adjacent acres to ours that you can explore endlessly.
Do you have mosquito nets and A/C's?
We have mosquito nets in the Bali suites and Bali Villas only. A/C’s are in all domes and in the bali suites, not the Bali Villas or bungalows.
How far is Imiloa from the beach?
Approximately a ten minute drive to a private beach, 12 minutes to Dominical and 25 minutes to Uvita beaches. If you’re hosting a retreat here, you should ask us about our super lush private all night beach parties that we put on for our VIPs.
Can I help design the menu? How about a copy of the menu?
Yes, during your “Retreats Creation Call” with our Events team after your contract is signed, you can mention you’ll need time with the Chef to co-design menu, or discuss specifications. Our retreats director will ensure you have time with the chef for the collaboration. Meanwhile, if you have questions, you can always email firstname.lastname@example.org
Can I have dinner delivered to my room?
Under special circumstances we can help deliver dinner to your room — just for hosts.
I've got health issues or very specific food allergies. How am I going to communicate my needs to the team?
You are sent a form to include all of your information before arrival. Upon arrival to Imiloa, you will receive a special wristband indicating your food allergies or modified food needs. This will alert staff to check with you before each meal to ensure you are served food that meets your dietary requirements.
Is the water safe to drink?
Yes! Our water is triple-filtered UV from our mountain’s well and perfectly healthy and safe to drink from all faucets on the property.
What kind of staff do you have?
We have a full operations and executive team available throughout your stay.
Can I / should I tip the team?
Staff gratuities are pooled together and distributed equally amongst the property team members once a month. This includes everyone you see or may not see during your stay, such as kitchen staff, gardeners, housekeepers, the maintenance team, etc.
It is not shared with massage therapists. $30 per guest per day is the recommended amount. Please make adjustments based on your financial means and comfort.
If there's a bug in my room, how will I contact someone to get it out?
You will receive communication via Whatsapp with our team, who will assist with all requests.
Is the team legally hired?
All team members are legally hired in Costa Rica.
If I want to host a retreat, what does the payment structure look like?
Your contract is structured $cost per person per night (all included), multiplied by number of nights and the minimum requirement of 18 people.
From your “contract value”, a 20% deposit is due to hold the dates.
The remainder of your contract is split into equal payments between now and one month before your event, making it easy to cash flow the event and become profitable.
Please note: You do not need to bring 18 people. You can bring 10, or 15 (as hosts have done successfully before). Your contract value will still be based on 18 participants, and we’ll have to ensure you price your event appropriately to cover costs and be profitable (we’ve had many successful hosts who wish to bring less than eighteen participants.
If you are curious about hosting at Imiloa and learning more, Apply to Host here, and you’ll be invited to join our Live Discovery Series and subsequently book a Shared Vision meeting with our Global Development Team.
If I don't have the money to pay when payment is due, will you cancel my retreat like the terms say? What if I have people signed up already?
Rarely do we cancel host contracts. We are looking for ideal core customers according to our years of research and successfully signing 150+ retreat hosts. We will be honest if we think you’re not a fit for hosting at Imiloa, for whatever reason.
When you choose to sign a contract with us, this is a contractual obligation and we expect you to fulfill it, or provide adequate solutions in collaboration with us in order to fulfill the contract. We have a transfer-clause allowing you to transfer dates as we understand “life happens.”
If Imiloa is handling my participant payments, how do I find out how many participants have signed up for my retreat?
Every time a participant signs up for your retreat, you will receive a copy of their purchase confirmation, so you are always notified of new sales. We will also send you sales reports, so you are supplied with a frequent and updated overview of your participants.
What if my participants stop paying for their tickets? Do you cancel their tickets and what happens with my earnings?
We give 15-days to cure any delinquent payments to hosts and participants. After that, they will be reached out to on multiple platforms up to 5 times before being sent to collections. At that point, you may choose to contact your guests or re-sell the space. Our terms and conditions clearly outline the protocol for this that participants and hosts sign when agreeing to host at Imiloa.
If you have questions about a specific incident, please email Cindy and Alejandro on our finance team at email@example.com
Am I responsible for a minimum of participants or a minimum contract amount? Which is it?
You are responsible for the contract value. The contract value is calculated based on a minimum amount of participants x price per night, so the min. amount of participants will give you a good idea of what it needs to take in order to pay the contract value. As long as your contract value has been paid, you are considered current.
Plenty of hosts before to bring less than the required 18 and they price their event accordingly to satisfy the contract requirement to Imiloa and also enjoy profitability. Our team helps you do this during your kick-off month at Imiloa during the “Retreats Creation Call” (the second call with our team after signing the contract).
No refunds, really? What about a family emergency?
Our tickets are non-refundable, which is why we always recommend purchasing ‘cancel for any reason’ travel insurance in order to protect your investment. If you have an extenuating circumstance as a guest, we may consider transferring your ticket value to another retreat if the host of your event and Imiloa agrees. We reserve the right to refuse this to anyone as tickets are non-refundable. Please email firstname.lastname@example.org with questions.
As a host, you have the ability to transfer (see contract for details). However, if you’ve already sold tickets through our system you are fully responsible for coordinating and communicating with guests who have signed up for your retreat and ensure the transfer works for them. If you have questions, please email email@example.com
We recommend Global Rescue, who are specialists in this field.
If you choose not to use Global Rescue as your CFAR provider, please select an alternate provider so that your retreat purchase is insured in case of cancellation for any reason.
I don't understand my invoices and need to meet with your finance team. How do I do that?
You can always schedule a meeting with our finance team to go over your retreat finances. Just let us know and we will help set this meeting up for you.
Please email firstname.lastname@example.org to arrange your meeting.
What does the average host charge for different accommodations?
Typically a private room is priced between $4000 – $5500. Double rooms between $3200-$4000. Triple rooms between $2700 – $3300. Every host has unique pricing, which the host ultimately decides on themselves, based on their desired revenue and which type of audience they are looking to attract.