Hi Belinda, I’m sorry I’m just now responding. Pre-registration needs to be a requirement for retreats. If they know they won’t be turned away, they have little incentive to sign up in advance.

It sounds like you need to be very clear in your publicity materials. Registration by a specific date needs to be required. Let them know unfortunately, you won’t be able to add anyone after that date.

I know it may sound firm, but you and your team have a responsibility to be good stewards and need to plan and purchase an exact number of materials. If you are renting a house, I would only share the address with those who have registered via email. You can give a general area in your publicity, but no need to be so specific that anyone could just show up. It’s not rude to turn them away, it’s rude for them to assume they can just show up.

This is the first year I was in very involved in the planning of the retreat. If you could give me some advice about registration. We had quite a few people who registered late or brought their sisters, and some just showed up at the retreat after the deadline to register.
The late comers came for just the evening or the day not overnighters. Of course, they wanted to eat the meals. (we charge per meal or a fee if they stay one or two nights.
I don’t feel comfortable turning people away. But I’m wondering how to handle this
One idea is to just plan extra people for meals
Another is charged in the late fee