WeTravel + FlowGrid: The Perfect End-to-End Solution for Retreat & Festival Organizers
Running multi-day events means juggling registrations, payments, schedules, and participant communication. Here's how WeTravel and FlowGrid work together to transform chaos into a seamless, professional experience.
The Challenge Every Event Organizer Faces
You've spent months planning the perfect wellness retreat, yoga festival, or workshop series. The sessions are curated, teachers are confirmed, venue is booked. But then reality hits:
- ❌Payment chaos: Manual invoicing, chasing international wire transfers, high credit card fees eating into your margins
- ❌Schedule nightmares: Static PDFs that participants can't read on mobile, last-minute changes requiring new documents
- ❌Communication overload: Endless emails about "What time is the yoga session?" and "Where do I find the schedule?"
- ❌Registration complexity: Spreadsheets to track who paid, who needs a refund, what room they're in
Sound familiar? You're not alone. Most event organizers patch together 5-7 different tools (payment processor, booking system, schedule builder, email platform, spreadsheets...) and spend more time managing software than creating amazing experiences.
The Solution: Two Tools That Work Better Together
Instead of juggling a dozen platforms, you only need two specialized tools that each do one thing brilliantly—and work seamlessly together:
What it does: Handles everything before and after your event—payments, registrations, booking management, participant details, and refunds.
FlowGrid
What it does: Handles everything during your event—beautiful schedules, session management, real-time updates, and attendee experience.
💡 Think of it this way:
WeTravel gets people registered and paid. FlowGrid tells them where to be and when once they arrive. Together, they create a seamless journey from "interested" to "attending" to "amazing experience."
Why WeTravel Excels at Payments & Bookings
Used by over 8,000 travel businesses worldwide, WeTravel solves the hardest part of multi-day events: getting paid efficiently and managing international participants.
Global Payments, Local Fees
Price your retreat in USD, EUR, GBP, or any of 34 currencies while participants pay in their local currency. No foreign exchange headaches for you or them.
- Fee-free bank transfers (ACH, SEPA, BECS) in supported regions
- Industry-low credit card rates (1.5%-2.9% depending on region)
- Option to pass fees to participants transparently
Flexible Payment Plans
Make your $2,000 retreat accessible with payment plans: deposit upfront, installments over time, automated billing reminders.
"We've seen a 50% increase in sales since using WeTravel's flexible payment options." — Matteo Troiani, Be In Italy
Complete Booking Management
Collect custom information (dietary restrictions, room preferences, emergency contacts), manage room inventory, send automated emails, and track everything in one dashboard.
- Customizable registration forms & questionnaires
- eSignature collection for waivers
- Add-ons (spa treatments, excursions, equipment rentals)
- Participant manifest export for on-site coordination
Partner Network & Supplier Payments
Pay retreat centers, yoga teachers, tour guides, and other partners directly through WeTravel's Partner Network with low-fee transfers. No more juggling Venmo, PayPal, and international wires.
Why FlowGrid Excels at Schedules & Experience
Once participants are registered (thanks to WeTravel), they need to know what's happening when. FlowGrid makes your event schedule the best part of the experience.
Mobile-First, Always Beautiful
80% of attendees check schedules on their phones. FlowGrid's responsive design works perfectly on any device—no pinching, zooming, or squinting at tiny PDFs.
- Day tabs for easy navigation across multi-day events
- Session cards with all key info (time, teacher, location, capacity)
- One tap to see full session details
- Search & filter to find exactly what you're looking for
Real-Time Updates (No Re-Printing)
Teacher gets sick? Room changes? Add a surprise session? Update once in FlowGrid, and everyone sees it instantly. No more printing 200 updated PDFs.
"We made 15 last-minute changes during our 5-day festival. With FlowGrid, nobody missed a thing." — Sarah K., Yoga Festival Organizer
Teacher/Facilitator Profiles
Give your teachers the spotlight they deserve. Professional profiles with photos, bios, and all their sessions in one place. Participants can explore who they'll learn from.
Session Capacity & Bookings
Track which sessions are filling up with real-time capacity indicators ("5 spots left", "FULL", "Waitlist available"). Participants can register for specific sessions if needed.
Setup in Under 10 Minutes
Upload your schedule via CSV, customize colors and logo, publish. That's it. No technical skills needed, no developer required.
How WeTravel + FlowGrid Work Together
Here's the magic: these tools don't overlap—they complement each other perfectly. Here's a real-world workflow:
Create Your Retreat in WeTravel
Set up your trip page with dates, pricing, itinerary overview, photos. Add payment plans, collect custom information, set room inventory.
Promote & Accept Registrations
Share your WeTravel booking link via email, social media, your website. Participants book, pay deposits, receive confirmation emails automatically.
Build Your Schedule in FlowGrid
Upload your detailed day-by-day schedule (CSV or manual entry). Add teacher profiles, session descriptions, locations, capacity limits.
Share Your FlowGrid Schedule
Add your FlowGrid schedule link to WeTravel's trip page, confirmation emails, and pre-event reminders. Participants can explore before they arrive.
During the Event
Participants check FlowGrid daily on their phones. You make real-time updates as needed. Everyone stays informed without constant announcements.
Post-Event Analytics
WeTravel shows you booking data, revenue, and refunds. FlowGrid shows you which sessions were most popular, total views, peak engagement times.
💡 Pro Tip: Embed Your Schedule
Add your FlowGrid schedule URL to WeTravel's automated confirmation emails, so every participant gets the schedule link the moment they book. Zero extra work for you.
Real-World Example: 7-Day Wellness Retreat in Bali
Let's see this in action with a concrete example:
Event Details
- 📍 Location: Ubud, Bali
- 📅 Duration: 7 days, 6 nights
- 👥 Capacity: 30 participants
- 💰 Price: $2,500 USD per person
- 🧘 Activities: 42 sessions across yoga, meditation, workshops, excursions
What WeTravel Handles:
- Registration page with beautiful photos and retreat description
- Payment plan: $500 deposit + 3 monthly installments of $666
- Collect dietary restrictions, yoga experience level, room preferences
- Automated payment reminders sent 1 week before each installment
- Manage room assignments (singles, doubles, shared)
- Add-ons: Private massages ($80), airport transfers ($50), surfing lesson ($120)
- Send pre-departure emails with packing list and travel info
- Process $75,000 in revenue with 1.5% average fee (vs 2.9% with PayPal)
What FlowGrid Handles:
- Daily schedule with 6-8 sessions per day
- 4 teacher profiles with photos and bios
- Session details: "Morning Vinyasa Flow - 7:00 AM - Main Shala - All Levels - 30 capacity"
- Track which workshops are filling up ("Breathwork Circle: 5 spots left")
- Real-time update when afternoon hike gets moved due to rain
- Mobile schedule accessible on retreat center WiFi and personal hotspots
- Post-retreat analytics: "Sunset Meditation" was viewed 127 times, most popular session
📊 Results:
- • Time saved: 15+ hours not spent on payment follow-ups and schedule questions
- • Revenue increased: 40% booking conversion (vs 25% previous year with generic forms)
- • Participant satisfaction: 28 out of 30 participants rated schedule accessibility 5/5
- • Reduced printing costs: Zero printed schedules needed, saved $200+
What It Costs (Transparent Pricing)
💰 Total Cost Example (30-person retreat, $75,000 revenue):
With WeTravel + FlowGrid:
- • WeTravel: ~$1,500-2,000
- • FlowGrid: $29/month
- = Total: ~$1,530-2,030
Old way (Stripe + Forms + PDFs):
- • Payment fees: ~$2,500
- • Manual work: 20+ hours
- = Total: ~$2,500+ plus lost time
💚 You save: $500+ and 15-20 hours of admin time
Who Should Use This Combination?
The WeTravel + FlowGrid pairing works brilliantly for:
✅ Perfect For:
- • Wellness retreats (yoga, meditation, detox)
- • Multi-day festivals (dance, music, arts)
- • Workshop series (3-7 day immersives)
- • Educational programs (courses, trainings, teacher certifications)
- • Adventure tours with daily itineraries
- • Conference organizers with breakout sessions
🎯 Ideal Event Size:
- • 15-500 participants
- • 3+ days duration
- • 10+ sessions to manage
- • $500+ ticket price (payment plans helpful)
- • International attendees (multi-currency useful)
- • Mobile-first audience (millennials/Gen Z)
How to Get Started
Sign up for WeTravel
Book a demo to discuss your specific needs, event size, and get custom pricing.
Request WeTravel Demo →Start FlowGrid for Free
No credit card required. Create your first event, upload your schedule, and see how it looks on mobile.
Create Free FlowGrid Account →Connect the Two
Add your FlowGrid schedule link to your WeTravel trip page, confirmation emails, and pre-event communications. That's it—you're done!