Investment: What Headwaters Brings Back to You and Your People
This is the final piece in our four-part series, catch up on What We Offer, Who We Work With, and How We Work if you haven't already.
The investment in a Headwaters offsite meeting/retreat is not just what it costs. It is what you bring home with you: clarity, alignment, rest, a celebration actually marked the way it deserved, or a reason to want to come back Monday morning ready instead of just tired. That return is real, whether you are a team, a board, or a family, even though it does not show up on an invoice.
That said, you deserve real numbers to plan with, not just a philosophy. Here is an approximate look at what each of our four models tend to run for a group of 15 to 20 people all-in. Unless otherwise noted, these are total program costs, not per-person prices.
What a day actually looks like. Here is a sample full-day Full Concierge program for a 15 to 20 person board retreat, priced around $5,050 to $8,150 total:
9:00 AM: Arrival and coffee at a private venue
9:30 AM to 12:30 PM: Facilitated strategic planning session
12:30 PM: Catered lunch on-site
1:30 PM to 3:00 PM: A guided vineyard tour and tasting as a working break
3:00 PM to 4:30 PM: Afternoon working session, priorities and next steps
4:30 PM: Wrap-up and closing remarks
That range covers venue rental, a facilitator, all-day coffee and a catered lunch, a guided vineyard tour and tasting, and every hour Headwaters spends designing and coordinating the day. AV needs beyond what a venue already provides would be priced separately based on what your group actually requires.
Full Concierge (15-20 people)
Full-day programs: typically $5,050 to $8,150 total
Overnight programs (one night): typically $9,150 to $14,850 total
Our most involved model, with our fullest coordination and on-site presence
Design and Launch (15-20 people)
Full-day programs: typically $4,650 to $7,700 total
Overnight programs (one night): typically $8,700 to $14,450 total
The same design, facilitation, and vendor experience as Full Concierge, with a lighter on-site coordination touch
Blueprint Only (15-20 people)
Full-day programs: typically $3,600 to $6,650 total
Overnight programs (one night): typically $7,200 to $12,900 total
We design the complete program up front, then step back, your team runs day-to-day logistics directly with vendors, while invoicing and contract oversight stay with us
Companion Experience Programming
Typically $75 to $150 per companion for a half-day curated experience
Gives partners, spouses, or family members something genuinely their own to enjoy while the main program runs
Layered onto any of the three models above
Speakers and Trainers
Local civic leaders, historians, or subject-matter experts typically run $0 to $300, often a small honorarium
Regional business coaches or emerging professionals typically run $400 to $1,200 for a tailored 45- to 60-minute presentation or workshop
Experienced regional facilitators traveling from Winchester, Leesburg, or Fairfax typically run $1,500 to $3,500
For occasions that call for a nationally recognized expert or keynote speaker, typically brought in from the DC area or beyond, fees generally run $5,000 to $30,000 or more, depending on their profile and the format
Travel is usually billed separately for anyone coming from outside the immediate area
Design Your Dream
Built for smaller, personal groups, so pricing is not benchmarked to the 15-20 range above
A single experience or two, a vineyard tasting or a guided hike, might run $500 to $1,500 total for two people
A fuller weekend with lodging and multiple experiences can run $2,500 to $4,000 total
Larger family celebrations run higher depending on selections
These numbers are a planning tool, not a quote. Every program is priced individually based on group size, length of stay, season, activity selection, venue availability, AV needs, speaker selection, and current vendor pricing, all of which shift throughout the year. Think of these ranges as a starting point for the conversation, not a number to hold us to.
The Headwaters name is intentional. A headwater is the source, the place where a river begins its journey. Every offsite/retreat we design is a headwater moment for the people who attend it. Something starts there. The work that follows is different because of it. It's where transformation begins.
When you are ready to talk through what this could look like for your people, make Headwaters your first call.
Headwaters — The Passage | www.headwatersretreats.com
