Case Study: Cascadia Retreats Books 2.3x More Off-Season

Cascadia Retreats runs 28 cabins on 140 acres in the Pacific Northwest. From May to September, they're booked solid. From October to April, the team was scrambling to fill 60% occupancy.

The challenge

Inbound retreat inquiries are spiky. A wellness planner DMs at 11pm. A corporate offsite organizer emails on a Sunday. By the time the team responded Monday morning, the planner had moved on.

What changed

Cascadia ran a 14-day sprint with our team. We:

1. Trained the agent on their 12 retreat packages.
2. Connected web form, email, Instagram DMs, and voice.
3. Built an off-season pricing rule that auto-applied 15% off for Oct–April dates.
4. Wired post-quote follow-ups at 24h and 5 days.

The result

In the first 90 days:

• Off-season inquiry response time: 17 hours → 38 seconds
• Quote-to-booking conversion: 14% → 32%
• Off-season revenue: +$284k vs. prior year
• Staff hours per booking: 4.5 → 1.2

"We expected a productivity win. We didn't expect to fill October.", Tessa W., GM, Cascadia Retreats

What you can steal

A few specific tactics from this build:

• Time-based pricing rules. Discount slow months automatically in the quote.
• DM-first design. Wellness planners live on Instagram. Treat DMs as a first-class channel.
• Follow-up at 5 days. Cascadia's 5-day nudge converts at 18%.

Want a similar setup for your venue? Start a sprint or book an audit.