I've been hosting fitness retreats in Mallorca since 2016, and insurance is the single administrative task most new retreat operators underestimate—both in complexity and cost. It's not optional, it's not something you can sort out the week before, and if you get it wrong, you're personally liable for anything that goes wrong.
Here's what you actually need, what it costs, and how to avoid the mistakes I see coaches make when they're setting up their first retreat.
Public Liability Insurance: The Non-Negotiable Baseline
Public liability covers you if a guest is injured on your retreat or if you cause damage to third-party property. This is the policy every venue owner will ask to see before they let you take occupancy, and in Spain it's a legal requirement for any commercial activity involving the public.
Standard cover is €5 million, though some insurers offer €10 million. The premium depends on your group size, the activities you're running, and whether you're operating in the EU or globally. For a week-long retreat with 12 guests doing land-based fitness (HIIT, strength training, hiking), expect to pay €300–600 per retreat for single-event cover, or €1,200–2,000 annually if you're running multiple weeks.
The most common claim scenarios we see: a guest twists an ankle on a trail run and needs hospital treatment, or someone damages hotel property during a session. Public liability handles both. Without it, you're paying out of pocket, and medical costs in private Spanish hospitals can run into thousands for even minor treatments.
One critical detail: your policy must explicitly list the activities you're delivering. If your certificate says "fitness classes" but you take guests on a mountain hike, that claim will be rejected. Make sure hiking, outdoor circuits, beach training—whatever you're actually doing—is named on the schedule of activities.
Professional Indemnity Insurance: If You're Coaching
Professional indemnity covers you if a guest claims your coaching advice caused them harm—typically an injury from poor instruction, unsafe programming, or failing to account for a pre-existing condition they disclosed.
If you're renting a venue and bringing in external coaches to deliver all the sessions, you don't need this—it's their responsibility. But if you're leading any sessions yourself, you need it. The distinction matters: public liability covers accidents (the guest slipped), professional indemnity covers negligence (you told them to do something unsafe).
Annual premiums for professional indemnity typically run €400–800 for a sole trader delivering group fitness. If you're also offering one-to-one coaching, nutrition advice, or any kind of rehabilitation work, the premium increases. Most insurers will ask for your qualifications, your experience, and whether you've had any prior claims.
The scenario that comes up most often: a guest injures their lower back during a session and later claims you didn't modify the movement despite them mentioning prior issues. Even if the claim is unfounded, defending it without insurance can cost you thousands in legal fees alone.
Employer's Liability: If You Hire Anyone
If you employ anyone—even a part-time assistant coach, a chef, or someone handling admin on-site—you need employer's liability insurance. This is a legal requirement in most EU countries, including Spain, and covers you if an employee is injured while working for you.
The definition of "employee" is broader than most people realise. If you're paying someone a daily rate to help with sessions, cook meals, or manage logistics, they're likely considered an employee for insurance purposes, even if you've structured it as freelance work. HMRC and Spanish tax authorities have similar tests: if you control when and how they work, they're employed.
Annual employer's liability premiums start around €200–400 for a single employee and scale with headcount and payroll. If you're running one or two retreats a year and genuinely hiring independent contractors (they have their own insurance, invoice you, work for multiple clients), you may not need this. But if you're paying someone to be on-site for your retreat exclusively, assume you do.
Travel and Medical Cover: Who's Responsible?
This is where confusion creeps in. You are not responsible for insuring your guests' travel, flights, or personal medical emergencies. That's their responsibility, and you should make it explicitly clear in your terms and conditions that they must have their own travel insurance before arrival.
What you are responsible for: emergency medical costs if a guest is injured during a session you're leading and needs immediate treatment. Public liability typically includes a medical expenses extension (usually up to €5,000–10,000 per person), which covers the ambulance, A&E visit, and initial treatment. Anything beyond that—repatriation, ongoing care, cancellation costs—is the guest's own travel insurance.
We've had two guest injuries in eight years that required hospital visits: one sprained ankle during a coastal hike, one allergic reaction to a bee sting during an outdoor circuit. Both were fully covered under our public liability medical extension. The guests' own travel insurance handled their flight changes and follow-up appointments back home.
The mistake I see new operators make: assuming their public liability covers everything. It doesn't. If a guest gets food poisoning from a restaurant you booked, falls ill before the retreat and wants a refund, or injures themselves outside of your scheduled activities, that's not your liability—it's why they need their own cover.
Cancellation and Event Insurance: Optional But Worth Considering
Cancellation insurance reimburses you if you have to cancel the retreat due to unforeseen circumstances: serious illness, a family emergency, venue closure, or a natural disaster. It's optional, but if you've committed to non-refundable venue deposits and flights, it's worth the cost.
Premiums are typically 5–8% of your total retreat cost (venue, flights, any pre-paid services). For a €6,000 retreat, expect to pay €300–500 for cancellation cover. The policy pays out if you cancel for a valid reason listed in the terms—usually illness, injury, jury service, or venue failure. It does not cover you changing your mind or failing to fill the retreat.
We don't carry cancellation insurance for every retreat because we're running multiple weeks and can absorb the occasional rebooking. But if you're running one or two retreats a year and the financial hit of cancelling would be significant, it's sensible cover to have.
How to Actually Get Insured
Most fitness retreat operators use specialist activity insurance brokers rather than high-street insurers, because the cover needs to be tailored to outdoor group fitness and international travel. Standard business insurance policies exclude most of what you're doing.
The three brokers we've used or seen other operators use: Protectivity (UK-based, covers EU retreats), SportsCover Direct (good for adventure and hiking components), and Ripe Insurance (flexible for multi-activity weeks). All three will quote based on your activities, guest numbers, and whether you're doing single-event or annual cover.
The application process takes 20–30 minutes. You'll need to provide your qualifications, a schedule of activities, the venue address, guest numbers, and confirmation of any staff you're hiring. Most policies are issued within 48 hours, and you'll receive a certificate of insurance you can send to the venue owner.
One final piece of admin: make sure your policy includes worldwide cover if any of your guests are travelling from outside the EU. Some policies default to EU-only, which can create issues if a guest from the UK (post-Brexit) or elsewhere makes a claim.
Insurance isn't the exciting part of running a retreat. But it's the foundation that lets you operate legally, protects you from financial ruin if something goes wrong, and gives your guests confidence that you're running a professional operation. Get it sorted early, keep your certificates accessible, and make sure your activities list matches what you're actually delivering on the ground.
If you're considering hosting a retreat at our venue in Cala San Vicente, we can walk you through the specific insurance requirements for operating in Spain and connect you with brokers who understand the Mallorca fitness retreat market. Full details at ultimatefitnessholiday.com/run-a-retreat.