I've hosted fitness retreats in Mallorca since co-founding Ultimate Fitness Holiday, and I've seen coaches arrive with everything from two suitcases to a single backpack. Both can work, but the coaches who pack strategically spend less time solving logistics and more time delivering great sessions. Here's what actually needs to come with you when you're hosting a fitness week abroad.
Training equipment that travels well
Most international retreat venues—including ours in Cala San Vicente—provide basic equipment: mats, dumbbells, kettlebells, sometimes a squat rack or TRX setup. The key is confirming what's included before you fly. Ask the venue operator for a complete equipment list, ideally with photos. If they say "we have weights", ask how many sets and what increments. If they say "plenty of mats", ask how many (if you're bringing eight guests and they have four mats, you'll need to pack extras or adjust your programming).
What consistently travels well and fills gaps: resistance bands (loop bands and long therapy bands—compact, versatile, useful for warm-ups and strength work), small agility equipment (cones, a short agility ladder if you fold it flat), one or two interval timers (Gymboss-style or similar—don't rely solely on your phone), and a skipping rope per participant if your programme includes jump rope intervals. These items fit in checked luggage and weigh little relative to their usefulness.
What doesn't travel well: heavy dumbbells, full-size barbells, stability balls (unless you're driving), bulky foam rollers. If the venue doesn't have them and your programme depends on them, you'll need to rent locally or adjust your sessions. I've found that bodyweight circuits, resistance band progressions, and outdoor hill sprints can replace almost any equipment-dependent workout if you plan ahead.
Tech and audio you can't borrow
You need a reliable Bluetooth speaker (or two, if you're running outdoor sessions across a large area). Battery life matters—choose something that lasts a full session without recharging. Bring the charging cable and a multi-country travel adapter (Type C for Spain and most of mainland Europe; check for your specific destination). If you're running group sessions for more than six people outdoors, consider a portable voice amplifier or headset microphone. You don't want to shout over wind or distance for an hour every morning.
Pack backup chargers for your phone and any wearable tech you use for timing or heart rate monitoring. A small power bank can save a session if you're filming form checks or streaming a playlist. Download all your training playlists offline before you fly—don't assume the venue will have fast Wi-Fi in outdoor training areas.
If you're filming sessions or posting daily content (most coaches do this now), bring a lightweight tripod or phone mount. It doesn't need to be professional-grade, just stable enough for a 30-second clip of a circuit demo.
Business and safety essentials
This is where newer retreat hosts sometimes skip items they later wish they'd packed. Bring a printed copy of your liability insurance certificate (the venue may ask for it on arrival), a first-aid kit (plasters, blister pads, antiseptic wipes, pain relief, rehydration sachets, athletic tape), and any participant waivers you haven't collected digitally. If you're accepting cash payments on-site for extras—massage bookings, retail items, optional excursions—bring a small lockbox or secure pouch.
Carry a notebook or tablet for session notes and any printed itineraries or backup schedules in case your phone dies. I keep a single laminated A4 sheet with the full week's timetable, meal times, and emergency contact numbers (venue manager, local medical centre, our insurance hotline). Guests often ask logistical questions at odd times, and having it printed avoids fumbling through emails mid-conversation.
If your destination requires specific travel insurance, vaccination records, or Covid-related documentation, pack physical copies in a plastic folder. Don't rely on being able to pull up a PDF at an airport check-in desk with patchy signal.
Clothing and personal kit for the climate
You'll be running multiple training sessions per day, so pack more training gear than you think you need. For a week-long retreat, I bring at least six sets of training clothes (shorts or leggings, breathable tops, sports bras if relevant), plus a long-sleeve layer for cooler mornings or wind. You'll sweat through one set by mid-morning, and if you're demonstrating an afternoon session, you'll need a second change. Laundry access varies—our Cala San Vicente venue has a washing machine available, but not every rental property does.
For Mallorca specifically, April–May and September–October are the most comfortable training months: warm but not the July/August heat. Pack sun protection (high SPF, reapply after sweat), a cap or visor for outdoor sessions, and sunglasses. If you're running coastal or mountain hikes, bring proper trail shoes with grip—rocky Mediterranean paths are not the place for worn-out road trainers.
Evenings are typically free time, so bring casual clothes that work for dinners out or socialising with guests. You're still "on" as the host, so something presentable but comfortable. A light jacket or fleece is useful for spring and autumn evenings, even in Mallorca—the temperature drops after sunset near the coast.
What the venue should provide (and what to confirm in advance)
At our venue in Cala San Vicente, we provide all large training equipment (dumbbells, kettlebells, mats, pull-up bar), kitchen access for coaches who want to prep their own meals, and eight en-suite guest rooms. Coaches using our venue rental package can request specific equipment in advance if their programme requires it—we either have it on-site or can arrange rental locally.
What to ask any venue before you commit: mat quantity and condition (are they yoga mats or thicker fitness mats?), dumbbell range (do they have enough weight variety for a mixed-ability group?), outdoor training space (grass, concrete, sand—this affects session design), storage space for your gear, and access to the training area outside of guest check-in (can you set up the night before, or will you be doing it each morning?).
If the venue is within an hour of a major airport—Palma airport (PMI) to Cala San Vicente is roughly 70km, about an hour by road—check if they offer airport transfers or can recommend a reliable service. You'll have luggage, your guests will have luggage, and navigating public transport with resistance bands and speakers is rarely fun.
How I pack for a week-long retreat now
I use one checked bag and one carry-on. The checked bag holds all training clothes, personal kit, and anything heavy (resistance bands, small weights if I'm bringing them for a specific workshop). The carry-on holds all business-critical items: laptop, insurance docs, first-aid kit, phone chargers, speaker, and one change of clothes in case the checked bag is delayed.
I also keep a master checklist saved digitally and update it after every retreat—if I forgot something or wished I'd brought an extra item, it goes on the list immediately. The checklist is broken into categories: training equipment, tech, business, clothing, personal. I tick items off as they go into the bag, which sounds excessive but has saved me more than once when packing at 6am the morning of a flight.
If you're hosting your first international retreat, pack what you'd need to deliver every session without relying on the venue for anything except space and large equipment. Once you've done a few trips and know what you actually use versus what sits untouched in your bag, you'll pare it down. But for the first one, bring backups and bring peace of mind.
For coaches interested in renting our Cala San Vicente venue—where the equipment, accommodation, and on-site restaurant are already sorted—visit ultimatefitnessholiday.com/run-a-retreat to see availability and what's included in the rental package.