An organizer could specify workshop blocks, free time and what the stay includes. The enquiry would ask about the writing project and desired support. The proposal would distinguish accommodation, meals and facilitation. A preparation document would explain which writing to bring and the sharing arrangements chosen for the group’s discussions and feedback sessions.
An illustrative example to adapt to your business. It does not represent a completed project in this municipality.
Does registration need a complete manuscript?
A summary and short extract may be enough if the organizer needs them. Explain what will be read, by whom and when before asking participants for additional material.
How should outdoor time be advertised?
Present it as an option within the programme and conditions. The essential content of the retreat should remain clear even if an outdoor activity must be adapted or replaced.