Books (and True Crime) With Your Besties: Episode Summary – "2025 Retreat Rundown"

In the "2025 Retreat Rundown" episode of Books (and True Crime) With Your Besties, hosts Emily and Ashley provide an in-depth recount of their recent retreat experience in Scottsdale. This episode offers listeners a behind-the-scenes look at the planning, execution, challenges, and memorable moments that defined the event. Through their engaging dialogue, Emily and Ashley share personal anecdotes, interactions with sponsors and authors, and valuable insights learned during the retreat.

Arrival and Initial Setup

Emily and Ashley kicked off the retreat by arriving early in Scottsdale, aiming to set the groundwork for a successful event. [00:11] Ashley recalls, “Last week at this time we were in Scottsdale physically building bookcases. I was supervising,” highlighting their hands-on approach. Despite a minor hiccup with their live retreat recording being interrupted, they remained optimistic, attributing the disconnection to good karma protecting their private moments with friends.

Upon arrival, the duo faced typical travel challenges, such as navigating the vast Phoenix airport and managing hefty luggage. [02:07] Emily shares, “My luggage was 65 pounds. Yours barely made it at 49 and a half pounds.” Settling into their hotel room, they swiftly connected with Lauren, their event planner, who had been instrumental in organizing their shipments to Arizona.

Challenges Faced During the Retreat

The retreat was not without its obstacles. One of the initial challenges involved scheduling manicures to boost their confidence during the busy week. [03:27] Ashley reminisces, “I love to support local businesses… but this place was physically dirty, and it gave me…I felt scared the whole time.” Both Emily and Ashley were disappointed with the unprofessionalism and unsanitary conditions at the nail salon, leading them to question the safety of the experience.

Logistical issues also arose, particularly in transporting an overwhelming number of books and swag items. [06:29] Ashley notes, “Second story, no elevator,” underscoring the physical strain of moving 800 books and numerous swag bags without adequate assistance. Thankfully, two young men generously offered their help, demonstrating the supportive community spirit that permeated the retreat.

Sponsors and Their Contributions

A significant highlight of the retreat was the invaluable support from various sponsors. Emily and Ashley extend heartfelt gratitude to companies like Skin by Lovely, Lagoon Pillow, Midi Health, K. Smith Design, and Simon and Schuster, among others. [14:19] Ashley emphasizes, “None of what we did would be possible without the sponsors. So thank you very much.” These sponsors not only provided financial support but also contributed products and discounts that enriched the retreat experience for all attendees.

Emily highlights specific sponsor contributions, such as Mix and Wick Candles, which added a delightful aroma to the event spaces, and Oliveira Skincare, ensuring participants felt their best throughout the weekend. The collaboration with sponsors was pivotal in managing costs and enhancing the overall quality of the retreat.

Social Events and Interactions with Authors

The retreat featured numerous social events where participants could mingle with authors and fellow book enthusiasts. A standout moment was the dinner with authors like Cara Ruda and Lucinda Berry, where laughter and camaraderie filled the evening. [19:05] Ashley shares, “We were laughing so hard because...we were talking about, not romance books, but the, like, hardcore, smutty… just as women being like, I don't… that doesn't do it for me.” These interactions provided valuable insights into the book industry and fostered meaningful connections between authors and attendees.

Another memorable event was the author panel, where authors shared personal stories and answered engaging questions beyond their writing processes. [22:26] Emily reflects, “The panel went so well. The authors were just so open to answering questions that weren't just about their writing.” The panel not only entertained but also educated participants, making it a cornerstone of the retreat's success.

Personal Reflections and Emotional Highlights

Throughout the retreat, both Emily and Ashley experienced a range of emotions, from stress and frustration to immense pride and joy. [09:05] Ashley admits, “I was crying because...this is a big moment,” capturing the emotional significance of seeing their hard work come to fruition. Emily echoes these sentiments, expressing how the event’s success was rooted in their genuine desire to serve and uplift their community. [24:54] Emily states, “The reason that I think the event is successful is because you and I both want to be servants to others.”

Feedback from retreat members further affirmed their efforts. [23:33] Emily shares a touching moment when a member approached her, saying, “I feel like I'm gonna get teary here, but you have to know how amazing this is, what you've done.” Such testimonials reinforced the positive impact of their dedication and meticulous planning.

Logistical Hiccups and Creative Solutions

No event is devoid of unexpected challenges, and the retreat was no exception. On one occasion, delayed lunch orders led Emily and Ashley to improvise with espresso martinis and wine during a live podcast recording. [25:13] Ashley explains, “Our lunch turned into, on stage, espresso martinis during our live podcast recording.” Despite the setback, they managed to turn the situation into a humorous and memorable moment, demonstrating their ability to adapt under pressure.

Additionally, Emily faced significant travel disruptions while returning home, grappling with a severe snowstorm that caused flight delays and cancellations. [34:41] She candidly shares, “I couldn't stop crying at the airport. I just kept crying because I just wanted to be home with my kids.” This personal account highlights the emotional toll of event management and the resilience required to navigate unforeseen circumstances.

Travel Back Home and Final Reflections

Emily's journey back home was fraught with emotional and logistical challenges due to an unprecedented snowstorm. After multiple flight delays and a supportive encounter with a compassionate airline staff member, she safely arrived in Portland. [37:35] Emily reflects, “I was so emotionally drained from the retreat. I could not stop crying at the airport.” Her resilience shines through as she overcomes these obstacles to reunite with her family.

Ashley, too, shares the stress of locating Emily during her travel ordeal. [38:42] She recounts, “I kept telling myself not to make it about me… Thank God you texted me.” Their shared experience underscores the deep bond and teamwork that Emily and Ashley maintain, even amidst personal and logistical challenges.

Conclusion and Future Plans

As the retreat concluded, Emily and Ashley took time to debrief and plan for future events. They acknowledged areas for improvement, such as better managing food and beverage logistics and increasing staff for book sales to handle high demand. [39:54] Ashley notes, “We need to have more people working at book sales because apparently our people like to purchase and read books.”

Looking ahead, they expressed enthusiasm for the next year's retreat, aiming to implement the lessons learned to enhance the experience further. [40:03] Emily invites listeners to join future retreats, emphasizing the growth and continuous improvement of their community. “We will announce first on Patreon where our besties hang out, when and where and retreat details,” she encourages, underscoring the importance of their dedicated listener base.

Behind the Scenes Insights

Towards the end of the episode, Emily and Ashley shared charming behind-the-scenes tidbits about their operations. They revealed that they share the same login information across all platforms, managing their online presence collaboratively without distinct individual accounts. [28:23] Emily explains, “We are literally all us on the same thing for every platform. So for Instagram, for TikTok, for our email, for our website, it's just both of us.” This streamlined approach allows them to efficiently manage their community engagement and maintain a unified voice.

Additionally, they recounted instances where early podcast recordings from past retreats weren’t used, ensuring that only high-quality content was shared with their audience. [27:55] Ashley proudly states, “We waited because we just knew it didn’t feel right.” This commitment to quality underscores their dedication to providing valuable and authentic content to their listeners.

Final Thoughts

The "2025 Retreat Rundown" episode offers a comprehensive and heartfelt narrative of Emily and Ashley's retreat experience. From overcoming logistical challenges and fostering meaningful connections to learning valuable lessons for future events, the episode encapsulates the essence of their dedication to building and nurturing a vibrant book-loving community. Through their transparent and engaging storytelling, listeners gain a profound appreciation for the hard work and passion that drive Books (and True Crime) With Your Besties.