Why ‘Vibe-Based’ Collabs Go Wrong
By Samantha Newton, HR Consultant, Ethical Practice Advocate & unapologetic HR Queen
Why Listen to Me?
Because I’ve been in the trenches.
I’m not here waving a clipboard, shouting from corporate towers, I’ve supported everyone from trauma-informed coaches to sound healers, reiki masters to yoga teachers, when their work got messy and personal. I’ve been called in when the refund requests land, the collaborations explode, the burnout hits, and the policies don’t exist. I know what happens when practitioners try to hold everyone else without structure to hold themselves.
I’ve also rebuilt that structure, without stripping away your soul. That’s the difference.
So no, I’m not here to tell you to “get more organised.” I’m here to help you stay in this work, with less resentment, more protection, and way more peace.
Good vibes don’t cover cancellations, disputes or money drama, a written agreement does.
Collaboration is wonderful, but without the wisdom of your HR Queen in your corner, you’re walking into a field full of financial landmines and crossed wires. Let’s get you sorted before the paperwork (or lack of it) bites back.
Co-hosting a retreat, running a workshop, or partnering on a community space can be magical… or it can be messy. The difference? Whether or not you had a proper agreement.
We love to work with friends. We love the shared vision. But when money, power, or values enter the picture, and they will, things can turn fast. Without written roles, terms and contingencies, you’re relying on hope and trust. That’s not business, that’s gambling.
Why Verbal Agreements Don’t Cut It
People remember things differently. Memories are shaped by emotion. That excited phone call where you both said “let’s just split everything 50/50” may come back to bite you when one person ends up doing 80% of the work. Good intentions aren’t enough.
What to Include in a Collaboration Agreement
- Roles and responsibilities
- Payment terms and profit split
- Cancellations and refunds
- Ownership of content/materials
- What happens if one person pulls out?
Case Study: The Vanishing Co-Facilitator
I worked with a reiki practitioner who teamed up with a yoga teacher for a weekend retreat. No agreement was signed, they were friends, after all. You can probably guess what happened…
A reiki practitioner and yoga teacher planned a weekend retreat. No agreement was signed. The yoga teacher pulled out last minute, citing “family stuff.” The reiki practitioner was left to absorb all the venue costs, deal with confused attendees, and refund half the group. It cost her nearly £2,000, and weeks of emotional exhaustion.
Now? She uses a simple, one-page co-facilitator agreement. Every event since has run smoothly.
Collaboration Doesn’t Mean Chaos
Sole Traders, Listen Up
When it’s just you, the damage from a dodgy collab hits harder. No finance team to chase payments. No legal advisor to bail you out. A single slip-up can wipe out your month. Clear agreements aren’t optional; they’re oxygen.
You can still collaborate with heart. But lead with clarity, not charisma. It doesn’t make you uptight, it makes you smart. And ironically, it strengthens the relationship. People respect professionals who respect themselves.
The Real Risks of No Agreement
If you’re still relying on WhatsApp chats and verbal understandings, you’re risking:
- Loss of income if someone pulls out
- Damaged friendships or professional fallouts
- Client confusion and complaints
- Unrecoverable event costs and refund requests
Let me be blunt, without a clear agreement, you’re not collaborating, you’re hoping for the best.
What to Action Today
- Draft a basic collaboration agreement template
- Have the “money talk” before any creative planning starts
- Clarify your cancellation policy for shared events
- Save all important decisions in writing — follow up on verbal agreements
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Don’t hesitate to reach out.
Warm regards,
Samantha Newton
Let’s Get Your House in Order
You didn’t come this far to be undone by a cancellation policy or a boundary breach. If you’re still managing client expectations via vibes and voice notes, it’s time to upgrade.
Here’s what working with me gives you:
- ✅ Peace of mind
- ✅ Real templates that work (not fluff)
- ✅ A practice you can grow without collapsing under it
Trying to run a people-facing business without proper boundaries and agreements is like running barefoot through brambles. You’ll keep going, but you’ll bleed for it. Let me help you walk through it in boots, with a map, and a torch.
Book your free 15-min HR SOS call, because if you’re going to do meaningful work, you need meaningful protection.
Not ready for a call? Grab my free Boundaries & Burnout Audit Checklist, quick, honest, brutally helpful. It’ll show you what’s leaking energy in your business, and what to do about it.
Got a horror story or boundary win to share? Message me, I love hearing what’s really going on behind the scenes. Connect on Foyht or LinkedIn and let’s talk about making your practice not just sustainable, but brilliant.
Your energy is sacred.
So is your business.
Guard both.
Connect with Samantha Newton on Foyht & start building a practice that’s as boundaried & brilliant as you are.
Main – Photo by David Clode on Unsplash
About the Author: Samantha Newton
