Our guild has By-Laws (rules) that govern our membership. The President and the Guild Board (Vice President, Treasurer, and Secretary will add new by-laws as time goes on and also re-evaluate the old by-laws to remove them if they aren't relevant to the guild to date. If your guild has by-laws, I suggest you meet and make an amendment to your by-laws to add a section regarding your quilt retreat attendance. For example: Active members will have first choice in attending the quilt retreat. An Active member is someone who supports the guild through attending meetings and/or participates in guild charity projects.
If you don't have by-laws, then a member or President can make a motion to be voted on by members at a meeting. Those members in attendance can vote on the motion to be approved...All in favor raise your hand. Motion approved or denied.