Planning a retreat? Start here

While retreats may seem far easier to plan than conventions, it’s easy to underestimate the time and knowledge it takes to plan a successful one.

By Larry Beatty

Unfortunately, most retreat coordinators are “sweet talked” into their positions with tactics similar to these: “Don’t worry. It won’t take much time – we’ve already picked the date.” “You won’t have too much to do because you can delegate the work.” “We know you can do it. Here is all the information from last year.”

But no matter what the committee might say, retreat planning is hard work. Individuals who accept the responsibility must take the task seriously and plan to spend ample time on the project. A poorly planned and executed retreat is worse than no retreat at all. Here are some tips to help you efficiently plan a memorable retreat.

Program Planning/Scheduling
Whether you are planning a retreat for youth, women, men or families, the fundamental building block for everything you do is to know the people in your group and be sure your program is designed with their needs and interests foremost in mind.

If your conference depends on a key speaker as an attendance draw, the speaker must be well known and able to talk about major issues that relate to the majority of your group. Appoint two or three people to research speakers and musicians. Get recommendations from other groups that have done similar retreats. Most program directors are willing to share information and ways to contact speakers and musicians. Word-of-mouth is usually the best way to find the professionals you want.

Line up speakers well in advance. Do they agree with your purpose/doctrinal statement? Do they support the objectives of the retreat? Before contracting speakers, establish a budget and determine what you can pay them. Figure travel, meal and housing costs, as well as honorariums.

Be considerate of speakers’ needs for rest and privacy. Speakers spend many hours in preparation and traveling, which is usually very tiring. A welcome gift like a fruit basket placed in a speaker’s rooms is appreciated.

When scheduling the retreat program, be sure that there is enough free time for participants to enjoy the setting and some recreation if they wish. A schedule that has too little free time is a frequent frustration at many retreats.

Appoint one or two people who would be responsible for recreation and free-time activities. Use every opportunity available at the retreat center for participants to enjoy what the property offers. Schedule activities that encourage letting go of formalities and having fun. These kinds of activities produce an atmosphere in which relationships are often strengthened and enhanced.

Choosing a Facility
A well-defined purpose will help set some parameters for the kind of facility you need. If you are doing a marriage enrichment weekend, nicer accommodations may be more important than lots of recreational opportunities. A youth group wanting to spend a fun weekend together may put a high priority on what recreational facilities are available.

When considering your facility, the key question is how much money do you want to spend? And more important, what is the group as a whole willing to spend? The group that was so enthusiastic about the super-low price you negotiated for them may not be too enthusiastic about the resulting sagging mattresses and the mystery meat sandwiches. Just one suggestion about price: If you feel your group would appreciate something just a little nicer, but perhaps some attendees wouldn’t be able to afford it, go with what most people could afford. Then you can offer financial assistance to those needing it.
Have several options on dates that would work for your group. When comparing prices between retreat facilities, in addition to comparing the meeting and lodging facilities, make sure you ask what is included in the basic fee. Is there an extra charge for use of the meeting facilities? Do certain recreational equipment or activities cost extra? Is audiovisual equipment provided or must you bring your own? What is the charge for such service? You will have a better retreat experience if all of these details and questions are worked out before before you sign a contract.

A facility that is doing a good job serving groups will require a contract and a non-refundable deposit, usually 10 to 15 percent of the minimum fee. Be sure you understand what additional cancellation charges there might be should you cancel after you have signed a contract. Also, be sure that the minimum number of participants and the corresponding minimum fee are reasonably attainable. Take contracts very seriously. The board members of your church or organization will take the matter very seriously if they have to make up the difference when you miss your minimum or if they have to pay cancellation charges.

Another very important consideration in finding the right facility is evaluating the staff’s attitude toward service and hospitality. One good indicator of a service-minded facility is that there will be staff available throughout your stay to answer questions and take care of you needs. You will be happiest in a facility where the staff views serving retreat groups as an important part of their ministry, not just a way to fill beds and help pay the bills.

Talk to other groups and find out where they have received the best service. Whenever possible, it is very important to visit potential sites. If you find out they have “oversold” their facilities in a brochure or over the phone, they’re probably overselling their service too.

Understanding Budgeting Basics
Calculate all of the program, promotion and travel costs and divide this by the minimum number of people you hope to have. Don’t forget to add in costs for your speakers and resource personnel (people who won’t be paying for their weekend but for whom you will be charged by the retreat center) when you are figuring out your total costs. Add this amount to the per-person costs you are charged by the camp or retreat center. Make this your per-person charge for the retreat. If more people attend than your minimum estimate, you will have some money left over for next year’s deposit and promotion.

If you are concerned about keeping the cost low so that everyone in your group can afford to attend, you might want to consider adding a couple of dollars to the total price for everyone who can afford it. Then use the extra money as a sponsorship fund to help those who really do need some financial assistance. Also, remember that charging too little for a retreat might make it appear that the facility and the experience is not going to be all that great. It can make people wonder about just how rustic the facilities they will have to stay in are!

Low-Coast Promotion:Get Enthusiastic Supporters

Begin promoting at least two or three months in advance for a weekend retreat, and be sure to require a non-refundable deposit from each person who plans to attend. Deposits help people follow through on commitments. If you find yourself just a short time away from the retreat and you still haven’t reached your minimum, don’t panic – be creative. Try these options:
1. Start a phone campaign, calling every member and friend of your group.
2. Tell group members they can invite a friend who’s never attended your group before to come along for half price.
3. Invite another group within your organization to come along with you.
4. Invite members of your group or other people you know who otherwise were not planning to attend or who couldn’t afford the retreat to come along as your guests.

You need people on your promotion team who are excited and enthusiastic about what this retreat is all about. Enthusiasm is contagious and sometimes your best way to get others interested. Select people who are willing to personally invite others to attend. The personal touch is usually the best way to promote.

What is the budget for your promotional brochure? Focus content on what it is that you are offering (relaxation, comfort, fulfilling relationships, peace of mind, inspiration, etc.). Remember that the purpose of the brochure is to inform potential attendees and to get them to come!

Keep it simple. Don’t say anything that you don’t have to say in the copy. Avoid clutter. The brochure will reflect the image of the event and the group sponsoring it, so make sure it is done well and tastefully, even if it is inexpensive. Publish travel information, speaker details, and program highlights, as well as the schedule, what to wear or bring and a registration form. Registration information should be clearly stated, including the cost of the event, what the refund terms are, whether there is an early-bird discount, and details of any additional costs.

Evaluation and Follow-up: Planning Your Next Retreat
Evaluation forms do not have to be lengthy. In fact, they should be short and simple to answer. The purpose of an evaluation is to help you evaluate the success of meeting your objectives; know what attendees liked or disliked; solicit suggestions on what they want to hear or do at future retreats; and help you follow up with any spiritual commitments and with people who are new to your group.

The best time to plan for your next retreat is right after the retreat is over, while ideas are fresh and enthusiasm is running high. It is also a good time for people to commit themselves to being on the planning team for next year’s retreat.

Use the information you have gathered from the evaluation forms. Make decisions on the basis of majority opinions, not just one or two comments. The people who speak the loudest may be in the minority. That is why a written evaluation is a good tool, because you will likely hear from everyone – even the quiet participants.