Creating a Great Retreat
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Decide on the Nature of Your Retreat
Who are your target participants? What are their needs? What do you want the purpose of the event to be? Select a theme.
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Decide on the Retreat Program
What sort of activities will achieve your goals? Will you want a guest speaker/facilitator? What sort of location would be best? How will the retreat be financed? Draw up a preliminary budget.
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Make the Arrangements
Choose your date(s) and two or three alternatives. Contact your speaker/facilitator for availability. Contact your retreat location for availability. Complete contracts and related paperwork. Determine the fee structure.
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Plan and Divide Responsibilities
- Publicity
- Decide on type and timing of announcements/ads/mail-outs, etc. Invitations and ads communicating event, dates, location, theme, purpose, fees.
- Registration
- How will you register people? What information will you give them at check-in? Will you have room assignments? Will you provide prizes or giveaways? Will you have signs or decorations?
- Prepare the agenda
- What will happen when? Will you have classes/discussion breakouts/focus groups/sharing circles/exhibits/free time? What personnel are required for each program element?
- Logistics
- What types and sizes of meeting areas will be needed? How will you want chairs and tables set up? What audio-visual equipment will you want to reserve or bring? Make meals and snacks decisions and requests. Reserve recreational areas or equipment as necessary. Turn in “guaranteed minimum” number.
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Arrive / Check In / Set Up / Execute Your Plan
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Clean Up / Check Out
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Evaluate
While things are still fresh in your mind — What went right? What went wrong? What could be improved or changed for next time? Keep notes and records for next time.