Tips for a Successful Retreat
So you’ve been chosen to set up a retreat! Here are some hints to make this task more fun and less stressful:
- Put together a planning team to help you with the many details of your event—two or three hard-workers can reduce your stress level significantly! The planning team should contact leadership, develop goals for the event, and set up a potential schedule.
- Reserve your space as early as possible at the retreat center—at Makemie Woods, popular spaces are reserved often a year in advance.
- Publicize the dates of your event as soon as you know them.
- Distribute “formal” publicity (flyers, brochures, etc.) at least two-months in advance. Set a registration deadline at least 10 days in advance of the event, and consider using a “late fee” to motivate people to sign up on time. Be sure your publicity includes information about dates, cost, location, leadership, and transportation (if applicable). On the registration form include requests for information about health and dietary needs.
- Call in your “head count” to the retreat center at least seven days in advance, and send them a copy of your schedule—this will enable the staff to serve you better.
- Inform your group! Provide your participants with a copy of a map to the facility, a schedule, and a “What to Bring” list. At Makemie Woods, we have developed some of these materials for your use. Informed campers are happier campers!
- Arrive early! The planning team should plan to arrive at the center in advance of the other participants. A member of the planning team can greet the participants and help them find their accommodations. Be enthusiastic! If you are having a good time, chances are your participants will too!
- Use Nametags! If there is even just one person in your group who might not know the name of someone else, plan to use nametags. This can be used as an icebreaker, with participants making creative tags out of a variety of materials. Other icebreaker ideas include having a puzzle that early arrivals can work on, playing games related to the theme of your event, or setting up a refreshment area.
- Always check with the center staff when making a change in your schedule that involves the facilities. For example, if you know a session will run late and your group will arrive late to a meal, let the kitchen staff know in advance so they can be prepared to keep the food hot. At Makemie Woods, we can schedule meals for different times if we know in advance of your event.
- Evaluate! Consider having your participants evaluate your event, so that you can incorporate their suggestions in the future.
- If you don’t know, ask! Don’t hesitate to call the center staff with any questions that you have.
