Make a Timeline

A timeline, or retreat planning calendar, is basically a schedule of what needs to be done by when in the planning of an event.  It is wise to plan 9 to 12 months ahead of time.  For a smaller event, 3 to 6 months may be sufficient.  A longer timeline is helpful for smaller groups where individuals carry a bigger load.  Planning a year in advance is not too soon, especially when speaker and venue availability is an issue.

It is a little like being pregnant!  You have a 9-month deadline and have a list of things that need to be done before the date arrives.  Based on that “due date,” you plan accordingly, and you know how much time you have before the “big day” arrives.  There are things you can do almost immediately and things that will have to wait until just prior to the event.

When making your event timeline, begin with any cut-off dates that you have with the venue where the event will take place.  Hotels, as well as other venues tell you the final date when they need to receive your list of attendees, which helps them plan for rooms and meals.  These deadlines help you know how much time you have to plan and when to start and end registration.  For example, if the hotel rooming list is due on November 1 for our November 12 retreat, I know that I need to schedule registration to end before that day and give myself time to make room adjustments.  I also need to determine how many weeks our women will have to sign up, and coordinate church and bulletin announcements.  So, in the above scenario, where the rooming list is due on Nov. 1, registration would begin in mid-September and end at the end of October, when final payment would be due.

• Nov. 12  RETREAT
• Nov. 1  Hotel requires rooming list
• Oct. 25  End retreat registration
• Sept.15  Begin retreat registration

This is the core of your retreat planning calendar.  Other due dates and related events can be added to this as you go, helping to keep your planning on schedule.