A “Runner”

So many issues that a retreat coordinator is called upon to resolve require going to the front desk, going to a particular room, finding a certain individual, a leader or various hotel personnel. There are times when the coordinator needs someone to run errands for her.  She needs someone to follow her instructions, quickly and efficiently.

Having a “runner” to call upon for minor errands can save many steps for the retreat coordinator.  When assigning this responsibility, it would be wise to consider someone who:

• Is familiar with how retreats are run;
• Knows her way around the retreat location;
• Knows the key retreat people;
• Is not easily distracted;
• Works well under authority.

The Hotel Liaison

The hotel or retreat center normally assigns a person to your group with whom you are to communicate most of your problems during the retreat–probably the event or banquet manager.  It is wise for your retreat coordinator to name her own “hotel liaison” for ease of communication with the hotel staff during a retreat. When issues arise that require the attention or service of the hotel staff, the retreat coordinator calls upon her “hotel liaison” to be the one who speaks to the hotel staff and pursues resolution of any problems.  This prevents the confusion that may arise as individual (unauthorized) women take it upon themselves to communicate problems with the hotel/retreat center.

It is ideal if this person has a professional demeanor and experience in this area.  She needs to be able to communicate the problem(s) or need(s) effectively, concisely and tactfully.  The person assigned to be your “hotel liaison” will be very busy during the weekend, and needs to be prepared for that.

Additionally, she needs to be available and easy to find–not only to the retreat coordinator, but also to the hotel or retreat center’s event manager.  One year, our liaison was a young woman who actually planned professional meetings as her day job.  She wore a distinctive sweater all weekend which helped hotel personnel identify her.

Help for the Retreat Coordinator

While the retreat coordinator may be the visible “head” that everyone sees running the retreat, she relies on many support people in that role.  The retreat coordinator needs to be aware of all the issues arising at the retreat, but there is no way that she can resolve those issues on her own.  She needs  ladies who are familiar with what needs to get done, and are willing be the coordinator’s hands and feet behind the scenes.  We have many ladies that our coordinator can call on.  Most of our women’s leaders are available should the need arise, but we have a couple women who are “assigned” to help the coordinator.  We will be talking about two of these in the next few posts.  They have the unofficial titles of “hotel liaison” and “runner”.

Game Room

One of the options we normally make available for our women during free time is a “game room.”  Games can provide a casual and congenial atmosphere that encourages fellowship.  Participation in a game is a particularly easy way for relative strangers to get acquainted in a non-threatening atmosphere.

The game room is open to anyone who wants to participate.  Several game choices are made available–most requiring little skill.  We have used card games and board games, and try to have a variety available that appeal to young and old.  We have also made a large puzzle available for ladies to work on during the weekend, and it always gets completed!

Key to having a successful game room is putting someone in charge who likes to play games, who knows the rules to the games, and someone who is friendly and open, eager to encourage others to join in the fun.