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Registration at the Retreat

The registration table at the retreat is where the women come, just prior to the first session, to check in and to pick up their name tags and booklets.  In past years, room keys were also picked up at this time.  Because we are in a hotel, we have found that allowing each woman to check into the hotel individually is much less hassle.

To prepare for registration at the retreat, nametags are matched with retreat booklets, and arranged alphabetically on the tables.  This can be set up early; however, we don’t allow women to pick up their nametags/booklets until registration has officially begun.  So after setting up the registration table, we cover it until the scheduled time for registration–normally an hour to an hour and a half from when the first session begins.

As women pick up their packets, their name is checked off a master alphabetical list of those attending.  Discrepancies are then noted immediately.  The most common problem we encounter is when a group substitutes a new woman (who has not officially registered) for one who cancelled at the last minute.  To be prepared for this, we have blank name tags and extra booklets on hand.  Also, the hotel must be kept informed of any changes to rooming that are made at the last minute.  If your group is larger, you can have different tables sections of the alphabet (A-L register here, M-Z register here).

Posted in: Ministry at the Retreat, Registration, Retreat and Event Planning, Rooming Issues

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Teen Rooms

Our women’s retreats are open for teenaged girls 7th grade and above.  Our pastor’s wife, Denise, believes that it is good for teen girls to participate in women’s retreats and that it helps them cross the bridge from youth to young women.  Both her daughter, and later my daughter attended many of our women’s retreats as young teens and now as young adults.  Speaking as a mom, I highly recommend it!  She was involved in youth activities at church.  However, the women’s retreats gave her an opportunity to see Jesus working in women’s lives, and hear from women other than her mother.    And of course, any opportunity to instill God’s Word into a young life is a good thing!

Sometimes the teens will attend the retreat and room with their moms.  However, every year we offer a “teen room” option, where the teens can be together in a room with a chaperone (or two chaperones, depending on the number of teens).   While we know the girls profit from the main sessions during the retreat, being together with those their own age gives them the option of sharing with other teens and participating in more teen activities.  Often, we will provide a workshop specifically for the teens.  If possible, we plan free time activities specifically geared to them.

We would offer a few guidelines as you open your retreat to teens:

  • Of course, a parental permission slip is required for girls attending the retreat when their mother is not in attendance. If a teen attends without her mother, another woman who is attending must be designated as the responsible adult, and this is noted on the parental permission form (this could be the chaperone);
  • Teens need to stay with their moms, or be with the teen group at all times;
  • The teen chaparone(s) are not allowed to take the girls off the retreat property (i.e. going away for lunch or shopping during free time);
  • We ask chaperones to ensure that teens are in attendance at all main sessions (usually three main teachings and the ending session with communion).

Posted in: Retreat and Event Planning, Rooming Issues

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Rooming Option Lesson Learned

When we book a hotel for our retreat, there are often two queen-sized beds in each room.  In order to bring the price down for the ladies, we offer a “four-to-a-room” option, which means that two ladies would need to share a bed.  This could be a difficult situation for ladies who don’t know one another well.  So we adapted over the years, and we now require that a woman who wants the lower-priced option must designate one roommate on the registration card (the one with whom she will share a bed).  This way, both ladies sign up knowing with whom they will be sharing the bed, and thus prevents the awkwardness of  sharing a bed with a stranger.  It is best if these ladies sign up together, each designating the other as their roommate, to avoid the possibility of designating a roommate who never actually registers for the retreat (and believe me, that has happened!)

Posted in: Lessons Learned, Retreat and Event Planning

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Rooming Options

Rooming options for women’s retreat may change, depending on the location of the retreat and what rooming options the hotel or retreat center has available.  While some women are willing to pay the higher price for two-to-a-room, we try to offer other options.  Normally, the cheapest option at a hotel would be four-to-a-room, where there are two queen-sized beds per room.  This means two ladies are sharing each bed.  The one challenge has been the sharing of beds, which we will address in our next post.

Other rooming options could include:

  • Requesting a rollaway bed, if available;
  • Special rooming for those accompanied by their nursing infant (not all women want to be in a room with an infant);
  • Handicap room;
  • Room close to the meeting room (specifically for those with mobility problems);
  • Smoking room;
  • Quiet room (we also provide ear plugs at the hospitality table should a problem arise).

Posted in: Retreat and Event Planning, Rooming Issues

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Managing the Prices at Your Book Table

Managing the prices at your retreat book table is key to having a successful book table.  It is not always possible to offer good deals if the books you wish to showcase are all new releases.  But we like to have a variety of books, including older and classic books, as well as a variety of price ranges.  Here are some of our ideas:

  • We try to make available small, quality books in the $3-$4 range.  Sometimes you can find mass market paperback copies of classics that are available for a very low price, which can then be offered at a low price.
  • If possible, we try to offer books priced below their retail price.  The two primary ways that we are able to do this is by shopping sales (both at retail stores and from online distributors) and by ordering through our church bookstore and passing their discount on to the women.
  • We keep the prices as low as possible after factoring in taxes and any applicable shipping charges.  This is a service to our women, not a money-making venture.  Our goal is to break even.
  • We always check Amazon.com to see if the books we want to order are available used.  This is tricky, because the shipping costs can sometimes be prohibitive.  However, if I do find books used (in very good condition only), I mark them clearly as “gently used” so no one is deceived into thinking that they are buying a new book.

One note:  Even though it is tempting, we would advise that you DO NOT lower book prices at the end of the retreat just to get rid of books.  This would be unfair to those who purchased the book at full price early in the retreat.  If ladies find out that by waiting they may get a better price, you will lose a lot of early sales.The exception to this would be if you had sold no copies of a specific book and wanted to lower the price on that book only.

Posted in: Book Table, Retreat and Event Planning

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