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Secret Angels

Posted by Debby on August 30, 2010

An “angel” is a messenger, and we have a group of ladies designated as “secret angels” at every retreat. These ladies “secretly” deliver treats and remembrances to all of the ladies in attendance. When at a hotel, this means using a time when the meetings are not in session to put a treat or retreat remembrance at every seat. When we were much smaller and meeting in a retreat center where this was possible, it might have meant putting a mint or a chocolate treat on each lady’s pillow.

These special deliveries are done several times during a retreat weekend. One time, the secret angel will leave a sweet treat or treat bag. Later during the weekend, the secret angel may hand out the retreat bookmark or a fancy chocolate. Prior to the final session, the secret angels deliver the retreat remembrances.

Yes, the women could just pick these up as they walk in to the session, and we wouldn’t need secret angels. But this is a fun way to involve a couple women in serving behind the scenes. And discovering what awaits them each session is a sweet surprise for our ladies.

Posted in: Little Things Make a Big Difference!, Retreat and Event Planning

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Pros and Cons – Hotel

Posted by Debby on August 27, 2010

In determining a location for your retreat, you can choose from basically two general categories: hotels and retreat camps. We have held retreats in both over the years. This year, we again looked into hotels and retreat camps, comparing amenities and costs. We listed our Pros and Cons for a Retreat Camp. These are our thought on hotels:

HOTEL – Pros

Rooms are private and comfortable;
Cleanliness;
More staff available to meet needs;
Possibly better equipment and set-up (lighting, tables, podium, etc.);
Weather issues are a non-issue with everything under one roof;
Food quality may be better with better selection and service;
Food can be served according to our schedule;
More conducive environment for older or disable guests.

HOTEL – Cons

Generally more expensive than a retreat camp, depending on accommodations;
Other groups and functions at the hotel can be a distraction;
Traffic in the city;
Fire drills (and yes, we have experienced fire drills in the middle of the night more than once!);
Bar in the lobby may create a worldly atmosphere;
Not allowed to provide your own snacks in the meeting room for the group;
Staff may be too busy to be attentive to your group.

Posted in: Location, Location, Location, Retreat and Event Planning

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Pros and Cons – Retreat Camp

Posted by Debby on August 23, 2010

In determining a location for your overnight retreat, you can choose from two general categories: hotels and retreat camps. We have held retreats at both over the years. This year, we again checked out hotels and nearby camps where our retreat could be held, comparing amenities and costs. So we decided to give you our list of pros and cons for each. Perhaps you can think of others! Let’s begin with the retreat camp:

RETREAT CAMP – Pros

Often located outside of the city, where there is more opportunity for actual scenery, less city noise, closer to nature and a feeling of “getting away”;
Less crowded;
Often, there are different accommodation options available, ranging from hotel rooms to cabins to dorms;
Generally, a retreat camp is a little less expensive, depending on your accommodations;
Many retreat camps are Christian-owned and operated, meaning that you are mostly dealing with Christians;
May accomodate smaller groups without requiring room commitment;
Often, you can bring your own snacks into the meeting room;
More opportunity for outdoor activities, such as hiking, outdoor sports, water activities, etc.

RETREAT CAMP – Cons

Weather can be an issue because moving to meeting area or cafeteria often requires a walk outside;
Often, retreat camps are out of town and require more driving in unfamiliar territory;
Camp food often leans toward the higher fat, more carbohydrate filled “comfort” food (expect gravy!);
Food may be served cafeteria style, on their schedule;
Meeting rooms may be less comfortable, less conducive to media use;
Possibly less privacy and more rustic bathrooms;
Beds less comfortable, and you may have to bring your own bedding; and many camps still have bunk beds for certain levels of accommodations;
Dorms may present challenges due to loud sleepers, late-nighters, early risers, etc.;
Bunk beds may be an option, presenting difficulties for those sleeping in the top bunk;
May present physical challenges for older or disabled guests;
Depending on how rustic the camp is, sewer problems can be an issue;
Bugs and critters (need we say more?).

Posted in: Location, Location, Location, Retreat and Event Planning

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Retreat Planning Meeting, Part 2

Posted by Debby on August 10, 2010

Depending on the level of participation, the Retreat Planning Meeting provides our women’s leaders with a list of ladies who are willing to help in the various areas. Often, we will make these lists available to women at other times, such as women’s Bible study, so that we can give the opportunity to as many women as possible. While we still may need to recruit more help, if enough do not sign up, it does give us that basic group of servants that will be so crucial to pulling off the retreat.

I like the concept of the Retreat Planning Meeting, because no one can say that they did not have the opportunity to get involved. While we have many ladies that we can count on and call upon to help, this opens the door for any woman in the church to test the waters and get involved in a small way. It is a great way for ladies to get plugged in and feel that they are part of the ministry. So often, we discover women who have gifts that we didn’t know about just because they signed up in an area of interest to them. For instance, someone will sign up to be involved in the skit, and we had no idea that they would be interested in acting! Or someone will sign up to help with decorations, and we discover a new talent in that area!

Three cautions: When we make up these sign-up sheets, leaders are just estimating what kind of help that they are going to need. Some may still have need for more help, while others don’t have enough tasks to spread around to all who signed up. Stay in contact with the women who have signed up. If they are not needed in one area, perhaps they would be interested in helping in another. Secondly, every woman who does sign up must be contacted; if we neglect to contact someone who signed up, feelings could get hurt. Finally, after actual registration for the retreat has begun, is it wise for the leaders to confirm that the ladies on their sign-up list have indeed signed up for the retreat In the month between the time they sign up to help and actual registration, their plans may have changed. You don’t want to be counting on women who then cannot actually be there to help!

Posted in: Retreat and Event Planning, Starting Points in Retreat Planning

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Retreat Planning Meeting, Part I

Posted by Debby on August 8, 2010

About three months prior to the retreat, we schedule a “Retreat Planning Meeting.” Ours will be taking place this Sunday, August 8th, after the morning service. It is at this meeting, which is open to any interested woman in the church, that women who desire to serve in various areas of the retreat (both in preparations before as well as during the retreat) come to find out what opportunities are available. Each of our nine women’s ministry leaders have been assigned certain areas of responsibility for the retreat–from registration prior to the retreat to cleanup at the end of the retreat. Prior to the “retreat planning meeting,” each leader estimates how many women she will need to help her carry out her retreat duties. For instance, the leader in charge of registration will need a certain number of women who can help with registration after each Sunday service during the month that registration is open. She will determine exactly what her needs are, and that information will be given to the leader in charge of the retreat planning meeting. In the same way, the leader in charge of book reviews will need those who are willing to read a book and do a short review at the retreat, as well as women who are willing to work at the book table during the retreat. The leader in charge of greeting will ask for volunteers for the various times during the retreat that she wants to have greeters available.

Sign-up sheet are made, based on that information. These sign-up sheets are put out at the retreat planning meeting. Our hope is that many women will attend the meeting and desire to serve. At the meeting, each leader will explain what will be required of those who sign up in her area of responsibility. Women are given the opportunity to ask questions and sign up (name and contact information) in the area(s) where they feel led to serve. The leaders then contact those who have signed up and more specific direction is given. For instance, a woman who signs up to help with registration is contacted to find out when she is available to serve, and then she is put on the schedule.

See more at Retreat Planning Meeting, Part 2.

Posted in: Retreat and Event Planning, Starting Points in Retreat Planning

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