Retreat Planning Calendar I

In addition to the Organizational Chart, we have a Retreat Planning Calendar.  This calendar is developed after the retreat date is set and the location booked.  Our calendar for this year’s retreat (in November) was handed out in May to all of the leaders of various areas of retreat planning. All retreat deadlines are noted on this calendar.  For our November 12-14 retreat, we have deadlines beginning in August, approximately four months prior to the retreat.    The calendar notes the date that registration will begin (and deadlines for all registration materials to be ready) and deadlines from the hotel for the final rooming list and BEO’s (Banquet Event Orders) to be turned in.  Even the dates when announcements for the retreat are to be made, either in the bulletin or in the pulpit, are noted, because these need to be scheduled and prepared ahead of time. Deadlines for anything to be added to the retreat booklet (handed out to all attendees at the retreat) and any retreat meetings, including retreat prayer meetings are noted.

A week prior to the retreat, EVERYTHING pertaining to the retreat is due.  All retreat supplies (booklets, name tags, skit props, decorations, book table books and supplies, remembrances, skit props–EVERYTHING–should be ready in one place and ready to be transported to the retreat. By forcing everything to be done before the last minute, we try to avoid panic attacks.

See more at Retreat Planning Calendar II.

Organizational Chart

Early in the retreat planning process, we create an “organizational” chart.  Key retreat functions are assigned to the oversight of a leader.  For instance, we have a person who oversees decorations at the retreat, a person who oversees worship, a person who oversees registration.  For our upcoming retreat, these tasks are divided between the eight women on our women’s ministry team.  In past years when we were smaller, the tasks may have been divided between only two or three main leaders.  This division of responsibilities serves many purposes.  First, it takes the overwhelming burden off of one person.  It helps the leaders to stay on task, not wasting time on issues being covered by another leader.  Early on in the retreat planning process, I know what my responsibilities are and I can begin to determine what kind of helpers I will need to accomplish the tasks I have been assigned.  Also, if an issue or problem comes up, the women’s ministry leader (our pastor’s wife) knows who to go to for answers.  Some of the responsibilities divided between the women’s leaders are:  preliminary planning (speaker, theme, retreat site), registration, retreat planning meeting, booklet and name tags, worship, sound/recording, rooming list, greeters at retreat, skit, quiet time, book reviews/book table, prayer team, remembrance gift, transportation, retreat site contact, guest speaker contact and communion. We will be talking about the various needs of each of these areas in the coming weeks.