Retreat-in-a-Bag - Retreat and Event Planning

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A Hospitality Table

Posted by Debby on September 3, 2010

I’m not sure when we started this, but the presence of a “hospitality table” has become an amenity our ladies have come to expect at our retreats. This table is stocked with a little bit of everything–anything one could need at a retreat–or forget to bring from home. The table is staffed during all main sessions and is located in the back of the room, convenient–yet unobtrusive.

At the table, a variety of items may be found. This is a list of suggested items for the hospitality table:

Advil/Tylenol
Feminine products
Protein bars/Snack bars
Chocolate/Gummy bears
Mints
Needle/thread
Cough drops
Small water bottles
Cheap toothbrushes/toothpaste
Small bottles of shampoo
Shawls or sweaters (available to be borrowed)

A lot of ladies make use of the hospitality table and appreciate the availability of these items. Besides the candy, the Advil and Tylenol are most requested. We have found that the hospitality table becomes a gathering spot during breaks and free moments as ladies grab a piece of candy and chat. It’s true that most of these items could be purchased if the hotel has a tiny convenience store or if there is a store nearby. But it is just another service we provide for our ladies in our efforts to take care of their every need at the retreat.

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

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An Array of Bookmark Remembrances

Posted by Debby on August 31, 2010

In our “Retreat-in-a-Bag” book series, we suggest making a bookmark for your events, particularly your retreats. These bookmarks include the event, guest speaker, date and location, as well as the theme, theme verse and artwork. I know I’m not the only one of our ladies who has a collection of these bookmarks, each one bringing back retreat memories. Some bookmarks represent retreats that were turning points and milestones in my walk with the Lord; others remind me of a special skit or quiet time study; others remind me of special people or places, a special teaching or afterglow. Just about all remind me of elements of the retreat theme that applied to my life.

So many times in the Bible, God tells us to “remember” what God did. God used a pile of stones in the Old Testament to be a reminder to His people; He used bread and wine in the New Testament. He wants his people to remember the great things He has done! “…Consider what great things He has done for you! (I Sam. 12:24)

Posted in: Ingredients for a Great Retreat, Retreat and Event Planning, Retreat Remembrances

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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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