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Below are general guidelines for planning your event at Gravatt - or any retreat center.
Canvas your group for interest. Find out if your group can and wants to have a retreat. Consider which time of year would be best,
the distance you want to go (not too close, not too far), relevant topics for
discussion, and the amount of money you have to spend. Realistically look at your group and estimate
the percentage that would be likely to attend a retreat. These guidelines will be a road map directing
you throughout your retreat planning.
Form a design team to establish the goals for your
retreat and how best to accomplish these goals.
Appoint people who have special gifts or talents in certain areas to
coordinate different aspects of the retreat.
You could appoint people to plan worship, snacks, ice breaker
activities, welcoming participants, information packets, decorations, games for
free time, or small groups. These people
not only your job easier; they also add enthusiasm and special touches.
Find a leader/facilitator for your retreat. If your group has decided to hire an outside
speaker, it will be necessary to check their schedule first. Consider the cost of your speaker, including
travel expenses. Make sure to figure
this cost into the price of the retreat. Remember that Gravatt can assist you with retreat facilitation.
Consult for conflicts.
Check with your organization’s master calendar and note when other big
projects or retreats will be taking place.
Also consider holidays and school calendars.
Reserve the retreat space.
This is a big commitment and requires a deposit. It is important to know if there is an
interest and a plan for the retreat before you commit to a space. Your space at Gravatt is not reserved until we receive your signed contract with deposit.
Determine milestones for your retreat
planning. Look closely at the cost of putting on this
retreat. Figure out the minimum number
of people to make it worthwhile to have the retreat. Look at the cancellation policies of your
speaker and your retreat space to assign a date as your “point of no
return.” This date is several months
before your retreat and serves as a guide for whether your retreat will go or
not. Plan to have your minimum number of
participants signed up before your “point of no return” date. Make sure you also have a registration “cut
off” date at least 2 and half weeks before the scheduled event to allow time to
get final information to the conference and retreat center.
Create a flyer that includes costs, dates, speakers,
topics, and location. Mail flyers and
post signs right away to spread the.
This is great advertising, but don’t rely only on written information to
create participation. If you would like to open this event up to a larger community, Gravatt may be able to assist with some publicity. Please ask.
Invite people personally by distributing sign up sheets in
meetings, making phone calls, or asking face to face. Create incentives for people who sign up in
groups or who sign up early.
Get a core group signed up right away.
Consider your minimum number of people and your “point of no return” and
make it a priority to get that number signed up by that time. Give incentives
to the first number of people that sign up and pay by a certain date.
Have people pay in advance whenever possible. This will ensure
that you have enough money to cover your retreat, and it usually helps
participation. There might be great
enthusiasm for your retreat, but if people can pay at the last minute, they can
also back out at the last minute.
Unfortunately, we sometimes get distracted by our busy lives and think
we can’t get away, thus defeating the purpose of a retreat. We are more likely to keep our commitments if
we are already financially obligated.
Create a basic information packet to mail to participants about two
weeks prior to your retreat. Include
agendas, maps, release forms, and information sheets from the retreat site itself. It is important to let your participants know
as much as possible about the place they are staying. Nobody likes surprises.
Call participants to make sure they are still coming
and find out if there have any special needs.
Ask about roommate requests, dietary needs, handicap access, early or
late arrival and departure times. (This information can also be collected in the registration form.)
Create a list of participants and any
special needs they
may have. Decide on meeting room set up,
snacks, and equipment. Have room
assignments, welcome packets, and name tags for people when they arrive.
Send the final event information in
writing to the Gravatt at least 2 weeks before the scheduled event - sooner if you have it. This ensures we have enough time to schedule
staff as well as plan the lodging assignments, meeting space setups, and menus
for your group.
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Planning Your Event
