Antleader
Guide
#B6

Planning a Group Retreat

A retreat is a seclusion for contemplation. It is a time an organization can use to accomplish one or several goals. In order to ensure the retreat will be a positive experience for everyone involved, there are several issues to keep in mind while planning.

1. Goals . . . the first thing to do is to decide the goals of the retreat. Participants should know why they are there and what they expect to accomplish. Possible goals include:

• Team building/unity
• Training
• Communication
• Problem­solving
• Socializing
• Learning/awareness
• Orienting/information
• Building community
• Planning

2. Budget

• Determine anticipated costs
• Examine funding sources and fundraising possibilities
• Determine cost per participant

3. Logistics

• Facility
  • know exactly what is provided or supplied
  • obtain a contract when deposit is made
• Transportation
  • rent bus or vans
  • set up car pools or caravans (liscensed and insured vehicles only!)
  • duplicate directions if necessary
• Food/Drink
  • If cooking meals, assign people to buy food, cook, serve and clean­up. Order wholesale for large groups.
  • Find out what kitchen equipment and supplies are available.
  • If eating in a restaurant, make reservations. Ordering banquet style may get you a special rate.
• Sleeping Arrangements
  • One overnight is usually sufficient
  • Find out what bedding or other linen are necessary to take

4. Participants . . . who should attend in order to accomplish these goals?

5. Length and Timing . . . How much time is available and necessary to accomplish goals:

• one day?
• a weekend?
• when in the quarter or quarter break?

6. Program/Schedule/Workshops/Exercises

• What topics?
• How many?
• How long?
• Who could best facilitate?
  • Qualities of a good facilitator:
  • Perception -- ability to clearly assess a situation
  • Listening skills -- must be able to listen carefully and remember what they have heard
  • Interpretation and Summarization abilities -- should be able to clearly and concisely articulate what has been said by others
  • Respected by group
  • Concerned about group

7. An officer of the organization is not necessarily the best choice for facilitator; sometimes, having a member or several members get involved in facilitating part or parts of the retreat can have a positive effect.

• Make sure every minute is planned ahead of time, but schedule "free time."
• Everyone should receive a copy of the schedule.

8. Clean­up

• Be sure retreat site is left clean and orderly; your security deposit depends on it!
• Assign some of these duties to everyone

9. Possible Committee Assignments

• Planning and Publicity
• Transportation/Lodging/Registration
• Food and Refreshments
• Recreation & Activities
• Agenda/Schedule/Program
• Clean­up

Calendar for Planning a Retreat

The importance of giving yourself a sufficient amount of time to plan ahead for a retreat cannot be stressed enough. The following calendar should give you an idea of when to do what, so that you will not be rushed at the last minute.

Three Months in Advance, You Should:

• Decide on the exact date and announce it to all members giving them necessary information concerning costs (include refund information and cancellation/ reservation deadlines), travel arrangements.
• Send deposit for facility.

Two Months in Advance, You Should:

• Secure funding.
• Determine the format of the retreat.
• Contact any outside resource people.

One Month in Advance, You Should:

• Send registration forms to all of your members giving them necessary information concerning costs (include refund information and cancellation/ reservation deadlines), travel arrangements.
• Arrange for equipment (VCR, Kareokee machine, etc.) or materials that you might need.
• Plan a menu for all meals.

Two Weeks in Advance, You Should:

• Call those members who have not responded.
• Send map, program, and list of what to bring to those who registered.

One Week in Advance, You Should:

• Contact the retreat site to finalize arrangements.
• Have the final committee meetings and be sure all people in charge know what they are responsible for.
• Create signage that might be needed (direction markers, theme banner, etc.)
• Make a checklist for who is to bring what, including items like scissors, tape, pencils, etc.

The Day Before the Retreat, You Should:

• Check with committee heads for last minute problems or concerns.
• Rest, so that you will be fresh and enthusiastic for the retreat!

Questions? Contact the Office of the Dean of Students at (949) 824-5181.

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