I don’t know why, but I’ve always dreamed of leading a retreat. I just haven’t volunteered before because I know it would require a lot of work. But this time, I know that this is really what God wants me to do so I took on the role of being the retreat coordinator for the B1G South Ministry this year. We’ve started retreat planning a couple of weeks ago for our November retreat and I just want to share some important points that you need to consider when planning a retreat.
I started my career in the project management industry. Whenever there is a project, a lot of the work is invested on planning. You need to plan a lot of things: the scope, time, and cost. Having these factors sorted out will make implementation seamless and less prone to errors. The output of your planning sessions will help brief your team so everyone’s aware of the tasks they specifically need to do. When the project team knows what is expected from them, you’ll be able to easily delegate tasks and monitor the progress. Of course, establishing the scope of your retreat is also very important and will require you to focus on the following factors during your planning sessions.
What is the goal of the retreat? What do you want to achieve? Laying down your objectives will help steer the direction of the retreat. This will help you focus just on the important things you need to consider. When you have a goal in mind, everything that you will be doing should help attain it. Your objectives will also help you in making sound decisions. There will be times when you’ll need to make some tough choices and your objectives should be a major factor in your decision making.
Since you’ll want to have a lot of people participate in your retreat, choosing the right date is important. There’s no guarantee that a specific date will be free for everyone so you should plot a date that will encourage the majority of your target participants to attend. It’s also vital that you consider Holidays and peak season since this can affect the price of your venue. What is the ideal number of days for a retreat you ask? This ultimately depends on your objectives. Normally for us, we would always have it for 3 days and 2 nights. Our retreats are specifically targeted towards single professionals so we usually plot our retreats for the weekend, allowing them to only take a leave from work for one day.
Try creating a checklist of all the things you want to consider for the venue. From your checklist take note of your absolutes and good to haves. Definitely, your absolutes should be good rooms that will be comfortable for your participants. But what is the scope of a good room? Does that mean a 5-star rated room? Again, you need to align your objectives towards your target market. If you are targeting single professionals, they would most probably want a room that is at best the level of apartelles. If this is for the youth, they would most probably not think much about the type of room they will be staying in, but they would be more concerned about the facilities available at the venue. Keep in mind the amenities and costs for the venue. Amenities should help foster your objectives and also include enough recreational activities that your participants will be interested in. Before you decide on a venue, do an ocular inspection. It will allow you to get a feel of your venue and have a better understanding of what you and your team will be working with.
If you already have past experiences in planning the financial side of a retreat, you can peg a cost that will be reasonable for your participants. Whatever the pegged cost, just remember that your budget shouldn’t revolve solely on it. This means that when you create your budget, don’t try adjusting it too much just so it would meet your pegged cost. Create a feasible budget. Include all the actual or estimated costs and then compute how much to charge each participant. From there compare it to your pegged cost. Is it above or below your pegged cost? If it is below, then you can use your new computation rather than your pegged cost. If it is above your pegged amount, then you might want to do away with some items to lower your budget. What are those items? Again, realign yourself with your objectives. The best outcome is just to breakeven but if have a retreat fund from your ministry, then maybe you can use it as leverage to lower down the cost. At the end of the day, the cost for a soul getting to know Jesus is priceless!
(5) Number of Participants
Create a target of how many participants you can accommodate on this retreat. But be sure that your target number can easily be accommodated by the venue. Aim for the target and let it be your vision. Put that target deep within your heart. Allow it to sink it. Allow it to motivate you and push you to reach it because you just want to share the love of Jesus to people. When you have that target, cascade it to your team and create marketing campaigns to achieve it.
In reality, there is no clear formula on how to plan a perfect retreat. Keep in mind that imperfect people are planning it. That imperfect people are working on it. The best way to ensure that your retreat will be successful is to just rely on God. With every decision, pray about it and ask God to guide, lead and give you favor throughout. In the end, if your retreat is for Him then the success should only be pointed towards Him and not you.