RETREAT PLANNING GUIDE
Planning any retreat can be challenging with all the moving pieces, from speakers to registration and simply communicating the event's basic information with parents. Here is what we know must be remembered when planning a retreat.
1. Prayer. Prayer cannot be an after thought so here are some creative ways to invite your community to pray with you and for your students.
Invite your staff to pray with you daily.
Invite your church to use bracelets with each first name and last initial.
Invite people to set an alarm for the same time each day to pray for the retreat using your theme verse for the alarm time.
Have families gather at the church while you’re away on the retreat during the teaching times or small group times to pray for the retreat.
2. Practice & Prep. This may seem redundant but the last thing you want is a key supply forgotten or a game to totally flop!
Before you load the bus or car, make sure you have all of your supplies in a location that is labeled and inventoried so you’re not scrambling to find it later (ie a storage bin with a list of all contents taped to it).
Practice and talk through every game, activity, and transition point with someone else for clarity.
Have every handout printed, organized, labeled, and ready to go.
3. Communicate. Don’t forget that email starting with the subject line “FINAL DETAILS”! email parents and volunteers at least ten days in advance all the final logistics they may need, like, the packing list, final payment, any forms, pick up and drop off times and locations, phone and medicine policies, and anything additional that they may need to know about.
4. Gather Your People. Don’t leave any details left up to imagination. Communicate clearly about everything. Give each leader a folder with their small group rosters, questions, schedules, a map of the camp, fun things, and prayer opportunities for students.
Give them time during that meeting to talk through the schedule and small group questions with their co-leader(s), and host a Q+A session with them to give them understanding. You want to leave this meeting all on the same page!
To make planning easier, our team has created a MASTER PLANNING SHEET to help you gather and collect all information and to keep you having data overload.
Having one sheet with all your information can help you manage all your tasks, themes, games, schedules, and groups. Plan by following the Timeline tab to ensure you are well prepared and communicating well. Customize this sheet with all your additional needs, like people needing medication, who is on what bus, and more.