We are picking back up with our first-time retreat planner series and moving on to part two.  After you have developed the basic foundation for the retreat that you are planning, the next step is picking a retreat venue.  Think of your retreat venue as your host.  You want to find a setting where you and your guests will feel at home and ready to focus on what God has in store for you.  Here are a few things to keep in mind as you evaluate your options: 

Type of Venue 

Who will be the best host for your event?  A hotel, resort, camp, or conference/retreat center? In part one of this series, we talked about considering your retreat budget and scale.  These things will be important as you are choosing a venue.  A 5-star resort is an upscale option, but the price tag is simply not feasible for your typical church retreat.  A hotel chain offers a familiar name but can feel sterile and come with a lot of hidden fees.  A small camp or retreat center could work for your 50-person retreat, but do they offer the same amenities and resources as a larger conference/retreat center? Do they have a building large enough for your entire group to stay together?  Or, maybe you’d like to offer a variety of housing options for guests at different price points? Do they provide meals or offer catering options?  What audiovisual resources are available?  These are all great questions to think through.  For most ministry retreats, a conference/retreat center is a great option.   

Distance 

If you are planning a 2-night retreat, you will want to pick somewhere within driving distance, likely a 1-4 hour radius of your location.  For a weekday, multi-night event maybe that radius can be extended.  Once you have a venue type and region in mind, you can research different options online.  Or, even better, ask for recommendations from people you know.  This could be staff members at your church, your friends/family, or even the guests that will be attending the event.  A recommendation from a trusted source is better than any review that you can read online. 

Do Your Research 

Most event venues have a wealth of information available on their website.  Look at the lodging, meeting space, meal, and recreation options.  Maybe they even have an Event Planner Guide available. Do you like what you see online?  If so, complete a RFP (request for proposal), or call their Sales Department to ask for more information, including pricing.   

Book a Site Tour 

Once you’ve targeted one or two venues that are in your budget range and seem like a good fit, book a site tour to visit them in person.  An in-person visit is an important step in the retreat planning process.  It will allow you to experience the venue in person and not through a screen.  Is the campus clean?  Are the staff smiling?  Do you feel welcome and at home?  Are there intentional spaces for fellowship and personal devotion time?  Pray before, during, and after your visit.  Ask God for guidance as you are making this decision.   

Retreat Coordination Process 

If you are a first-time planner, having an experienced venue contact to talk you through the process is an invaluable resource.  Does the venue have a specific person that you will be assigned to work with, or will you have to talk to a different person each time you call?  Ask about the contract booking process and the retreat coordination process.  Does the venue have established, clear processes?  Or, are they disorganized and unclear? 

Customer Service 

Consider the customer service that you are receiving from each venue.  Does your contact in Sales reply quickly with helpful, transparent information?  Do you feel like they genuinely care and are invested in making your retreat a success?  What is the mission of the venue?  Is it a likeminded ministry seeking to serve God and His kingdom? 

After you have completed your venue research and hopefully experienced the venue in person, take a step back and consider the hospitality at each place you visited.  Did the staff make you feel welcome?  Were you treated with kindness?  Did the environment offer a peaceful setting for your guests to encounter Christ?  Evaluate these things and decide which venue (or venues) are still in the running.  Up next is booking a retreat venue and moving forward with a contract!