Now that you’ve chosen a venue and confirmed your dates with a contract, it’s time to really focus on your event details.  If you have an event planning team, now is the time to start delegating tasks.  If you are leading the charge alone, get out your calendar and notebook (or note-taking device) and make yourself a plan with dates. It’s time to get into the details!     

Confirm (or Book) your Speaker and Worship Leader

If you are planning a large event with an in-demand speaker and worship leader, you will want to confirm their availability before booking your retreat dates.  If you are planning a smaller event with a speaker and worship leader that have more flexibility, this step might take place later in the planning process.  Be sure to ask your speaker and worship leader about any specific audiovisual needs that they have and make a note of these requests. 

Put Key Dates into your Calendar

Make yourself a reminder of the last date to reduce your retreat numbers at least 2 weeks before the deadline so that you have time to evaluate your registration numbers and make adjustments if needed.  Also be sure to make note of any information or final deposit due dates that you need to have on your radar. 

Recruit Breakout Leaders

If you are planning breakouts during your event, make sure that you have enough leaders to cover each session.  Determine if you want to offer teaching-focused breakouts or fellowship-focused breakouts like crafting, group exercise, or games. 

Start Marketing Your Event

Send out a Save the Date so that your attendees can block off the event dates in their calendar.  Plan to send out regular reminders about the upcoming event to encourage interest. Consider making a promo video as well as several shorter reels for the retreat.  If you have a planning team, assign someone who is tech-savvy to be in charge of marketing on social media. Reach out to people using multiple avenues (social media, in-person invites, flyers, announcements at church, etc.).   

Pray

As you work through all of your event details, don’t forget to cover the whole planning process and event in prayer.  Pray for your attendees, speakers, worship leaders, and planning team.  If you feel God telling you to shift something in your process, be sensitive and receptive to the direction He’s leading you! 

Schedule a Coordination Site Tour or Planning Call

Depending on the size of your event, it can sometimes be helpful to plan a second site tour to review key details with your planning team and venue contact.  For smaller events, a second visit isn’t necessary, but a planning call with your venue contact is an excellent way to stay on track with deadlines and talk through any questions that you have. 

Open Registration

Create a registration form or website and open your event registration!  Be sure to include all relevant policies and prices on the registration form.  If you need their T-shirt size or food allergies or roommate requests, now is the time to ask for it.  Collect a deposit from each individual and be clear about when final payment is due and if refunds are allowed.  If you have a planning team, assign someone to manage the rooming list for the retreat to get that off your plate. 

Consider Event Add-ons

Does your retreat venue offer anything extra that can enhance your event and tie into your theme?  Maybe you’d like to schedule a fire ring, reserve a field space for games, or order a catered meal or snack break.  Are you planning to give out a gift bag to attendees or prepare a gift basket for your speaker and worship leader?   

Finalize Event Schedule

Create an event schedule that includes times and locations.  Be sure to note check-in and check-out times.  Consider the walking distance between lodging, meals, and meeting space and allow adequate time during transitions.  Is this a fellowship-based retreat?  Make sure to plan ample free time and suggest local activities that your attendees might enjoy. 

Coordinate with Venue Contact

Most venues will have a date that your final information is due.  Set yourself a personal  deadline that is BEFORE the venue deadline because inevitably, you will be surprised with some kind of last-minute change.  Make sure that you communicate your meeting space set-up needs, any catering requests, technical and audiovisual needs, and sound check times (if applicable).  Send in your rooming list and provide a copy of your event schedule. If you plan to do your own registration or hand out gift bags for the attendees, request a registration table. 

Final Lead-up

In the final days before your event, be sure to communicate any last-minute changes to your venue contact.  You will almost certainly have rooming list updates the week of the event as guests get sick or have family emergencies. Make yourself a packing list, and plan to arrive at the retreat well before all of your guests so that you have time to set up and prepare for their arrival. 

Congratulations!  You’ve successfully planned a retreat!  Now, it’s time for the best part.  You get to witness firsthand how God will use this retreat to impact lives for His glory. What a blessing! 

At the end of the retreat, consider having your attendees complete a survey so that you will have some helpful feedback when you plan your next event.  Your venue will likely ask you for your feedback as an event planner as well. Be sure to share the successes and challenges, if any, from the retreat.  Keep a note of all the feedback you collect and any final thoughts and ideas that you have after reflecting on the event.  You can make use of this when you are planning your next event or share it with the next planner on deck.  Until next time!