Retreat Coordinators Job Description

Responsibilities and tentative timeline:

Positions:

  • Committee Chair
  • Program Coordinator
  • Space/Equipment Coordinator
  • Childcare Coordinator
  • Registration Coordinator

Timeline:

  • December/January:
    • Discuss last year's retreat evaluations.
    • Complete registration form to reserve campground
  • February/March
    • brainstorm theme for retreat according to current congregational interests and needs
    • brainstorm resources from CMC or outside congregation to provide input linked to theme
    • make tentative schedule for retreat Committee
    • Make contacts with potential speakers and presenters before next meeting
    • Be in touch with food committee to coordinate plans
    • Look at budget
  • April (2 meetings):
    • Clarify theme
    • Bring responses from people contacted and make decision about roles
    • Brainstorm theme catchphrases to use in "blurbs"
    • Discuss how to incorporate children into theme
    • Brainstorm special weekend events and people involved (ie. Variety show, contra dance, etc., Sunday worship)
    • Contact people potentially involved in special events
    • Create tentative schedule of group sessions, worship and activities
    • Find resources for each session or activity and make contact
    • Brainstorm space issues (tents, locations for events)
    • Contact people potentially involved in space (ie. tent)
    • Be in touch with food committee to coordinate plans
    • Determine child care needs (meet with representatives from MYF, Venture Club, nursery)
    • Make contacts for child care before end of school year
  • May
    • Finalize theme
    • Finalize theme-related activities
    • Bring responses from people contacted about special events and space
    • Determine who else needs to be contacted for theme-related activities, special events, and space and make contacts
    • Create schedule of group sessions, worship and activities related to theme (geared toward varying age groups)
  • June
    • Determine location for events (may involve visiting campground)
    • Clarify child care needs
    • Decide on language/passage for theme
    • Be in touch with food committee to set meal schedule
  • July
    • Make registration form
    • Finalize registration/lodging payment amounts
    • Be in touch with food committee to coordinate plans
  • Last of July/First Part of August
    • Registration forms in mailboxes
    • Registration/collect payment
    • Sign up forms for campsite/cabins
    • Volunteer jobs sign-up
    • Create nametags
    • Sunday morning skits/announcements (3 Sundays prior)
    • Get sound system
    • Finalize child care
    • Cooperate with Retreat Food committee for finalized plans and volunteer sign up
  • Middle/End of August
    • Make final contacts with people involved in weekend
    • Create sign with camp rules and first aid contact
    • Make signs for campground
    • Create a large and detailed version of weekend schedule to post, including locations/leaders for activities and bring easel along to put it on
    • Request paychecks for resource people. (need name and mailing address for each person)
    • Remind/announce things to bring (chairs for worship, etc)
    • Plan for/make announcements during retreat
    • Create/print evaluation forms
    • Act as Overlook contact
    • Get chairs and tables to retreat

Updated by Carissa Sweigart, 2 April 2009