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