8 Pro-Tips

A Retreat Planner’s Guide to Planning a Successful Retreat.

Planning a retreat can take a lot of effort and energy. Sometimes planning takes on such a life of its own, we may be exhausted before the retreat even begins. Most of the time program leaders have so much to share, that the agenda is chock full of sessions without enough time to allow new information to sink in. We wrote this guide to help retreat planners save time and valuable energy by sharing eight tips to help make retreat planning and leading, better.

I recall being on a 2-week retreat with 20 participants. In the beginning, the program leader made it look easy. She always wore a smile and gave everyone individual attention. As the second week was nearing, the participants one by one started to dwindle, showing up late after lunch or skipping the afternoon session. The program leader’s once bright smile began to fade, and her enthusiasm began to wane.

Pretty soon, half of the participants were not attending at all saying they were tired, or just needed time to relax. The program leader was becoming noticeably upset at the lack of participation and even snapped at the group one evening during the closing to make sure to show up on time the next morning..

This leader was incredibly successful at her craft and very well-intentioned, yet her ability to adjust to the group's needs was lacking. With just a few adjustments, she could have had full participation, or better yet, she could have instituted these 8 pro tips right from the start.

We hope these 8 tips will help everyone involved in the retreat benefit.

Pro-Tip 1: Humble Hospitality
Find a retreat center that offers hospitality services, not just event space.

This takes the burden off the retreat planner by letting someone else help care for the participants. For example, some retreat centers offer a morning coffee & tea bar with pastries and simple snacks. This creates a warm welcome as participants arrive and get settled in without you having to lift a finger.

As the retreat planner, not having to worry about providing coffee, tea, and simple snacks frees us to be able to focus on what is important for building rapport by greeting and welcoming our participants and having the time to listen and engage. In the mountains of San Bernardino, California, check out Loch Leven Camp & Retreat Center offering humble hospitality.

Pro-Tip 2: Downtime and Open Space.
Plan for downtime for everyone, including program leaders.

One of the biggest mistakes retreat planners make is overpacking the schedule. This can be overwhelming to both participants and program leaders. Avoid this mistake by building plenty of non-programmed and scheduled time for people to integrate the materials they are learning. A break every 90 minutes (about 1 and a half hours) for at least 15 minutes or longer where people can find a private space to close their eyes, read, journal, or stare at the clouds.

This allows program leaders to also become mindful, and take care of their own needs which can prevent depletion, exhaustion, and burnout. Make sure the retreat center offers multiple areas for small groups to communicate informally and places for self-reflection.

Pro-Tip 3: Mirthful Movement
Make sure to have participants stand up and stretch every 60 minutes.

Most retreats have a presentation component. Be aware of how long we are asking participants to sit still and listen. We find that sometimes participants find it difficult to sit and listen while the program leader speaks at length, even walking around. Program leaders can easily be unaware of how much time has passed during their presentation and unaware of people needing to get up and move.

Therefore, in addition to breaking every 90 minutes (about 1 and a half hours) for some reflection time, we suggest you take a minute every 60 minutes throughout the day to have everyone stand up, walk around the room, stretch, or swing their arms. I used to toss a beach ball around the room which was not only a wonderful way to create movement, but it also made people laugh.

It is amazing how simple these breaks are and what a significant impact they have on our well-being. Not only does the body movement relieve the stiffness that comes from sitting, but it also gives the brain a mental break which helps with retention. At Monte Toyon Camp in the redwood forest of Aptos, California, stepping outside the door for 60 seconds will be highly rewarding.

Pro-Tip 4: Necessary Nature
Find a retreat center that has lots of wonderful greenery and nature.

The benefits of nature cannot be underestimated, and some would say it is essential to creating a learning environment. A natural setting is calming for body, mind, and soul. Fresh air and greenery are things not all of us may be able to experience in our everyday lives. We recommend the location of the retreat be based in a natural setting. This way, breaks, downtime, and program time can be enhanced by having nature at your fingertips.

A natural setting allows both participants and leaders to take advantage of all its benefits and can turn a 15-minute break into soulful replenishment. Look for retreat centers like Applegate JRC in Northern California and Blazing Mountain Retreat Center in
Crestone, Colorado.

Pro-Tip 5: Art as Accessible Meditation
Find a retreat center that has space to use for simple art projects, like Camp Arroyo in Livermore, California which even has an art yurt for guests to use.

When program leaders have asked participants for feedback about retreats, it is often surprising to hear that people value the in-between moments. These are the moments when they take a break and get to chat with another participant.

Whether the group knows each other well, or are all new to each other, leading a simple art activity engages a different part of our brains related to creativity. Creativity projects that get our hands busy inspire us to think creatively, which can help participants engage in programming in a new way.

Though many people may feel intimidated by the prospect of creating art, many options are very accessible for non-artists. These are the moments away from structured learning where we can connect, build relationships, and communicate with others.

Crystal Conference Center is right on the beach of Crystal Lake in Frankfort, Michigan which would make finding beach objects for a simple art project easy, fun, and beautiful.

If your retreat is non-art or creative based, we encourage you to try this, it can greatly enhance the experience for the participant. Suggestions for non-artist creativity are:

Cutting & pasting collages to make an artboard
Zentangle – the art of doodling where there are no mistakes.
Simple mobiles made from natural objects collected outside

Pro-Tip 6: Flexible Arrival & Departure Times
Make yourself available before and after the retreat for participants to connect.

First impressions and last impressions are, well, lasting. So, we want to do everything we can as program leaders to set ourselves up for success. If a participant wants to arrive a bit early to settle in, we want to make that happen. If people, and many do, want to stay after to chat with us, or each other, that is a good sign, and we want to encourage that.

Make sure the retreat center allows for flexible arrival and departure times. If not, you might want to build into your programming 30 minutes of closing and goodbye time so people can make connections before the closing of the door.

Make sure to ask or stay at a UCCR-managed camp, conference, or retreat center, as flexible arrival and departure time requests are always accommodated whenever possible. Camp Lodestar and CGC Camp are both out in the wilderness and very flexible when it comes to arrival and departure times, just ask!

Pro-Tip 7: Food Food Food, So Important!
A happy customer is a well-fed customer.

We cannot stress this enough; people want a variety of healthy food. This means the kind of food they need to or want to eat, whether it is gluten-free, vegan, or other. As retreat planners, we know if the participant does not like the food options, we are going to hear about it. Making sure participants have the food they enjoy is crucial to their enjoying the retreat.

Work with staff at the retreat center on meal planning. A great retreat center will get on the phone with you and go over every detail two weeks prior. Once you have information from your participants about any special dietary needs, pass this along to the retreat center kitchen staff. At Craigville Retreat Center on Cape Cod, the food is delicious with a focus on meeting special dietary needs. Highlands Camp & Retreat & Blazing Mountain Retreat Center, both in Colorado get rave reviews about the food

Work with a retreat center that understands how important food is to your participants and create a menu plan that suits your group's needs. Make sure there are no last-minute surprises by working closely with the cook or contact person before your retreat.

Pro-Tip 8: Leading with a Relative Word
Selecting a Word for the Day, or Word of the Week, helps focus everyone's intention.

As a program leader, I like to let retreat participants know a word that can help with the flow of the time together. I often choose the word FLEXIBILITY. I discuss this during the opening session, and it often leads to a discussion on hopes and expectations for the retreat.

Some things may not go as planned, such as the heater may be wonky, or the lunch maybe 15 minutes late. Sometimes things may occur that thwart the schedule. If we remain flexible, we can adapt to whatever is happening.

Most everything can be fixed, repaired, or adjusted, so staying open to slight changes helps us be more adaptable and will relieve fears and frustrations.

From coast to coast, we hope these pro tips enhance your retreat wherever you gather. As camp, conference, and retreat center managers, we feel confident that at all of our facilities, we can help you achieve the highest marks from your participants and invite you to contact us for a free tour or contact our friendly reservations staff to answer your questions or book your retreat.

You can find UCCR-managed facilities in California, Kansas, Michigan, and Massachusetts. For more information see below.