The Mountain R&LC -- Retreat Planning Timeline

Retreat Planning Timeline Return to "How to Plan a Retreat"
WHEN	STEPS
1 year +/- 9 months in advance of retreat (especially if you want to come between March and October)	Decide — "Does our church / youth group / men's group / women's group / young adult group need a retreat at The Mountain?" Talk to minister, RE Director, lay leadership Find out what is already scheduled on church calendar What do you want from the retreat? What are your goals? When do you want to go? How many people do you think will attend? (questimate) Call our sales manager (828) 526-5838. Or e-mail us What will happen in this conversation(s): Estimate # of people Establish date options or actual date Discuss programming options you might want to include, especially those that utilize Mountain staff Determine price ranges Discuss available space, who will you be sharing The Mountain with Understand how group guarantee works Agree on next steps Finalize your plans / gain approval from the congregation. Quickly establish firm date with congregation and firm up any other issues raised in discussion with The Mountain. Recuit co-coordinator or retreat planning team. Finalize your contract with The Mountain. Your space is secured with a signed contract on file at The Mountain and the group guarantee advance payment.
Starting at least 6 months in advance of retreat	Promote the Retreat! Good avenues for promotion. Newsletters Flyers with registration forms Mountain / Highlands videos Testimonials (either in person or in newsletters) Speaking at group meetings Sunday service announcements Booth at social hour Bulletin board with pictures Minister / RE Director promotions Recruit youth to promote the event Work with your retreat planning co-coordinator or team to finalize program plans. Make sure your whole team is aware of deadlines outlined in contract. Keep The Mountain up to date with your plans. The Mountain's logistics coordinator, will work with you to coordinate schedules, equipment and staff needs. Don't be afraid to ask The Mountain for help if you have questions or concerns.
6 months - 8 weeks before your retreat	Emphasize savings available to those who register with early bird rate.
6 weeks before retreat	Equipment Needs Form due to The Mountain.
One month - 1 week before retreat	Designate someone from congregation who can arrive at The Mountain early in the check-in process to help welcome your people. Encourage people to arrive in time for opening event (usually dinner) so that group feels together from the beginning.
Check in night of retreat	Designated welcome person arrives at beginning of check-in time (at least 3:00 p.m.). Group arrives Dinner Orientation by Mountain staff
During retreat	Stay in touch with Mountain contact about how things are going. Let us know right away if you need help or if problems need to be corrected! Relax and enjoy! You deserve it!!!

Return to "How to Plan a Retreat"

The Mountain Retreat & Learning Center, Inc. • 3872 Dillard Road • P.O. Box 1299 • Highlands, NC 28741
Phone: 828-526-5838 • Fax: 781-846-1295 • Email
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