10 Basic Steps to Organizing a Retreat
1. Announce to your participants you are planning a retreat.
Email or Social Media Post - requesting 50% Upfront.
Example: This is going out to the Ladies in my Monday and Thursday night small groups and if we have open spots that will be announced . Airbnb's want half the monies up front so if you are serious about going please have half the deposit via cash, check, money order, PayPal or Venmo by June 15th . This is NOT affiliated with church. This is a little getaway girl time. Note: No sales type AFFLIATIONS will be allowed. I went to one retreat years ago and they invited me only to try and sell me something. This is NOT that type of retreat. Just a light itinerary with fun, games, food and girl talk. I am trying to get a massage table for massages. LOL Only serious apply
2. Create a flyer with the basic information and deposit deadline.
I use Canva for all my graphic designs
3. Add form of payment:
Either with linking your info or screen shot.
Personal Checks can be mailed to Rachel Rose Mercantile P.O. Box 1009 Jamul, CA 91935
4. Collect monies with accurate records on who is attending and current account balances.
Keep them informed. Plan a meet and greet if more than one group is merging together.
5. Once monies is collected find an AIRBNB that will be accommodating while keeping travel cost to a minimum .
Once you have confirmation send out a revised flyer with information detailing address along with check in and check out times. Share details of the facility while being open to answering questions. There may me physical limitations or general concerns. Discuss food and create a timeline of set breakfast, lunch and dinner. Share a tentative itinerary that could be subject to change.
6. Prepare a master itinerary taking into account timelines and daily schedules.
Give assignments to your guest of they are open to it. Nothing over bearing yet a lot people love to help however you are the ultimate decision maker. Create a budget outside the cost of lodging such as decorations, games, prizes, etc.,
7.Create a TO DO list.
3 months prior. One month prior. 2 weeks prior, a week before, night before and morning of the retreat. Think of food, decorations and another other money spending cost.
8. Stay on Task
Remember not to get overwhelmed with planning, peoples opinions, cancellations or the array of things that will come up. Stay in tune for the reason you are doing this. It has to come from a place of passion not a chore or burden. Are you the right person for this? What is your WHY?
9. Collect all balance dues on account
Very important you are not burdened with financial cost. Request all monies 2 weeks before the actual event. Do reminders so people are not caught off guard. That's why its so important that you want only serious apply. You don't want too many Cancel Cathy's to distract you on an important event. Keep meticulous records to show your accountability partners. Go as far as creating a balance sheet to show where all monies is going. If you are charging for your services - include in your original retreat price. Be transparent so you get repeat customers.
10. Keep a Binder
Keep all contracts, documents and any records for the retreat in one easy binder or travel file folder. This is imperative so when you are hosting there is an ease of it all being together. Don't want to me Messy Mary or Disorganized Darla. You never know where this could lead. A larger venue or being hired to create a similar atmosphere for other organizations.
