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Retreat Planning and Budget Guide
When you consider a retreat, many elements should be considered, including your objectives, the location, the agenda and the budget. Below is an outline of how you might go about planning for your retreat.
A. Program Planning:
- Determine retreat objectives
- Determine length of retreat (e.g., one day, two days, five days)
- Decide on desired retreat environment (resort, hotel, B & B, vacation spot, etc.)
- Determine type of learning desired (workshops, experiential activities or planning sessions)
- Establish who will attend
- Identify training topics and activities
- Decide on recognition/incentive prizes (if necessary)
- Set agenda
- Determine budget (see E – Budget Costs)*
B. Organizing:
- Set up location
- Set up food, room arrangements, etc.
- Communicate to attendees
- Handle registration (if needed)
- Set up transportation (if necessary)
- Plan outside activities, including spouse activities (if necessary)
- Plan recognition/incentive presentation and gifts (if necessary)
- Develop and print evaluation forms
C. Onsite Coordination:
- Organize attendees’ transfers to and from location
- Give attendees schedule of times and locations for workshops, activities, etc.
- Ensure workshop rooms are set up properly: tables, equipment, etc.
- Ensure catering is set up for meals and breaks
- Ensure training facilitators are ready and at workshop on time (if necessary)
- Coordinate any record-keeping of decisions, goals/objectives set, assignments, etc., from each workshop
- Have sessions videotaped (if necessary)
- Take photos or coordinate photography (if wanted)
- Coordinate outside activities (if necessary)
- Collect all evaluation forms from each session
- Coordinate recognition program and gifts (if wanted)
D. Follow-up Options:
- Post-event report
- Post-event evaluation by attendee interviews
- Follow-up session facilitation with attendees
E. Budget Costs to Be Considered
- Facility rental (guest and meeting rooms)
- Meal costs (breakfast, breaks, lunch, dinner, special banquets)
- Travel for attendees and training facilitators
- Speakers and training facilitator cost
- Training materials costs
- Experiential training (outdoor team building, e.g., Ropes) costs
- Special activities costs (dinner cruise, golfing, etc.)
- Photography and or videotaping
- Recognition/Incentive prizes
- Costs related to post-retreat evaluation
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