Here are tips that will that will help you plan a successful retreat.
Click here for a
printable list.
Get Buy-In
Find a good date and then have a real commitment from each person that
they will attend. Collecting deposits in advance is an excellent idea.
Give Yourself Some Planning Time
Four weeks minimum; eight is better. Create an opportunity to get input
from everyone – hold a brainstorming meeting, send out a survey, and
call committee chairs. Make it a team effort. The more people that are
involved in the planning, the more ownership others will have of the
event, the higher the commitment level.
Share the Involvement
Don’t do all the work yourself. Divide the tasks into small manageable
parts and get as many different people to take part as possible. This
will increase ownership and commitment. Appoint a chair to coordinate –
not do – the tasks.
Details, Details, Details
Try to plan ahead covering as many logistical details as possible, i.e.,
carpooling to the site, sending directions and site information to each
participant, housing assignments, special dietary requests, birthdays,
etc.
Choose a Skilled Facilitator
This lets members concentrate and truly participate. Find one that
matches your group’s style.
Find a Comfortable Space to Plan for your Event
Don’t do your planning in the office if you can avoid it. Find a
comfortable, relaxing atmosphere where there are no distractions.
Develop Clear Expectations
What product do we want to have in hand at the end of our event? Do we
have goals and objectives? Is there a conflict to resolve? Do we just
need to recharge our batteries?
Build in Social Time
All work and no play makes for low attendance and unhappy participants.
Try team-building exercises, creative games, a walk around the grounds,
or just a long lunch break. People need time to interact with others in
the group or to be alone.
Do Your Homework
Prepare reports, bring hand-outs, make arrangements for audio-visual
equipment, gather all the information and tools you will need for clear
decision making.
Stick to Your Agenda
Find a facilitator with enough humor and experience to bring the group
back to the topic at hand. There is nothing more frustrating to
attendees than wandering aimlessly.
Get Specific
How will you carry your ideas into reality? Work out an action plan for
each planned goal and objective: Who is responsible? When will it get
done? What will it cost?
Do a Reality Check
Add it all up near the end and then ask, “Is this a realistic workload
for the group to accomplish?” Design for Success – not Stress!
Congratulate Yourselves!
Take a few minutes at the end of the day to appreciate the retreat
planners and all of the participants for their creativity, contributions
and time.
Make Time for an Evaluation
At the end of your event, make sure to collect evaluation forms, and/or
talk about what worked well (or not). This will help you plan your next
event.
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