Medeba Group Program Goals

Retreat Planning Guide

Interested in having Medeba host your next retreat? Call us at 1-800-461-6523 (Extension #226).

6-12 months previous to your retreat:

A good place to start would be to ask the question "Who is this retreat for?", "What are their needs?", "What are our goals and what is our purpose?"
Estimate the number of people attending. Conservatively guage your numbers by past events, as most facilities require payment for minimum numbers.
Choose the date(s) you would like and then call a number of facilities for availability and pricing. To contact Medeba, click here.
Ask if there are tours available for the site. Medeba would enjoy giving you a tour of their site.
Decide on a facility that meets your requirements and make a tentative booking.
Confirm retreat facility and date by filling out and sending in the contract and deposit.
Arrange and confirm the main speaker.
Arrange for transportation to the retreat.
Confirm special music and song leader.
Plan other program: workshops, select workshop leaders, recreation, free-time activities. Click here for Medeba's activities.
Prepare a budget. For a free budget worksheet, click here.

2-4 months previous to your retreat:

Reconfirm: housing, meeting rooms, meal times, equipment needed, etc.
If registration numbers are going to be higher than expected, phone the facility and ask if they can accommodate more people.
Choose promotion team.
Publish brochure and registration forms..
Distribute brochure and registration forms.
Registration coordinator appointed.
Begin accepting registration forms. Begin setting up housing assignments.
Choose people to follow-up on spiritual commitments, and make further contact with people who are new to the group.

1-2 months previous to your retreat:

Confirm recreational activities with the retreat centre.
Choose a program and recreation planning team
Confirm schedule and program with program people.
Plan schedule, send to program people.
Departure and arrival days organized.
Give updated numbers of people attending and confirm equipment needs.
Arrange for announcements in church bulletin.

1-2 weeks previous to your retreat:

Draw cheques for honorariums.
Packets made up: schedules, note paper, maps, etc. For directions to Medeba, click here.
Send schedule to retreat centre.
Prepare evaluation form.
Phone the site and make them aware of any special dietary needs or food allergies in your group.
Review contract package, rules, expectations, minimum payment, etc.

Upon arrival at the retreat centre:

Meet with camp host. Finalize arrangements.
Arrange a time with the host to finalize payment.
Meet with speaker/s and other program people for prayer and review purpose and objectives.

After your retreat:

Compile information from evaluation forms.
Choose planning team for next retreat. Schedule first meeting.
Phone and see if there are any early booking incentives for your next retreat.

Interested in having Medeba host your next retreat? Call us at 1-800-461-6523 (Extension #226).