Part 3: Developing An Annual Men’s Retreat.

This is similar to preparing a breakfast, using the skills of your executive committee to run the retreat activities.

    A.     Plan a date (best to do this early- a year in advance, if  
            possible) and secure (by cash advance) a location for the
            retreat-this will include the arrival date and time, the possible
            number of registrants, cost of meals, cost of accommodation,
            cost of additional activities and a minimal deposit (may or may
            not be refundable). It is best to have one or more committee
            members visit the site to ensure adequate accommodations,
            appropriate  meeting rooms, parking, sports activities, etc. Also,
            you get to know the person(s) with whom you will be working
            during the retreat.

    B.    Sign the invoice and forward the deposit.
 
    C.    Prepare a brochure and publicize the retreat at the breakfasts    
           and from the pulpit throughout the year, setting a pre-registration
           date and price, as well as a late fee, i.e. “$ x .xx by date, and $y
           .yy after and at the retreat.” You may need to ask for
           sponsorships should any men require financial assistance to
           attend.
 
        Sample information for brochure:
                  • Topic, date, name of guest speaker and his theme,
                     location.(page 1)
                  • Bio of speaker, what’s included in the retreat e.g. # of
                    meals, type of  accommodations, # of men per room, list
                    of activities, what to bring, e.g. sheets, towels, baseball
                    glove, # of cars per parking site, etc. (page 2)
                  • Day by day Schedule (page 3)
                Friday
               .Registration at 5:00 pm- get keys from leader, final program
                 and check into rooms-check and report any damage-then
                 get familiar with the facilities.
               .7:00 Welcome, announcements and get to know activities.
               .7:15 Music worship and Session #1- speaker
               .8:30 Pizza, wings and veggies (some men came directly
                        from work so have plenty!)
                Saturday
                .8:00 am Breakfast (buffet)
                .9:00 am Prayer and devotions
               .9:30 am  Music worship and Session #2 – speaker
                .12:00 noon Lunch
               .1:00 pm Activities- baseball, bocce, mini golf, swimming,
                             horse shoes, walking, napping, etc. as the location
                             allows.
               .5:00 pm Dinner (plan a real “HE MAN” meal!
                .6:00 pm Prayer and Devotions
               .6:30 pm Music worship and Session #3 – speaker
                .9:00 pm Campfire songs, testimonies, etc.
                 Sunday
                .8:00 am Breakfast
                .9:00 am Music worship
                .9:30 am Session #4 – speaker
                .10:00/10:15 am Communion
               .10:30/10:45 Return keys to Leader and return home
                  • Registration Form (page 4)
               .Name, address, telephone number, e-mail address
                .“I need a ride- Yes  No
               .“My car is available for pooling. - Yes No
                 I have space for _______ people.”
                  • My trailer/room mates (Please be sure they are registered)
                  • “For Office Use Only- Paid_____ Initials________”
                  • Church name, address, and names of contact people for
                    more  information.
 
       D.     Prepare signs to point directions to retreat registration area.
 
       E.    Finalize the number of registrants at least three to four days
              prior to the event or as requested by the location contact
              person.
      
       F.    Prepare name tags, PA equipment.  Use registration form
              submissions to  arrange and notify the registrants of car pools
              and accommodations.
 
       G.    Committee members should arrive early to set up signs, get
               familiar with the location; check in; get keys organized by
               room/trailer; set up tables and chairs; place handouts, paper
               and pens at each chair; set up PA     equipment and check
               that it works; etc.
 
       H.    The leader should ensure that the retreat contact or a
               designate is on site and check by to remedy any concerns or
               emergencies, e.g. late or missing food, drink, electrical
               problems, security, etc.
               Be sure to report and broken or missing items in the
               rooms upon arrival and leave the rooms clean and neat
               upon leaving.
 
       I.    The Leader should meet with the retreat contact to return the
             keys, review any possible things to be improved for next year,
             arrange dates for the next annual retreat (if returning), obtain
             the final billing and review it for errors, omission, and possible
             pay the balance by cheque or credit card or arrange for the
             church treasurer to forward a cheque by a specified date.
 
       J.    Pick up any directional sign on leaving the grounds.
              Suggestions:
              .Having one or more of your pastors attend, is essential.
              .Having three or four good books for men to give out during the
                retreat adds some fun to the meetings-pull names from a hat
                and ask for testimonies.
              .It’s good to give the men time to pray for one another.
              .It is a retreat, so the men should feel refreshed and
                encouraged in their walk with God as they return home.
 
Have a written plan for each day BUT don’t be surprised if the Holy Spirit changes your plans around a little! Good luck and God bless you in your role as leaders of a Men’s Ministry!

Don Werner
905-383-6882