How to Plan a Retreat
Good planning is likely to make any event go more smoothly. It is important to give yourself enough time to attend fully to the many details involved in organizing a retreat. The following guidelines should help you to avoid some of the typical last-minute headaches.
Two Months Before
Determine the purpose of the retreat
Purposes may include:
- Goal setting
- Teambuilding
- Planning a large program
- Rewarding people for their hard work
Determine the length of the retreat
Options include:
- Half day
- Full day
- Overnight
- Multi-day
Determine the budget for the retreat
Costs are likely to include:
- Site rental
- Transportation
- Food
- Workshop materials (pens, paper, markers, copies, etc.)
Determine where and when the retreat will take place
- When scheduling a retreat, consider the season/climate, other events taking place on campus, and how busy group members are at that time of year. Confer with other members of the group to determine an appropriate time and location.
- Notify all participants immediately once a decision has been made.
- Reserve and confirm the site.
- If the facility requires you to sign a contract or reservation agreement, contact a Student Activities staff member for assistance.
NOTE: All contract authority for recognized organizations using ASBSU funds rests with the SUB staff. Students are not authorized to commit Boise State University or its departments (ASBSU) to contracts. For a complete description of University rules regarding contracts, consult The Source 4: Financial Information or click here. - Appoint committee heads in charge of various areas (food, presentations, activities, etc.)
One Month Before
Determine the format and develop an agenda for the retreat
Agendas should be distributed in advance as well as at the start of the retreat. A well-written agenda keeps everyone on track throughout the retreat because it lets all participants know what to expect from each day and provides structure to the day's activities. Even for a half-day retreat, an agenda will help the group members to focus their efforts and be as productive as possible in the time available.
Agendas also serve the following purposes:
- Establish a schedule of activities for the retreat
- List key topics that will be covered during presentations
- Announce discussion leaders and speakers
- Place a time limit on each topic so that discussion does not get bogged down on one particular point
- Indicate expected outcomes or actions from or by the group
While staying on track can help a group be productive, some degree of flexibility in the agenda may actually enhance the day's activities by helping participants feel less anxious about watching the clock. When creating the agenda, consider the needs and working styles of your group to determine how much or how little flexibility to include. You may want to schedule every activity down to the minute, time some activities while leaving other open-ended, or leave times off the agenda altogether.
Contact any outside resources (presenters) and confirm their participation.
Fill out a Travel Request form and reserve a University vehicle (if needed)
Any travel using ASBSU funds and/or University-owned vehicles must be approved by the ASBSU Business Office. Contact the Student Activities Office at (208) 426-1223 or the ASBSU Business Office at (208) 426-1547 for more information. For a complete description of University travel policies, consult The Source 4: Financial Information or click here.
Plan activities
- Arrange for facilitators.
- Plan activities that actively involve each person.
- Take advantage of visual aids.
- Include regular short breaks in the schedule.
- Vary the presentation methods.
- Stay focused on your retreat goals.
Determine what supplies, materials and handouts you will need
Be sure to check that the facility you will be using can supply or support any audio or visual equipment (TVs, projectors, etc.) that you will need. This is also the time to put together all supplies needed for all your planned activities, games and presentations.
Two Weeks Before
Arrange for food
- If the retreat facility will provide the food:
- Determine ahead of time whether any retreat participants have food allergies or special dietary requirements.
- Contact the facility manager or food services director and let him or her know how many people are in your group, how many meals per day you will require, and any special needs of your group members.
- Inquire as to what food, if any, group members may bring with them.
- If the facility requires you to sign a contract or reservation agreement, contact a Student Activities staff member for assistance.
NOTE: All contract authority for recognized organizations using ASBSU funds rests with the SUB staff. Students are not authorized to commit Boise State University or its departments (ASBSU) to contracts. For a complete description of University rules regarding contracts, consult The Source 4: Financial Information or click here. - Pay a deposit if required.
- If the group will provide its own food:
- Plan the menu.
- Buy the food.
- Assign cooks.
- Assign cleanup crews.
Arrange transportation
State-owned vehicles
University Travel Policies.
Private vehicles
University Travel Policies.
Boise State University alcohol policy
Student organizations may not spend funds in their ASBSU accounts on alcohol or any related service (i.e. the renting of a facility serving alcohol during a student organization sponsored event). Events hosted or sponsored by the student organization, where alcohol is served, are not considered "sanctioned" functions of the University and hence no State of Idaho Retained Risk Fund liability insurance is extended to the organization's officers, members, guest of the organization or advisors. In general, alcohol may not be served on campus and cannot be transported in state of Idaho vehicles or vehicles rented with student organization funds.
Advertisements posted on campus regarding student organization functions may not include references to alcohol or bar establishments.
Revenue generating activities where alcohol will be present or may be present will not be approved.
Inform participants of the details
Supply participants with the following items:
- The date, time and location of the retreat
- Transportation options (in other words, how are they getting there?)
- A map and/or directions to the retreat site, if necessary
- A list of group expectations or policies for the retreat, such as no use of cell phones, no use of drugs or alcohol, etc.
- The agenda for the retreat
View some sample agendas. - A list of items each person should bring
View sample checklist.
NOTE: Many rustic or camp retreat sites do not supply linens (bedding and towels) with lodging, so check when making reservations to determine whether participants need to bring their own.
One Week Before
- Remind everyone about the retreat.
- Confirm as many participants as possible by e-mail, telephone or in person.
- Notify participants of any advance work they may need to do to prepare for the retreat, such as completing a group exercise assignment.
- Create an evaluation form for the retreat
View a sample retreat evaluation form. - Duplicate maps, agendas, handouts, evaluations, etc.
- Confirm site arrangements.
- Make checklist of who is to bring what.
- Gather equipment and visual aids.
One Day Before
- Deal with last-minute problems.
- Rest.
One Week After
- Summarize evaluations and write a report with recommendations for the next retreat.
- Add this report to the retreat file. Include important information such as names of contact persons, telephone numbers, menus, and expenses in the file.
- File a Travel Expenses Summary, if appropriate.
- Send a thank you note to any outside facilitator(s).
