What to Do at the Retreat
Make introductions
Set the tone for an open-minded and cooperative retreat by beginning the retreat with icebreakers or getting-to-know-you activities. This will energize the group as well as help the participants learn one another's names. Several great ideas for group icebreakers may be found at the following web sites:
- osa.stanford.edu/eventplanning/icebreakers.shtml
- www.nwlink.com/~donclark/leader/icebreak.html
- www.educationalconsulting.ca/icebreak.htm
Make opening remarks
Once participants have had a chance to get better acquainted, the retreat facilitator should make brief opening remarks. He or say may wish to address the following items:
- Purpose and goal(s) of the retreat
- Benefits of the retreat
- The agenda for the retreat
Stick to the agenda
The facilitator is the person responsible for keeping the group on track with the day's agenda. However, the facilitator's degree of flexibility with regard to sticking to the agenda depends on the needs and expectations of the group and should adjust to the given situation. If participants appear to need more time for a particular discussion or activity, for example, the facilitator can stop the activity and inform the group that their time is up, as well as give them the option to move on to the next activity or continue with the current one and modify the agenda accordingly.
Create a sense of teamwork
Groups that have a sense that "we're all in this together" will be able to work together far more effectively than a bunch of strangers. Teambuilding can be accomplished in several ways, from the simple to the elaborate. Here are a few suggestions:
- Plan, cook and eat meals together as a group, with each person expected to make a contribution
- Play games that involve the entire group and require collaboration and communication, such as a treasure hunt (you provide the treasure)
- Sign up your group for a ropes challenge or other outdoor course
Conduct work sessions
- Less complex
You may want to start off with a fairly "light" work session or presentation that is mostly informational and does not involve a great deal of participation from the group. Possible topics may be:- An explanation of the organization's budget for the year
- An overview of the history of the organization
- A motivational presentation on customer service
- More complex
Once the group has had a chance to get "big picture" view, they may be better prepared to tackle larger issues that involve discussion and consensus. Some of these issues may be:- Goal setting for the year
- Major projects coming up
- Proposed policy changes
- Changes in the organization's constitution or bylaws
Keep records
Appoint one person to take minutes of the informational or work sessions as a record of what was discussed and/or decided. While not intended to recreate the entire contents of the retreat for people who were unable to attend, minutes will give them some sense of what happened in their absence. The minutes, as well as copies of all printed materials used during the retreat, should be maintained in a retreat file along with records of reservations, menus, expenses, participants, evaluations, and any other information that will assist in planning similar events in the future.
Conduct a closing activity
Once the work is done, it is time to bring the retreat to a formal close. This may be as simple as reviewing what has been covered, what actions have been taken and what (if any) further information is needed. Or, it may involve the group gathering in a circle and sharing what they have learned from the retreat and how they will use that information in the future. You may want to give each person a souvenir of the retreat - a key chain, a t-shirt, or other small token to commemorate his or her participation. Closing activities should always include thanks to the participants as well as to the staff of the facility.
Evaluate the retreat
Ask facilitators and participants to evaluate the planning, location, accommodations, and food as well as the content of the retreat and activities before everyone leaves. Keep the evaluation form short and simple to get honest feedback. These responses will help the organization's leadership to successfully plan the next retreat. View a sample retreat evaluation form.
Clean up before you leave
Always leave the retreat site as clean as or cleaner than you found it. Everyone should help with this task; you may find it helpful to divide participants into teams and make it a game.
