1. Prepare a brief notice for publication in District newsletter (Sunshine). If it is feasible, send this notice to individual congregations to publish in their newsletters or Sunday morning bulletins. (W & R Area Communicators may be helpful in getting information out to local congregations.) This notice should include:
   
   • the title (theme) of the retreat and name of sponsoring organization.
   • the dates and place.
   • names of facilitators.
   • a name, address and phone contact for questions.
   • information about when to expect brochures and registration forms.
2. Confer with registrar and co-facilitator about
   • deadline dates for registration/late registration (probably 10 days before retreat, but expect numerous late registrations.)
   • fees needed to cover retreat costs. You or registrar should verify current rate schedule with site manager.
3. Design registration form in consultation with registrar.
4. Registration form should include: (NOTE: check in advance on local hotel/motels & list one or two choices, with phone numbers and rate range, for those who prefer to stay "off site.")
   • name, address and phone number of registrar.
   • deadline for registration (and consequences of late registration: possibly rooms assigned "first choice to first-register")
   • consequences for registration cancellation: i.e., $15 cancellation fee for cancellations received less than 10 days from date of retreat.
   • conditions for scholarship aid (e.g., up to 50% of fee), deadline for applying for scholarship and who to call/write to make request.
   • spaces for registering person to write in name, address and phone.
   • space to write in preferred roommate (if registrar wants to assign rooms ahead of time.) An alternative system is to choose appropriate rooms for facilitators and child care staff, set aside space for mothers with children, and then have remaining participants choose their own rooms when they arrive: first come/first choice.
   • space to write in special dietary, medical or physical needs. (NOTE: retreat notice should include any plans for vegetarian or other special menus. Be sure site can handle special dietary needs before offering that option.)
   • cost of retreat, including:
   • . to whom checks should be made payable. (Consult with Treasurer.)
   • whether payment must be made in advance, or at retreat itself.
   • differing rates for adults, children, infants (including specific ages)
   • differing rates for on site rooms, own RV, tenting, "day only"
   • whether registration fee covers all costs: e.g., any additional charges for workshop materials or snacks/wine, etc.
   • opportunity to add extra money for scholarship aid for others.
   • conditions for selling arts & crafts, or other items, at retreat. (See Appendix B: Sample Retreat Registration Form)
5. Prepare retreat brochure to be distributed with registration form. You can save money if you include the brochure in a newsletter mailing (i.e., W&R Womanspirit). If you are going to do this, you need to consult the newsletter editor about size of paper and format for folding. The brochure/newsletter announcement should include:
   • a cover design/picture to reflect the theme
   • a brief note about the theme
   • a brief note about the facilitators.
   • a general schedule of events, including "check-in" time and any pre-retreat activities available, such as use of pool, hiking, etc.
     • NOTE: the more general your schedule, the better, because you will likely want to make changes as you work out the details of the program.
   • address and phone of retreat site, driving directions and map.
   • information about what to bring: linens, towels, musical instruments, etc.
   • information about child care/youth camp arrangements.
   • announcement to the effect that: "no perfume be worn at retreats and conferences due to allergic reactions among the participants."
   • a registration form WHICH CAN BE DETACHED WITHOUT LOSING IMPORTANT INFORMATION ON TOE REVERSE SIDE OF THE PAPER.
   • space for mailing label if the brochure is separately mailed rather than included in a newsletter.

(See Appendix C: Sample Retreat Announcement in Womanspirit)

PROCEDURES FOR RETREATS

Putting on a retreat is a great experience. It is even better if you can get things taken care of ahead of time, so that the retreat is enjoyable for you as well as participants. This checklist of decisions to make and things to do is designed to save you headaches and help you get everything taken care of in plenty of time. Feel free to use it as a Guide only: adding or altering to fit your unique situation. Make notes to pass on to others, if you wish.

(You may also find it helpful to browse through the Conference Procedures section: many ideas are interchangeable between Retreats and Conferences.)*

SIX OR MORE MONTHS AHEAD

1. Decide on retreat dates.
2. Decide on retreat site and reserve it. (Note: most sites require an advance deposit to guarantee the space.) (See Appendix A for sample retreat center brochure.)
3. Consider these issues in choosing a site:

• Is its location central? Convenient?
• Does it offer the space you need for full group activities, for smaller workshops, for recreation?
• Does it offer the sleeping arrangements you need, including both camping facilities and nearby hotel/motel, as well as on-site rooms?
• Can accommodations be made "handicapped accessible?"
• Does it have an attentive staff on call?
• Does it provide meals and have the flexibility to accommodate vegetarians and others with special dietary needs? (See Appendix I for ideas.)
• Does it offer the privacy and security necessary to make participants comfortable?
• Is the space adaptable for offering child care? For infants/very young child "baby-sitting" and for older children in a "youth camp" type program?

*References made throughout this handbook to local "society/societies" denotes any UU church/fellowship/congregation/society, etc.

4. Review W&R (and/or District) policies on retreats, re:

• Child care requirements.
• Financial arrangements.
• Scholarships.
• Vendors and sales.
• Use of wine/"spirits"

5. Decide whether to have a co-facilitator(s).

Consider the advantages:

• Share the work.
• Test ideas.
• Share the fun.
• Provide more variety in presenting activities at the retreat.
• Troubleshoot more effectively.

Consider these issues in choosing a co-facilitator(s):

• Are your working styles compatible?
• Do you have different skills and interests that will complement and balance each other? For example, it can work well if one of you is the "big picture" person and other the "detail" person. If one of you has never facilitated a retreat before, it helps if the other one has.
• Are you in the same town? If not, can you get together easily and often, at least by phone? e-mail?
• Are you both interested in the same retreat theme?

6. Decide on a specific theme and a title for the retreat that expresses it.

7. Begin to line up needed support persons:

• Registrar. (See Appendix D: Retreat Registrar's Job Description) This is the person to whom participants will send their registration forms and payment. This person will also be assigning bed space; therefore, it is good to choose
• Child Care Workers: Decide on appropriate age categories: you need separate workers and different programs for (1) infants and toddlers, than for (2) elementary to early teens. (Consider at what age boys are no longer welcome at a women's retreat and at what age you want to include older teen girls as program participants or as child care workers.)

8. Check on deadlines for articles in district or other appropriate newsletters.