Cluster Retreat checklist for Host Church

Cluster Retreat checklist for Host Church

At cluster retreats, the Youth Ministry Consultant (YMC) is responsible for advertising the event, coordinating the registration process, district initiative workshops, aiding in transportation needs, and acts as a resource for all retreat planners. The District Youth Adult Committee (YAC) provides resources to the retreat planners and aids in advertising the event. The cluster YAC officiates orientation, runs energy breaks throughout the event, coordinates gaggle groups which includes assigning meal tasks and Miracle clean up tasks, runs spirit committee and promotes a healthy retreat environment. Some cluster YAC members are from the host church, some are not. The host church retreat planners are responsible for choosing the theme, setting the schedule, coordinating programming, coordinating a keynote speaker, social action projects (if it is a social action retreat), Friday night worship and all meals and snacks.

Planning team: (see job descriptions)

  • Cluster Youth Chair (anywhere)
  • Cluster Social Action Coordinator (must be from host church)
  • Cluster Workshop Coordinator (anywhere)
  • Cluster Spirit Coordinator (anywhere)
  • Cluster Adult Workshop/Social Action Advisor (must be from host church)
  • Cluster Adult Advisor (anywhere)

1 year Ahead

  • Choose a theme, create logo and/or catchy play on words
  • Set up a telephone or skype conference with the YMC
  • Identify your Cluster YAC
  • Designate food coordinator who can be present the whole weekend (does not have to sleep at the church).
  • Secure a Chaplain (chaplain is provided at district cons). This person will work with the Spirit Coordinator to plan Friday night worship and run Spirit Committee.

6 Months Ahead

  • Research/approach Keynote speakers
  • Set up a telephone or skype conference with the YMC & YAC
  • Work with Social Action Coordinator and Adult Workshop Coordinator/Social Action Advisor to brainstorm service, social action, public art projects or campaigns & investigate potential organizations to work with

3 Months Ahead

  • Begin monthly Retreat planning meetings
  • Confirm with YMC about district initiative workshops
  • Set weekend schedule
  • Send weekend schedule and a list of extra items registrants need to bring to the YMC so it can be sent in a confirmation email to all registrants.
  • Send YMC & YAC the event flier
  • Work with Workshop Coordinator to secure at least 2 workshops facilitated by youth in the group or congregants
  • Set up a telephone or skype conference with the YMC & YAC
  • Get written confirmation of Keynote speaker and their needs
  • Check in with Chaplain
  • Get written confirmation of organizations you will be partnering with and their needs. How many youth can participate, what ages? etc.
  • Write and submit press release to your/neighboring congregations, local papers/newsletters of your project.

2 Months Ahead (registrations are sent out)

  • Work with Food Coordinator to set menu
  • Chaplain and Spirit Coordinator plan Friday night worship
  • Secure two or three volunteers to assist with emergencies
  • Telephone or skype conference with YMC and YAC
  • Get estimates of registrants from the YMC
  • Give estimates of attendees to the Food Coordinator

2 weeks Before

  • Hold a final meeting for last-minute details
  • Confirm number attending with the YMC
  • Designate sleeping rooms “male only quiet” “female only quiet” for Friday night. Adding “co-ed loud” and or “co-ed quiet” for Saturday night only
  • Designate workshop, keynote, worship spaces
  • Give Food Coordinator a final count of attendees
  • Final walk-through of Friday night worship

Friday of Retreat

  • Arrive one hour prior to check in (having eaten dinner)
  • Put signs up for designated sleeping rooms, put a night light (provided by YMC) in each room
  • Set up snack area and mug parking lot
  • Rope off or lock any areas of the building that are off limits
  • Identify area for check in and mailbags
  • Advise Youth Chair of any house rules to mention in orientation

Sunday of Retreat

  • Show gaggle group leaders where cleaning supplies are for Miracle cleanup
  • Food Coordinator gives recipes to YMC for retreat cookbook

Week after the retreat

  • Write a summary for your newsletter and bulletin board
  • Send YMC summary for posting on the district website

Posted Monday, 12 September 2011 15:52 Written by Jennica Davis

 
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