Planning Your Retreat

Guidelines for Great Events

It is best to start the planning process as soon as you can. Planning one year in advance is great, but sometimes it is not possible.

Good planning produces GREAT EVENTS but requires forethought and diligence. This can be an overwhelming task.

We have provided the guidelines to assist you in the steps of planning a fabulous event.

Guideline 1 - Why? The Purpose

The primary issue that needs to be established is 'Why are we having this event?' Stating the purpose goes a long way to "focusing in" on what needs to happen at the event.

  • List the Major Objectives
  • Define Your Objectives
  • Write Down

Guideline 2 - Where? The Location Of The Event?

Where you are hoping to have your event will dictate many factors of your planning. Heartland's calendar fills up months in advance, so securing your date is essential. Your housing, meals, activities available, etc. all hinge on the retreat location and date.

It would be a good idea to get in contact with one of our Guest Service representatives. They can help you chart your event, help you get the most value for your funds, and provide ideas to stretch your thinking.

After Heartland has enough information for your event, the Guest Service Director will send you via regular mail, email, or fax a Estimate and Contract Form. Just fill out the forms and remit a 20% deposit of the total event charge. Your event will then be set on the calendar. Changes and updates can be made over time, but your deposit and signed contract guarantees a site and time for your event.

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Guideline 3 - How Much? Budgeting For Your Event

At this point, you will have an estimated cost per person to enter into your budget equation.

You must also consider the following:

  • Honorarium/Travel Expenses for speakers, musicians, etc.
  • Materials expenses for games, activities, group t-shirts, etc.
  • Advertisement, mailings, and printing costs
  • Cost for chaperones and helpers
  • Transportation to and from Heartland
  • Miscellaneous expenses

It is a good idea to add a couple of dollars per person just as a 'saftey cushion' for unexpcted expenses. After you calculate the total cost for your event, you can easily calculate a 'per person cost' to charge your participants.

Guideline 4 - How? Promoting Your Event

All the planning up to this point is largely 'behind the scenes'. Now is the opportune time to advertise the event and keep the retreat before the eyes of all involved on a regular basis.

Engage your planning team to develop a catchy phrase or logo for the event--one that captures the 'why' objectives of your group or event.

If you are planning for a youth or children's event remember that the major key to success is in the parents. Parents need to be completely and fully informed at the earliest possible time and in a variety of ways.

The more ways you communicate the details the event, the greater the possibility of success. It is never enough to have one announcement in a bulletin or newletter. Notes, email, posters, personal recruiting committees, post cards, and phone calls are all great ways to get the information out. You can use a 'countdown' type of reminder as well -- ";Just 6 weeks till Youth Blast!"

As you look at the scheduled date for your event, establish a registration data deadline and early registration discounts, etc., to get people financially committed. When a person is financially committed to an event, they are less likely to let other things hinder their attendance. (Know what cancellation policies are in place.) Again, Heartland's Guest Services Director can help you in this area as well.

Guideline 5 - When? Nearing The Event

Communication is pivotal to the success of an event. Good communication with the Heartland Staff will help us better serve you.

For example:

  • The Food Services Director needs up to date information on your meal times and dining numbers.
  • The Site & Facilities Manager needs accurate information as to how your facilities are to be readied for you.
  • The Program Director needs information as to your use of the ropes courses, swimming pool, or indoor activities.
  • The Accomodations Team needs to know what rooms and areas to have ready for you.

Click here to download a copy of Heartland Policies and Guidelines. From mealtimes to ground rules, everyone needs these items communicated to them. It is imperative that you communicate these policies and guidelines with each leader, chaperone and every guest that will be attending your event at Heartland to ensure a safe and fun event.

Guideline 6 - What? After The Event Follow-Up

It is always important to check up on an event afterwards to see 'how you did.' You should evaluate as a team what was right, what was wrong, what could have been better, etc. Heartland also would like to know how we served you and in what ways we can improve.

Heartland Conference Retreat Center is committed to making your event the best ever. All of our planning ideas and expertise in events are at your disposal.