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Retreat Planning Ideas, Tips & Advice for Group Leaders 

Retreat Planning Tips: Check-In and Preparation

Posted by Retreat Planning on Tuesday, October 4, 2016 @ 12:07 PM

Retreat Planning Tips - Check-in

The check-in process at any retreat gives guests an important first impression of how things are going to be run at the event. Making sure check-in goes smoothly can go a long way in creating increased excitement for the retreat and it's activities.

A well organized and informative check-in also helps ensure that every guest is well prepared for a busy schedule that will lead to event success and attendee satisfaction.

To help you establish a process that works, our staff has come up with 6 top tips for nailing a smooth check-in at your next America's Keswick group retreat:

Provide Your Leaders With A List Of Check-in "Must Haves" 

Enlist the help of group leaders that will be part of your retreat to do their part to make check-in go smoothly. Give group leaders a checklist of all the things they're going to need to take into consideration during check-in, such as their group roster and the arrival time all of their group's attendees.

Make Sure Your Rooming List Is Prepared Months Ahead Of Time 

Last minute retreat planning changes are common when it comes to planning the rooming list. The further out your rooming lists are prepared, the less likely it will be that a last minute change turns things upside down and complicates check-in.

It's important that everyone knows what room they'll be going to and who they'll be rooming with on check-in day. This is no small feat, so start planning the rooming list as soon as possible.

Give A Check-in Schedule To Event Attendees 

Everyone needs to know where to go for check-in and what time to be there. They also need to know what to have with them at check-in. Hand out a checklist of check-in requirements to all retreat attendees to ensure clarity. Speaking of where...

Know In Advance Where Registration Will Take Place

It's typically up to the retreat organizer to decide where registration will occur. The usual two options are either the main lobby of the retreat facility, or the meeting space that has been designated for a particular group to meet.

It may be easiest to do registration at a group meeting place rather than the main lobby because there is typically less of a crowd. As you can imagine, crowds, and the associated noise, can contribute to misunderstandings and confusion.

Assign A Head Leader In Charge Of Check-in 

Either you, or perhaps one of your trusted group leaders, should be designated as The Head of check-in. Having a definitive owner of the check-in process will go a long way to making the check-in process as straightforward and simple as possible.

Attendees, and even your helpers, will appreciate having a single authority on check-ins that can consulted with on questions and concerns.

Make Sure Everyone Gets A Retreat Schedule

As part of retreat planning, you'll be arranging for various activities that attendees will take part in. Check-in should include handing out a detailed schedule of these activities so retreat attendees know what to look forward to in the coming days. 

America's Keswick is a non-profit, Christian Ministry that provides conferences, summer camps and overnight group retreats in New Jersey for over 80 years. They are blessed to be able to provide comfortable lodging, exclusive meeting spaces, and delicious menus with attentive service for all guests. 

It is their goal to relieve some of the stress of event and retreat preparation, by offering a fantastic retreat marketing kit that can help you with planning and marketing your next event. 

The Keswick friendly staff members are always happy to answer any of your questions and provide additional information. Feel free to contact them online, or call 1-800-453-7942 ext 1015 to speak with a retreat specialist.

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