ROLES

We've created some roles that can help you divide up the workload for planning. It is important to align the right people with the right tasks, which he or she will be capable and willing to do. It is crucial to have clear responsibilities and tasks within each role.

Lead | providing direction to the team and how to get there.

This person is going to be responsible for overseeing the fall retreat from start to finish and will most likely be doing so next year... should also be skilled at motivating and shepherding others.

Responsibilities include

• Casting the vision
• Aligning people with their roles
• Setting goals
• Delegating tasks
• Managing the timeline

Program | crafting and cultivating an environment for God to change lives.

This person can discern the movement's reality and the needs of others. Someone who is excited about and motivated by the big picture, but is also able to focus on the details, is ideal.

Responsibilities include:

• Identifying audience
• Crafting the journey
• Creating the main meeting content
• Organizing community time
• Designing the weekend schedule
• Coordinating on-site duties

Operations | providing all the functions and resources for the retreat to happen.

The best person for this is someone who enjoys details and processes, as well as values financial transparency and risk management. This person is dependable, consistent, loves spread sheets and instruction manuals.

Responsibilities include:

• Collecting event logistics
• Using systems and tools
• Spreading the budget sheet
• Negotiating the venue contract
• Managing risks
• Orchestrating registration
• Housing / payments

Promotion | engaging and mobilizing your audience toward the event.

This person will be the face of Fall Retreat, the life of the party, extra-extroverted, social media queen, communicates with finesse. Someone who is determined and goal oriented will maximize the number of students attending.

Responsibilities include:

• Social media strategy
• Promo materials
• Design
• Capturing pictures and videos for next year

WHAT IF I HAVE MULTIPLE CAMPUS AT MY FALL RETREAT?

Many Fall Retreat's look more like a several campuses coming together to share a retreat location.

WHAT THE CAMPUSES/TEAMS PLAN TOGETHER.

Leadership Team | (1-2 people from each campus)

Having a staff member from each campus included is important to keep everyone in the loop of the overall progress and give input in shaping the conference. It is important that each of these people have decision making authority from there campus for the committee to function properly.

Program

It is crucial that every campus is "at the table" of planning the program content so that their voices are heard, concerns are listened to and needs are met. This collaboration will be important for general sessions, topical breakouts, worship, guest speakers and summer mission opportunities.

Operations

The budget needs to be ran through one event chartfield (income and expenses related to the retreat), be sure that it uses a project ID that is unique to that event. Note: Individual campus' budget chartfields can be used for anything outside of the retreat budget, for example: ice cream social for an individual campus time at the retreat.

You must work together through the costs, agreeing on purchases, creating a reasonable estimate of campus attendance and deciding a single base per student cost Note: Individual campuses could subsidize costs using their own funding.

Any surplus that is created must be split to every campus at the end of the retreat. Note: Use surplus to fund a student's Fall Retreat Scholarship for next year.

WHAT CAN BE DELEGATED TO CAMPUSES/TEAMS.

One Retreat Liaison, responsible for contracting the event, access to the ERTs and communicating with the retreat staff for housing, facility needs and meals.

The Event Registration Tool (ERT) and Promotion will be specific to each campus and will be owned individually as they are responsible for their own attendance. This allows different teams to set different prices if they are subsidizing the costs. The same merchant account should be used for all the ERTs for a given retreat, so that income lands in the same chartfield.

Consider dividing ownership for the planning and staffing of individual activities like outdoor recreation and activities, registration day, snacks, Saturday Night Dance Party. There are a number of volunteer opportunities you can present to challenge your student leaders with.

WHATS NEXT?

Let's head to the tasks page and see, in more detail, what these roles will be doing.