Here are some thoughts that might be helpful as you begin to think through some of the logistics of setting up your own Stillness retreat...
If possible, find a large room with plenty of floor space. Tables, chairs, and floor-stations will fill that space quickly! We are fortunate to have access to many small, round tables and several long rectangular ones. This makes our setup very easy. If a variety of tables are not readily available for you and your group, get creative with the way stations could be changed to incorporate the floor space, the room features available (i.e. fireplace hearths or countertops, piles of pillows on the floor, couches, end tables, dining room tables, rugs), etc.
As you begin to plan what stations will go where, intentionally make sure that chairs/stations face away from each other in an attempt to create personal space in a room full of people. Think about what the “view” will be from each chair. (For example, our music station intentionally faces away from a wall with chairs stacked against it. We set the chair up in such a way that the participant faces the room instead of that unseemly stack of chairs.)
I firmly believe that God will always create space for anyone who wants to come to our evening retreats, but knowing the number of people who are planning on coming is exceptionally important. For example, the first retreat we planned had 15 chairs/spaces and 14 people showed up. There was only ever one option of an available spot to rotate to! By the time the 4th retreat rolled around, we had added multiple chairs outside, two couches were carried in, two tables were set up for open journaling space, pillows designated multiple spots for the “butcher paper” stations on the floor, etc.
To sum up: As much as it is within your power, try to have a minimum of 6-8 “spots” open at any time.
Having an outdoor space/chairs outside is certainly not necessary but there are two clear benefits.
Be very aware of music volume and alter accordingly once the evening has started.
Here are suggested playlists that we have used.
Spotify Playlists
Youtube options that play over three hours of music without advertisements
I cannot stress this enough: Lighting matters. It has the power to COMPLETELY change the tone of the evening.
Dim the lights in the room you are in. If this is not possible, use floor lamps (and other table-top lamps) as much as possible. Cover fluorescent lights with fabric. “Warm” light is what you are going for! Candlelight makes a huge difference. Strings of Christmas lights would put you in the bonus round.
For our fourth retreat, the money was spent and 20 matching, burgundy table cloths were purchased. It helped give our evening a polished, marvelous, put-together look...but don’t wait until everything “matches” to host an evening like this!
We have access to large gray “art board” dividers that can roll on wheels. (See pictures of the room above.) We use these to block off things that cannot be removed from the room we use, such as stacks of chairs, instruments, and even cleaning supplies! We also use them to divide our large room into smaller areas. By pushing a round table up against one of those boards, it helps us create a sense of “alone-ness” even though the room is filled with people.
Get creative with your team! How can you set up intentional “barriers” that will help create personal spaces? How can you divide your room to make the best use of the space?
As much as possible, try to anticipate what your participants might need during the night. Seemingly small needs can become surprisingly distracting!
You work with what you’ve got...and in Hong Kong, we’ve got IKEA. Get creative with what IKEA has to offer! A retreat like this can get expensive fast. Tealight candle holders were purchased 4 for $2 USD, journals were on sale for $1.50 USD, simple black 4x6 frames were 2 for $3 USD, flower pots to hold pens, markers, etc were $3 USD, throw pillows were magically found on sale for $2.50 USD, and so on and so forth. (Stateside folk: Don’t forget to scour the $1 sections at Michaels, Joann, and Target for journals, notecards and envelopes, decorative touches, etc.)
It is highly recommended to have a place by the door to set all bags that way no one needs to be carrying them with them throughout the night.
Along with that, ask your group to turn their phones “off” for the evening. Not to “silent” or “do not disturb”. Actually hit the power button and turn them off. It is remarkable how that simple act really can help set the tone for the evening. We are setting the busy world aside so that we can be fully with Jesus.