director - group · 2015. 9. 20. · ladies to join in getting lavender springs spa started. and if...

d i r e c t o r

spa

R e f r e s h i n g r e t r e a t . R e f r e s h i n g r e s u l t s !

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Planning Yo u r L a v e nde r Sp r i n g s Spa R e t r e a t Planning Guide OptionsIdeally you’ll have months to plan your retreat. But sometimes the opportunity arises and you only have a few weeks. That’s why we’re giving you two different planning guide options. The first one will take you from start to finish in as few as four weeks. The second option allows you a little more breathing room. Choose the one that works for you and your team.

Speedy Retreat PlannerToday• Pray. It’s always a good idea to get God

involved from the very beginning!

• Set a date. You can have a great retreat in just a few weeks. Choose a date about four weeks from today.

• Choose a location. To have a retreat in just a few weeks, it’s likely you’ll have it at your church or at a nearby hotel—or maybe you have access to a cabin that will accommodate 10 to 20 women. You can do your retreat as a one-day event at either of these locations, or have it as an overnight event if you want. This may mean women stay overnight in their own homes and come back to your location the following morning or just make it a huge slumber party! It’s up to you!

• Get a couple women to help you. You can lead the entire retreat yourself, but it’s more fun (and definitely easier) if you have even one more person doing it with you! Together watch the training segment on the Training & Promo DVD in the Lavender Springs Spa Media Pack. Decide who will do what (who is going to spread the word, who is going to lead the sessions, who is going to gather supplies—stuff like that), and you’re ready to get started!

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21L A V E N D E R S P R I N G S S P A • D i r e c t o r G u i D e

Lavender Springs Spa SchedulesLavender Springs Spa is created as a 24-hour retreat that begins with an evening meal and ends just before the evening meal on the next day. For example, it could begin on a Friday afternoon and end on Saturday afternoon. However, it can be adapted to be a shorter or longer event. Use these schedules as samples for your own retreat.

Note that each session generally takes about 45 minutes to complete. (The first session is longer at about an hour and a half.) However, we like to “pad” the schedule a little to allow extra time for talking. If you’re doing the retreat in one day, you’ll have to keep things moving. But if you have a one-night or two-night retreat, you’ll notice we’ve allowed more time in those schedules simply because there’s no reason to rush. Let women linger longer and spend refreshing time with each other and with God!

Sample Schedule for One-Day Retreat

Saturday8:30–9:00 Women arrive—Check in

9:00–10:30 Session 1

10:30–11:00 Break

11:00-11:45 Session 2

12:00–12:45 Lunch

1:00–1:45 Session 3

1:45–2:00 Break

2:00–3:30 Sessions 4 and 5

3:30–3:45 Break

3:45–4:30 Session 6

4:30 Finish, clean up, and go home

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Sample Schedule for One-Night Retreat

Friday2:00 Leadership team arrives—

Check in, decorate, and set up

4:00 Women begin to arrive—Begin registration and room check-in

5:00–6:30 Dinner available

7:00–8:30 Session 1

8:30–??Free time for snacks, board games, jigsaw puzzles, talking, and laughing

Saturday7:30–9:00 Breakfast


11:00–12:00 Free time

12:00–1:00 Lunch


3:00–3:15 Break

3:15—4:00 Session 6


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Sample Schedule for Two-Night Retreat

Sunday8:30–9:15 Breakfast

9:15–10:00 Session 6


Friday2:00 Leadership team arrives—

Check in, decorate, and set up

4:00 Women begin to arrive—Begin registration and room check-in

5:00–6:30 Dinner available

7:00–8:30 Session 1

8:30–??Free time for snacks, board games, jigsaw puzzles, talking, and laughing

Saturday8:00–9:00 Breakfast


11:00–12:00 Free time

12:00–1:00 Lunch

1:00–5:00 Free time

5:00–6:00 Dinner


8:00-??Free time for snacks, board games, jigsaw puzzles, talking, and laughing

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Step-by-Step T h r o u g h L a v e n d e r S p r i n g s S p aAt the RetreatWell, it’s time to get this retreat started! You and your leadership team have gone through all the preparation steps. Now you’re heading to your retreat location and need to know what happens next.

Let’s assume for this section that you’re doing a one-night retreat beginning on Friday night. This section will guide you through what happens at each step and who is responsible for each area. You can adapt this information if you’re leading a one-day or two-night retreat. We’ll go step by step through the schedule together. Ready? Let’s go!

Friday• Leadership team arrives to check in, decorate, and set up. You and your team should arrive as early as your retreat facility will allow. Remember, delegate! You don’t need to do all this yourself. The following are things you all can do at this time.

o Check in at the hotel or retreat center. Gather keys, meal tickets, or other items required by the staff of the facility where you are staying.

o Hang signs directing women to your location. If you’re in a hotel, see if the management will permit you to post signs directing women to your check-in area, or assign someone from your leadership team to direct ladies as they arrive. If you’re at a larger conference center, you may want to use balloons, ribbons, or other markers at key points to direct women to your location.

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o Set up or check the existing sound system.

o Place chairs and tables so there is room to move around. In an ideal location, women will be sitting at small tables. If you have long tables, plan for two small groups of four women to sit at each table—four at each end of the table.

o Hang the white plastic “poster.” During each session of the retreat, women will be guided to write on this poster that has been hung on the wall. This poster is a length of white plastic tablecloth material (like you’d put over tables at a picnic). It comes on a roll and is usually about 40 inches wide and comes in various lengths. You’ll need at least 5 feet of this plastic—or more depending on the number of women coming to your retreat. We had 50 women at our retreat and used a little more than 10 feet.

Use tape, Command Strips, or a similar adhesive to affix this to one wall. Women will write on it throughout the retreat, so put it at a height that is easy to reach. When we did this, we used two layers of the plastic—one that women wrote on and one beneath it as an extra barrier to be sure marker didn’t get on the wall.

o Put the purple permanent markers that will be used in Session 1 in a basket or other container and place this near the poster area. If you have a small table, you can put the basket of markers on that.

o Be sure the Spa Sprint game items that the Worship Leader will use in Session 1 are ready for her.

o Put supplies to be used in upcoming sessions under a table (covered with a cloth), in a nearby closet, or in a small room nearby. You’ll want to keep them out of sight for now, but have them handy so you can pull them out quickly when it’s time.

o Set up the snack area. It’s likely that your meeting room will also be used as a hangout location where women can relax between activities. If so, this is the place to keep the snacks, so set up a table or two for beverages and snack foods. If not, set up snack tables in the free-time gathering room.

o Decorate your welcome and check-in area. Use the ideas in the “Decorating for Lavender Springs Spa” section to create a welcoming atmosphere that will delight women from the start! You’ll also find ideas for decorating on the Training & Promo DVD. Set up tables and necessary signs so women will know where to begin checking in. Be sure you have room assignment information, room keys, name tags, Lavender Springs Spa Participant Guides, schedules, and other information women will need upon arrival.

o Leave a surprise on each person’s bed. What fun to arrive in your room and find a gift! We suggest you place a Spa Bag or Flavor-Infuser Tumbler on each bed.

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Recruiting f o r L a v e n d e r Sp r i n g s SpaFinding Leaders Since you’re reading this book, we know you have a heart for helping women grow closer to others and to God. But putting together a retreat is a lot of work, and you might be feeling a little worried about recruiting all the right volunteers to create a memorable experience. Well, we’re here to help you!

Recruiting doesn’t have to be a headache. It can actually be a fun, energizing opportunity to connect with people who have a passion for women’s ministry…people just like you! We’re here to help you find all the leaders you need for Lavender Springs Spa.

Use the following recruiting ideas, and print the job descriptions from the Graphics & Other Goodies CD to give to women you’d like to join your team in leadership roles.

Starting With Prayer Ask God to direct you to the women he wants involved. Then make a list of women you think might want to be involved in leading with you. Finally, talk to them. There’s no substitute for a personal touch. If you truly believe someone will be a wonderful Supplies Coordinator, tell her! Share the vision for Lavender Springs Spa, explain why you think she’d be great on the team, and give her time to pray and make a decision. Assure her that she won’t be in this alone as you and others on the team can work together to get each task completed. And promise her she’ll have adequate training. Treat women with respect if they decline, and pray about who God might have you ask next.

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Core Leadership Team Your core leadership team consists of a Facility Coordinator, a Registration Coordinator, a Publicity Coordinator, and a Supplies Coordinator. Once you have these women alongside you, they can help recruit others.

We encourage you to look beyond your regular church women’s ministry team and invite new ladies to join in getting Lavender Springs Spa started. And if you have a large number of people attending Lavender Springs Spa, those on your leadership team may want to ask others to assist them in their roles. Gather with these women right at the beginning of your planning process, and go over the steps described in the planning section. Talk about how team members can support one another. Determine how often you’ll meet to check in and report back on what’s been accomplished and what the next steps are.

Job DescriptionsWhen you’re ready to recruit leaders for the sessions and to lead worship, talk with your team about whom they suggest for the various roles, and then share the responsibility of inviting women to lead in these areas. As you did with your core leadership team, pray first and then extend the invitation to lead. Use the job descriptions that can be printed from the Graphics & Other Goodies disc as a guide for recruiting. When these people are on board, your team will be complete and you can schedule a training session.

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Facility CoordinatorYou’re the person who coordinates all the logistics. You’re great for this job because you…• love the Lord and love to see women grow in faith.• enjoy negotiating. (You’re the one who asks for bargains at

garage sales!)• like to research retreat destinations.

Here’s what we need you to do:• Find a location for our retreat that meets the specifi c needs of Lavender Springs Spa and the women in our group. This may require traveling to several retreat locations to determine what will work best.

• Talk to site managers to learn what the benefi ts and restrictions are at their locations including meals and other food service.

• Handle contracts and other negotiations to ensure that our group has what’s needed and that budget requirements are met.

Thanks for serving on this team and for helping women grow closer to God and each other!

Copyright © 2015 Group Publishing, Inc. group.com/women

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You’re the person who gets the word out about the retreat. You’re great for this job because you…

• love the Lord and love to see women grow in faith.

• are comfortable talking in front of people.

• like to spread the word about fun events. (Your enthusiasm is catching!)

Here’s what we need you to do:

• Prepare and hang posters.

• Make arrangements for Lavender Springs Spa publicity commercials to be shown in church.

• Create bulletin inserts or other announcements.

• Send invitations to women in our church or community through mail or email..



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Publicity Coordinator

Be Refreshed at Lavender Springs Spa!Yes, this spa-themed getaway is as relaxing and refreshing as it sounds! Get away from the busyness of life as you relax with friends, share laughter and stories, and spend time with God. Join us at our Lavender Springs Spa retreat to experience all this and more!


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You’re the person who gets women to sign up for this retreat.

You’re great for this job because you…


• are very organized. (You probably like to make to-do lists!)

• pay attention to details.

• are comfortable handling money.


• Set up and staff a registration table for several weeks.

• Track who has registered and who has paid.

• Coordinate roommate assignments so women can share

sleeping quarters with friends.

• Set up and staff a check-in table at the retreat.

• Coordinate fi nances with the Lavender Springs Spa Director.

Thanks for serving on this team and for helping women grow

closer to God and each other!


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Registration Coordinator

Session LeaderYou’re the person who guides one or more of the sessions and helps women get engaged in discussion and Bible study. You’re great for this job because you…


• are at ease facilitating group discussions.

• are comfortable speaking in front of large groups.


• Attend scheduled training.

• Work with the Supplies Coordinator to collect necessary supplies.

• Read through your session guide.

• Lead one or more sessions at the retreat.



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You’re the person who gathers and buys the supplies for our retreat. You’re great for this job because you…


• enjoy shopping. (You probably know where the best deals are!)

• can work within a budget.

• are organized.


• Purchase or borrow supplies needed for Lavender Springs Spa.

• Work with various leaders to determine what supplies they’ll need and who will gather those items.

• Make sure supplies actually get to the retreat location.



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Supplies Coordinator

You’re the person who leads singing and leads a few brief activities or prayers in several of the sessions. You’re great for this job because you…


• have experience leading songs.

• are comfortable speaking and singing in front of large groups.


• Attend scheduled training.

• earn the Lavender Springs Spa songs.

• Lead singing for the entire Lavender Springs Spa retreat. This can be done by singing along with the Music of Lavender Springs Spa CD (which is ultra easy!) or by letting women hear your voice as you sing along with the Worship Instrumental CD tracks.



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Worship LeaderSAMPLE

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Lavender S p r i n g s S p a Tr a i n i n g S e s s i o nInvitationsInvite all your leaders to this meeting, including your core leadership team, the Worship Leader, and the Session Leaders. This training will ensure that each of these key leaders knows what her responsibilities are. It will help all the leaders know what’s expected of them and what they can expect from others. The training will take about an hour.

SuppliesRound up these:

• Lavender Springs Spa Participant Guides* (1 for each leader)

• CD player

• TV and DVD player

• copies of your Lavender Springs Spa schedule

• name tags

• pens

• a snack

Find these in your Lavender Springs Spa Director’s Kit:

• Training & Promo DVD from the Lavender Springs Spa Media Pack

• Music of Lavender Springs Spa CD

• all of the Lavender Springs Spa leader guides

* available from Group Publishing (group.com or 1-800-447-1070) or your local church resource supplier

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Promoting L a v e nde r Sp r i n g s SpaPublicity ResourcesIn this section, you’ll find ideas for spreading the word about your Lavender Springs Spa retreat. Many of the ideas make use of the Graphics & Other Goodies CD you’ll find in the Media Pack in your Director’s Kit. Use this in your computer (or get one of your tech-savvy friends or a handy teenager to help you) to create pretty spa-themed publicity materials.

Work with your Publicity Coordinator to determine which of these ideas you’ll use and who will make sure they happen.

• Clip Art—Use the reproducible clip art on the Graphics & Other Goodies CD to create your own custom promotional materials. It’s easy as can be to make your own letterhead, memos, media slides, and more!

• Bulletin Inserts—You’ll find bulletin inserts on the Graphics & Other Goodies CD that you can customize with the dates, location, and cost of your retreat. Print these inserts, and slip the copies into your church bulletins.


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spaCopyright © 2015 Group Publishing, Inc. group.com/women

BReATHe eASY Use Lavender Springs Spa art on invitation letters, envelopes, and anything else you can think of

to generate excitement! These colorful and beautiful graphics get women to take a second look

at your promotional materials!

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L a v e n d e r S p r i n g s S p a M a s t e r Supply ListPhotocopy this list for your Supplies Coordinator. She can work with the various leaders to determine who will gather supplies for each area. She might also put out notices in your church bulletin to see if some items can be borrowed. (But do be sure they’re labeled so they can be returned!)

The supply lists in each leader guide have detailed information regarding specific sizes, amounts, and where to find items. One copy or sample of each item that has an asterisk (*) beside it is included in the Lavender Springs Spa Director’s Kit, and additional ones are available from Group Publishing (group.com or 800-447-1070) or your church resource supplier. Be sure to talk to each Session Leader before you purchase supplies!

General Supplies Lavender Springs Spa Participant Guide*

(1 per woman)

Note: each woman will need her own guide. These books contain copyrighted material and cannot legally be photocopied, so be sure to order enough.

poster—This is a length of white plastic tablecloth material (like you’d put over tables at a picnic). It comes on a roll and is usually about 40 inches wide and comes in various lengths. You’ll need at least 5 feet of this plastic—or more depending on the number of women coming to your retreat. We had 50 women at our retreat and used a little more than 10 feet.

tape or Command Strips to hang the poster

pens (1 per woman)

name tags—There is a template on the Graphics & Other Goodies CD* for printing these, but you’ll need additional supplies to turn those pieces of paper into name tags.

Graphics & Other Goodies CD*—It includes reproducible resources you’ll use for the sessions.

Worship Instrumental CD*—This has sound effects used in some sessions as well as instrumental music.

Music of Lavender Springs Spa CD*

CD player or sound system

noisemaker—This helps the leader get the attention of guests without raising her voice. A bell, tiny gong, whistle with a funny sound, maraca, or other item will work!

Session 1 purple permanent markers

(about 1 per 5 women)

disposable coffee cup with lid (1 per 8 women)

copy of the Spa Spring Game page (1 per 8 women). Print this from the Graphics & Other Goodies CD.*

Permission to photocopy this supply list from

Group’s Lavender Springs Spa D

irector Guide granted for local church use. C

opyright © 2015 G

roup Publishing, Inc. group.com/w

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*One copy or sample included in the Director’s Kit; additional ones available from Group Publishing or your church resource supplier. **Available from Group (group.com or 1-800-447-1070) or your church resource supplier.

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copy of the Spa Spring Sleeve (1 per 8 women). Print this from the Graphics & Other Goodies CD.*

tape

Session 2 brown washable markers


Session 3 orange permanent markers


table tents with names of prayer stations (print these from the Graphics & Other Goodies CD*)

hand sanitizer (1 or 2 pump bottles)

eyeliner pencils (1 per 5 women—use the cheapest ones you can find)

hand wipes (2 per woman—these can be prepackaged or a couple large containers)

Spa Mask* (1 per woman)

honey sticks (1 per woman)

scissors

candles (3 to 5 candles total)

matches

Session 4 green permanent markers


Mini Spa Bag With Devo* (1 per woman)

gift tags (print 1 per woman from the Graphics & Other Goodies CD*)

tape or ribbon to affix the gift tags to the gifts

3x5 index cards (10 to 15 per woman). We recommend using colorful ones instead of just white.

encouragement Pendant* (1 per woman)

fine-tipped permanent markers (1 per woman)

Session 5 black washable markers (about 1 per 5

women)

high-quality lotion or hand cream (1 container per table). We suggest you offer a nonscented lotion as some women are sensitive to strong aromas.

Session 6 blue permanent markers


spray bottle of water

towel (this will be ruined when you use it, so use an old one or a lot of paper towels)

Fun ExtrasYou may also wish to order these items to make your retreat more delightful for the women who attend:

Spa Bags*

Music of Lavender Springs Spa CDs*

Flavor-Infuser Tumblers**

Lavender-Scented Pens*

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*One copy or sample included in the Director’s Kit; additional ones available from Group Publishing or your church resource supplier. **Available from Group (group.com or 1-800-447-1070) or your church resource supplier.

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director - group · 2015. 9. 20. · ladies to join in getting lavender springs spa started. and if...

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