Scout Retreats

Outline for a Scout Retreat

National Catholic Committee on Scouting – BSA 1990 Religious Activities Committee

SCOUT RETREATS

Outline for a Scout Retreat

1990 Religious Activities Committee National Catholic Committee on Scouting – BSA

PREFACE The strength of Scouting in the Catholic Church lies in the fact that the Scouting program affords such a suitable environment for youth to worship and grow spiritually. This is especially so with Scout retreats where a young person can examine, share and experience God’s word in a positive and nurturing setting. Whether it is conducted as a campout or indoors in cabins or dormitories, the success of the event largely depends on the planning efforts and care that have been invested beforehand, and the quality of the staff that runs it. This booklet is intended to help Catholic scouters in the process of planning a successful retreat. It presents many “helpful hints” and alternatives so that a retreat committee can get started in customizing the kind of retreat they really want. Even though it suggests retreat topics and activities, this booklet does NOT tell you what to say about the topics, how to say it, or how to conduct the activities. It is NOT “THE Bible” on scout retreats, but instead some practical elements that have been gathered from the collective experience of a number of Catholic scouts over the years. If it does nothing more than provide some ideas to help you get started on a successful scout retreat, then it has served its purpose. There is a bibliography of already publish planning resources at the end of this booklet. They can help you plan the actual retreat content. The booklet is purposely dated 1990! New ideas and experiences are continuously improving the quality of our scout retreats. Practical planning resources are being published all the time. If after reading or using this booklet, you can suggest improvements, deletions or additions, please let us know! We’d like to hear from you. Send your input to:

Religious Activities Committee National Catholic Committee on Scouting

P.O. Box 152079 Irving, Texas 75015-2079

SCOUT RETREATS

1. Why put on a Scout retreat? a. Can we give the youngster an opportunity to grow spiritually in such an activity? b. Are there issues that can only be addressed in such a scouting/outdoor activity? c. What kind of spiritual awakening do your Scouts need?

2. An agreement by the core leadership group of the local Catholic Committee on Scouting on the

general goals and objectives for putting on a retreat.

3. Selecting the Retreat Team Leadership a. Criteria, such a s experience, spirituality and organizing ability b. Include both adult and youth members

4. Essential administrative tasks for the Team

a. Set a schedule for pre-retreat planning meetings. b. Agree to a timeline.

5. General program decisions

a. Theme of the retreat b. Style of retreat (large group/small group); stationary/mobile, etc.) c. Kind of participants the retreat is to be focused on d. Support workers needed e. Feeding the participants and staff

6. Essential support items

a. First aid facilities b. Trash collection, toilets, water and fuel c. Transportation and parking d. Cooking crew (where appropriate)

7. Specific program decisions

a. Substantive lectures/discussions (topics and speakers/facilitators) b. Liturgies, prayer sessions and other religious activities c. Special unit or individual projects d. Campfire e. Recreational activity, including cracker barrels f. Ceremonial activities (flag raising, etc.) g. Administrative announcements h. Equipment/materials for program (bibles, retreat patches, song books, etc.)

8. Physical arrangements and conduct decisions

a. Camping layout b. Maintaining a retreat environment c. Rules (health and safety) d. Suggested unit and personal equipment and materials e. Accommodating individual retreat participants (provisional unit) f. Registration procedures, including deadlines

9. Costs a. To the unit or individual Scout participant b. To the local Catholic Committee on Scouting or to the Diocese c. Subsidies

10. Preparing/acquiring mail out or handout materials

a. General retreat announcements/invitation b. Directions and map c. Health and safety questionnaire d. Registration forms e. Chronological schedule of activities f. Booklets/materials for use by participants

11. Mail out, publicity, and invitation of guests

a. Timeliness b. All encompassing (individuals, units, parishes and diocesan and Council networks c. Direct communications (telephone calls, visits to units, etc.)

12. Carrying out the retreat

a. Teamwork b. Flexibility c. Creating and maintaining the appropriate environments d. Handling emergencies (e.g., extreme weather) e. Recording and publicizing the retreat f. Guests

13. Retreat Committee recognition

14. Assessment and recommendations

a. Unit and individual evaluation of retreat b. Staff evaluation of retreat c. Follow-up committee meeting to critique retreat d. Final report to the local Catholic Committee on Scouting, including recommendations for

the next retreat.

SCOUT RETREAT PLANNING CHART Style of retreat

Peer Model – led by chaplain aides or senior youth members, with adult supervision Adult Model – led by chaplain/clergy/skilled Scouters, either lecturing or Camporee style (show-

then-do) Small Group Sessions – 8-10 people Large Group Sessions – 20-25 people Larger Group Sessions – 50 or more people Stationary/Movement from session to session

Staff

Small team – chaplain with core group of Scouters and Senior Scouts running the whole program Large team – several chaplains and other religious, with many trained Scouters and Senior Scouts to

lead specific sessions Reliance on ad hoc volunteer leaders – Scouters and Senior Scouts – to assist with small group

sessions. Participants

Retreat restricted to Catholics only Catholic with a small number of interested non-Catholics Ecumenical in overall program Ecumenical in general physical proximity only Restricted to Scouts and Explorers only All Cub Scouts Cubs restricted to Webelos

Setting

Outdoors – camping in tents (camporee style) at a park, Scout camp, religious facility, other Indoors – seminaries, monasteries, retreat centers, church basements, gymnasium, military bases, etc. Camping – by unit, patrol, or individual Provisional troop for Scouts without unit Meals – self cooked by unit or patrol

o Catered for all o Catered for leadership staff only

Time

Weekend – Friday night to Sunday afternoon Overnight – Saturday morning to Sunday afternoon Longer or shorter

Theme

Current diocesan/National Catholic Scouting/BSA theme Others, i.e., Evangelization: A Call to Peace Making, Duty to God, county and Self, Indian Religious

Folklore, Vocation Awareness, etc.

Topics Young People Want/Need to Hear About Scout Oath/Law Sin Growth with God Peer Pressure Adolescent Years Values/Morals Nature Stewardship Saints as Role Models Sacraments Blessed Virgin Prayer Friendship Charismatic Vocations Church/People of God Cults Service Authority Family Influence of TV and Media Sports Missions Reverence Sanctity Leadership Youth in parish God’s Revelation Roles Available in parish Eucharist Life’s Goals Evangelization Liturgical Vesture and Equipment Celibacy Marriage Other Rites in Catholic Church Ecumenism Priesthood/Religious Life Language Bible Activities Films/Film Strip Stations of the Cross Field Mass Field Communal Penance Ice Breakers Biblical skits Building Native American Spiritual Shields Building Shrines Group Trust Session Recreation (organized) Patrol Religious Flag/Banner Religious Emblems Display Campfire

Logistics Water availability Toilet/shower Facilities Fire/Safety Code Access roads Parking Maps Advance Advertising/Registration Flyers – mail outs Diocesan paper Council newsletter Program/registration mail out Church bulletins Catholic Committee phone calls Take Home Materials Literature Mementos Religious material related to theme Retreat patches “A Scout is Reverent” manual Unit flag streamers Papers on other NCCS programs Certificates Bibles Guests Diocesan dignitary’s Council dignitaries Parish priests Parents Assessment/Recommendations Unit Leader critique sheet Senior Boy Scout Leader questionnaire Committee post-mortem meeting Special unbiased evaluation staff Formal committee report Committee Recognition Proper recognition of committee members at appropriate time and manner

SCHEDULING

When attempting to place a retreat upon a calendar, there is much to consider:

1. When would a retreat best fit into the overall Youth Ministry Program? Considering the goals and the direction of the year, when would a positive community experience most benefit the youth and those serving in the program?

2. The local high school calendar: sporting events (especially home games), proms, band concerts,

plays and other extracurricular activities (i.e., college entrance exams (usually on Saturdays). 3. Check the church’s activity calendar and attempt, where possible, to schedule around church

picnics, festival, etc. 4. Consult with the pastor/associates about their availability and what dates would be best for them

(they need not be there the entire weekend, but if they can, that would be ideal). 5. Local concerts involving major entertainer(s) can greatly affect the attendance of even the best

retreats. 6. Avoid retreats on or around major holidays (although very holy, Easter and Christmas are poor

selections). 7. If you are a diocesan-affiliated church, check the diocesan calendar for any events you may wish

to attend. 8. Check your personal calendar for weddings, anniversaries, birthdays, etc.

9. The determining factor will often be the availability of appropriate facilities.

10. Pray and be flexible!

LOCATION – WHERE TO RETREAT?

Although the word “Retreat” implies that one is going away, this is not always the case. Some churches are equipped to handle overnights in their own facilities. This has what you might call some “home court advantages”, no travel, easy access to supplies, and knowledge of facilities.

While retreats can be very successful in one’s own facility, when given a choice, most teenagers and adult

staff would prefer to leave the familiar and destine themselves for a place which offers a scenic view of God’s creation.

Wherever you go, know that location, although important, will seldom determine whether you have a

positive retreat experience. In choosing travel, consider the following:

1. DISTANCE – Customarily most participants leave early Friday evening and return home later Sunday afternoon. When traveling a good distance, design a Friday night schedule, which can be easily adapted without greatly affecting the purpose of the weekend. If traveling for several hours, it might be difficult to do introductions, a skit, icebreakers, two sharings, the rules, cracker barrel, movie, a two carousal slide show and prayers all on Friday night.

2. ROAD CONDITIONS – During winter and/or rainy seasons, roads, which are normally

accessible, become impassable. Being stuck on a wash out road with a busload of typical teenagers will teach one always to check on road conditions.

3. KNOW THE FACILITY – It is highly recommended that you check out a possible facility either

in person or at least by phone. Attempt to obtain the information on the Retreat Facility Questionnaire.

4. PRAYER – Because travel creates the possibility for numerous complications, it’s good to reflect

occasionally on God’s providence – TRUST!

GENERAL INFORMATION Basic Rules (normally printed copy is available)_________________________________ Insurance Requirements and Responsibilities____________________________________ Directions _______________________________________________________________ ________________________________________________________________________ Special Considerations about Facility__________________________________________ ________________________________________________________________________ Name of Camp____________________________________________________________ Address______________________________________ Phone______________________ City________________________________________ State______ Zip_____________ Director/Caretaker_____________________________ Phone______________________ Reservations Contact___________________________ Phone______________________ EMERGENCY PHONE__________________________________ Maximum Occupancy (Summer)__________________ Winter______________________ General Description of Facility Main Hall or Lodge Size_____________________ Maximum Occupancy__________ Heating________________ Cooling___________ Fireplace____________________ Tables_________________ Chairs____________ Furniture____________________ Special Notes__________________________________________________________ Separate Meeting Areas (for small groups/team meetings) How many? _____________ Locations_____________________________________ Chapel – Yes____ No____

Kitchen Approx. Size____________ Commercial – Yes____ No____ Who Cooks? ____________ Our Cooks _______ Their Cooks Stove/Oven_________ Gas ______________ Electric Grill ______________ Gas ______________ Electric Refrigerator_________ Walk-in ___________ Freezer __________Walk-in Dishwasher _________ Yes _________No Pots and Pans (what kind and how many)____________________________________ _____________________________________________________________________ #Plates ____________ Cups__________ Silverware Settings____________________ Special Notes___________________________________________________________ Dining Area Separate from meeting area _______Yes ________No Size_______________ #Tables _________ Chairs _________ Benches______________ Rooms/Cabins for Staff______________________________________________________ A.V. Equipment Stereo (describe)_________________________________________________________ Speakers_____________ Microphones______________ TV_____________________ VCR________________ Movie Screen______________ Move Projector___________ Slide Projector________ Easel Pads________________ Chalk Board_____________ Recreational Area(s) Open Field___________ Volleyball________________ Swimming Pool___________ Tennis Courts_________ Picnic Area_______________ Horses___________________ Fire Pit_______________ Barbecue Grill/Pit__________ Available Sports Equipment________________________________________________ Scenic Areas Nearby______________________________________________________ Road Conditions ____________Excellent __________Fair ___________ Poor

Check on un-bridged crossing and, if needed, winter travel conditions (in case of bad weather, recheck conditions before departure)

Costs Fees based on____________________________________________________________ Minimum Charge________________________ Deposit_______________________ Refundable?____________________________ Special Considerations_____________________________________________________ Make Check Payable to:____________________________________________________

TRANSPORATION BY BUS Numbers will normally determine the mode of transportation. If your group, including team, is over 30 in number, there are some real advantages to a bus. Practically speaking, it is easier to shuffle 30 teenagers into one bus rather than five cars. Most churches either own, rent, or borrow buses for such occasions. If you go by bus, remember the following:

o The bus driver should be at least 18 and have a valid chauffeur’s license, if so required by state law.

o Equip the bus with proper safety equipment as required by state law (fire extinguisher, flares, etc.)

o Have the bus mechanically checked out prior to the weekend. o If renting or borrowing a bus, check the insurance coverage. o Have a back up vehicle (preferably a van) which is following the bus. o Place all medical release forms in vehicle, which is following the bus.

BEFORE departure, it is good to review with all passengers and drivers the rules by which you travel:

o No smoking on board (including adults) o Arms, legs, and all other body parts shall remain inside the bus while it is in motion. o Radios, tape players, CDs, and IPOD sets are not allowed (have them check in such gear and

return it to them after the weekend). o Refrain from throwing Frisbees, balls, seats, persons or other objects for the duration of the

trip. o Eating is okay, but please use the available litter bags. o All shall assist in the loading and unloading of equipment and personal belongings. o Be considerate to the driver at all times; thank him/her for a safe trip (add any others for your

particular situation). o BUS DRIVER – you will be ticketed for limbs outside windows; items thrown from bus, etc.

BY CAR Carpools effectively serve the purpose of transporting a smaller retreat group. In some cases, it is a good way to save money. The most difficult part of traveling by cars is getting everyone safely, comfortable, and happily placed. Prior to a retreat weekend, make a list of exactly how many persons each car can safely transport and then work out a system for assigning passengers Tow vehicles. Good organization at this level can save time and headaches! Be prepared for a teenage boycott of at least one of the chosen vehicles because it lacks a “with-it” driver and/or AM-FM stereo/CD player. A viable option would be to invite them to bring their IPOD, but let them know they will be locked in the vehicle upon arrival (not played or used while on retreat). Be firm about this! In going by car caravan, consider the following recommendations:

o All drivers must be at least 18 years old o Have a list of driver(s) and passengers for each car o Give very detailed directions to the retreat location o Be sure all vehicles and drivers are adequately insured o Have medical release forms for each passenger given to driver. Except for a few word

changes, your car rules can be the same as the bus rules. Include no swapping of cars without permission of the transportation coordinator.

COSTS Retreat costs will vary greatly based on the facilities, transportation, food, supplies, and staff. Consider the following when reviewing your retreat budget:

1. What is the overall financial scheme? a. Participants pay total costs b. Church and participants split the cost c. Church picks up all the expenses d. Fund raisers are used to help reduce cost of individual participants (most retreat

coordinators recommend that the youth pay at least half of expense)

2. Cost should never limit a young person’s participation. Offer scholarships or a work program where they can earn their way.

3. Facilities and transportation can be your greatest expense. Shop around for economical retreat

centers and always note distance. 4. Facilities which allow you to do the cooking can be money savers. 5. Program expenses should be a priority. Budget for what you need to best meet goals of the

weekend. This may include AV equipment, speakers, musicians, performers, supplies (candles, banners, etc.), and special gifts (crosses, Bibles, etc.).

6. Waiving of fees for a adult team member is well advised. The expense should be absorbed in the

overall budget.

7. Usually the smaller the retreat, the greater the cost per person. 8. In figuring the actual number of participants, plan for at least a 10% cancellation of those

registered. 9. If having several retreats a year, stock up on items such as cups, plates, plasticware, non-

perishable foods and general supplies. This will save time and money. Businesses will often assist through discounts or donations. Don’t be afraid to ask!

10. Use the Budget Sheet provided on following page.

RETREAT BUDGET REPORT

Retreat Date(s):________________ Location:_____________________________________ EXPENSES: PROJECTED SPENT Retreat Facility

□ Per 24 hour period __________ __________ □ Per person __________ __________ □ Per building use __________ __________ □ Per # of meals served __________ __________ *Most facilities use one or more of the above criteria to determine cost

Transportation

___Bus ___owned ___rented ___chartered __________ __________ Gas allowance for drivers __________ __________

Food Based on #________ participants __________ __________ *May be included in facility cost Program Expenses

□ Promotional (flyers, mailings, etc.) __________ __________ □ Planning/evaluation meetings (snacks) __________ __________ □ Supplies __________ __________ □ Audio Visuals __________ __________ □ Stipends for speakers/musicians __________ __________ □ Other ( ) __________ __________

INCOME ESTIMATED ACTUAL

□ Retreat fees __________ __________ □ Supplementary funds from parish __________ __________ □ Fundraisers __________ __________ □ Gifts/scholarships __________ __________ □ Included in fees for other programs __________ __________ TOTAL __________ __________ Black ink [+] _________ Red ink [-]____________

HEALTH, MEDICAL RELEASE AND PERMISSION FORM Participant’s Name_____________________________________ DOB______________ Father’s Name_________________________________________ Phone_____________ Address__________________________________________________________________ Place of Business______________________________________ Phone______________ Mother’s Name________________________________________ Phone______________ Address___________________________________________________________________ Place of Business______________________________________ Phone______________ Local relative or contact in case parents cannot be reach: Name_______________________________________________ Phone______________ Address_____________________________________________ Relationship_________ Special considerations of which to be aware (allergies, asthma, etc.) __________________________________________________________________________ __________________________________________________________________________ Medications to be taken (list with directions):______________________________________ __________________________________________________________________________ My son/daughter may be given, as necessary : Aspirin ____yes ____no Tylenol ____yes ____no My child ________________________ has permission to attend the ___________________ And will be responsible for his/her own equipment. The departure time will be __________ O’clock on the ________ of ____________. I understand that the cost will be ___________. I also will not let him/her attend if he/she is not feeling well. In case of sickness or accident, the adults in charge have my permission to secure medical care for my son/daughter. I hereby release all church staff and adult advisers from all claims, loss, damage, cost, or expense arising out of or from any accident or other occurrence, causing injury to person or property during this outing. Father___________________________________________________ Mother__________________________________________________ Guardian_________________________________________________ Date_____________________________________________________

NOTE TO RETREAT PLANNERS: The release/permission form is not ironclad, legally binding, but does remind parents of a moral obligation not to file suit or hold scouts liable for injury.

The A-B-C’s of Publicity and Promotion A ppoint a PR committee made up of adults and youth leaders. B egin early – two-three months before the retreat. C alendar your retreat at least four months in advance. D ates for retreats should be placed continually in church bulletin E mphasize the fun and value of retreats at youth gatherings. F liers for the retreat should be creative, attractive, and motivating. G o and start an “Ideas for Retreat Promotion” file (see “J” below). H ave each team member write personal invitations to possible participants; supply the stamps and stationery. I nform all church staff (in writing) of retreat dates, cost, registration, etc. J ot down any creative ideas for promotion and place in your new file. K nock, knock, who’s there, we, we who?... We-treat! Use this if your church pays for part or all of retreat. L iterature (handouts, flyers) about upcoming retreats should be available in the church offices. M ake deadlines. Example: Retreat – October 15 July-August – occasional bulletin blurb By September 1 – initial flyer By September 15 – personal cards/letters mailed By September 30 – personal phone calls

By October 5 – second flyer, announcement at church, and sign up tables. N ew teens in church community will need extra encouragement and some TLC (tender loving care). O ffbeat! Flyers/invitations are recommended to grab one’s attention. P ictures of past retreats can be effective means of persuasion. Paste your selected best on poster board and write appropriate captions (you may wish to entitle your display “What is a Retreat?” and include in the poster a list of dates of upcoming retreats).

Q uestion: Have you considered putting together a creative dramatization which promotes the wonder and joy of going on a retreat? R ecruit your active Scout members to spread the word. S end a letter to all parents explaining the purpose and value of retreats. Ask them to encourage their teen’s presence and invite the parents to partake in the retreat as a team member. T eenagers will ask the following about the retreat: Questions asked What they really want to know “Who’s going?” “Is anyone I know going? I don’t want to be alone.” “What do you do there?” “Is it fun?” “How long does it last?” “Is it worth my time?” “Where is it?” “Is it out of town, in a unique place?” Through your promotional activities, do your best to answer what they really want to know. U pdate your Scout files and mailing lists at least once a year. V ery good idea – take pictures of your next retreat and use in future retreat album/display board. W ord of mouth, via the Scouts, is the most effective PR. X out the thought that you could do too much publicity. It’s impossible to over publicize a retreat. Y ou certainly should have a thick “Ideas for Retreat Promotion” file. Z ip over to the nearest copier and make copies of this section, placing one in your “Ideas for Retreat Promotions” file.

ADVANCE PLANNING

1. Team work and preparation are key ingredients. A small, organized kitchen crew is adequate and easier to manage. Have three to four team members responsible for menu planning, shopping, phone calling, packing, and cooking. The kitchen is usually the best area to place a volunteer who has had little or no experience with scouts or retreats. It’s non-threatening and they can provide a service. It’s advantageous to have at least one person in the kitchen who is familiar with serving large groups. A well organized kitchen crew can participate and enjoy the retreat too, if they feel their job is under control.

2. Know the cooking facilities. Refrigerators? Stove with workable oven? Gas or electric? What

cooking utensils, pots and pans are available for use? Any special rules for the retreat center? 3. With #2 answered, you will know if you need to borrow extra equipment. TAPE AND LABEL

BORROWED EQUIPMENT. Sometimes items are brought back that should have stayed. (You may want to start a retreat cookware collection of old-but-good donated pots and pans; plan for storage of supplies between retreats).

4. Find out ahead of time what your local stores policies are on church group discounts. Keep a

record of this information in a “Retreat Food” file. Save money by shopping your local surplus bread store or other discount outlets.

5. Consider the age and sex of the participants. Normally boys eat more than girls do. Junior and

senior boys consume more than freshman or sophomore boys do. Generally allow 1-1/2 servings per person. Plan a few more servings than estimated numbers. Food shortages will be very rare assuming you remembered the team in your head count.

6. Determine who will shop for groceries. Have a place to refrigerate perishables if shopping is done

before the day of the retreat. 7. Have a person in charge of contacting parents of the participants and asking them to donate the

following: Pan of brownies Muffins 3 dozen cookies Coffee cakes Sheet cake 2 dozen frosted cupcakes Batch of fresh fruit (perhaps request only the fruit. It’s nutritious, youth like it, saves money, and best of all, it requires no cooking by parents.

8. For Friday night of the retreat, have scouts “brown bag” it (and encourage the consumption of the

sack dinners before arriving at the camp site. 9. Prepare as much as possible before the retreat (sauces, lasagna, desserts, slicing and cutting of

vegetables, cheeses, etc.) 10. Remember teens like “teen foods”. Prepare a menu of well liked and nutritious foods. Follow

these guidelines so you can BE PREPARED.

TEAM SELECTION

In order to find the best possible team members, take the time to assess what qualities you would desire in a team person. Write a short list for yourself. Examples: warm, flexible, friendly, committed, enthusiastic, enjoys youth. Once you have a list of qualities, site down with your youth coordinators/church staff and list the people who possess such attributes. As you begin to invite and assemble your team, keep the following in mind:

Have an idea of the number of people needed to facilitate the retreat, number of presenters, discussion leaders, musicians, kitchen crew. Too many can make things as difficult as too few.

Clarify in the beginning whether there should be any basic requirements for one to participate

as a team member (age, previous retreat involvement, active member of Church community, etc.)

Ideally, the retreat team will be made up of parents, church staff, young adults, selected teens,

and any volunteers presently in youth programs.

All prospective team members should participate in planning and training sessions for the retreat.

When scouts are part of the team, their role and function should be specific; it it is clear what

you expect form them, their participation can have a great impact.

Of great importance will be a team member’s ability to be honest, genuine, and present to others. Scouts are seeking more than a warm hug; they greatly desire to be challenged and directed in a way that adds meaning to their lives.

Once you have the names of potential team members, it is time to invite them. There are several ways: by calling them on the phone, meeting with each prospective member, or writing each a letter.

NOTE: It is also possible to find outside teams of professional retreat conductors who are involving in Scout retreats. A team of such people, integrated with local volunteers can lead to a very successful program for your youth.

TEAM MEETINGS

Team planning sessions allow time for:

In depth planning of all activities

Building of community among the team

Organization of committees (i.e., food, transportation, liturgy, etc.)

The number of meetings depends on the experience of your retreat team. Consider what you need to accomplish in your time together. If the concept of retreats is new to the community, four of five meetings may be necessary. If retreats have been aj regular part of your program, three planning sessions may be sufficient. If you are bringing in an outside Scout retreat team, fewer meetings may be needed even if retreats are new to your program. Attempt to complete the following PRIOR to your first meeting.

Retreat dates and site are chosen. Have a handout of basic information: location of retreat, arrival and departure times, what to bring, etc.

With the advice of appropriate staff – youth and adult advisers – decide upon the goals and theme

of the retreat. This should be done months in advance, keeping in mind the overall vision of the youth program for the year. Include individuals who will be part of retreat team in this process.

Prepare a “time block” agenda of the retreat (wake-up, meals, recreation, general sessions, prayer

services, etc.). The task of the team will be fill in the agenda with specific activities related to goals and theme.

If appropriate, write a job description for different responsibilities of team members (i.e., kitchen

crews, small group leaders, presenters). Prepare some questions/activities which will foster a sense of community among the team

members. Some good questions to ask other than just name, age, place of employment or school are as follows:

o What is something you wish to gain from this retreat? o What is something you hope to give? o If you were a teenage again, what would you want to know that you know now, but didn’t

know then? o What would you like each young person to come away with as a result of this retreat?

Prepare meaningful prayer experience, which involve the whole team. Use these to open and

close you meetings.

A sample retreat schedule follows:

Friday- 6-7 pm Registration 7-8 pm Retreat orientation for all 8 pm Junior staff prep 9 pm Cracker barrel 11 pm Retire Saturday 7 am Rising 8 am Breakfast 9 am Opening General Session 10-11:30 Stations (round #1) 12 noon Lunch 3 pm Field games 4 pm Stations (round #2) 6 pm Supper 7 pm General Session #2 8 pm Campfire reconciliation 11 pm Retire (optional Adoration for adults) Sunday 7 am Rising 8 am Breakfast 9 am General Sessions #3 10 am Stations (Round #3) 12 noon Lunch 3 pm Field games 4-5 pm Stations (round #4) 6 pm Supper 7 pm Celebration of Eucharist 8 pm Departure of ceremonies 9 pm Camp cleared

EVALUATION PROCESS

Evaluation is essential for the future planning of retreats. If done well, it can provide you with valuable information for improving your retreat program. It is important that both team and participants be included in the evaluation process. The following four-step process works well:

1. Participants and team fill out written evaluations at the close of the retreat. 2. Team meets within a week following the retreat to review and discuss the evaluations.

3. Prepare recommendations for future retreats based on input of team and participants.

4. Follow-up activities for participants: if participants are not already involved in an ongoing church

sponsored program, you may wish to schedule a reunion gathering as part of the valuation process; the when, where, how, and why of re-contacting the participants should be decided.

NOTE: If you have brought in an outside team specializing in Scout Retreats, they would undoubtedly appreciate a copy of the final evaluations results. Evaluation Form: In making up the evaluation form, remember that for many people, it is difficult to express their thoughts in writing. With this in mind, design a numerical rating system, which allows team and participants to rate the effectiveness of the different retreat activities. The evaluation form should also include space for comments and suggestions.

ADDITIONAL RETREAT PLANNING RESOURCES

1. Contact your Diocesan Youth Ministry Office. This office will usually be able to provide you with publication resources, as well as personnel resources to help staff your retreat. They may be able to suggest guest speakers and presenters.

2. Visit or call the Catholic bookstore closest to you. They will be happy to send you a list of

publish Retreat Planning Books.

3. Some suggestions for books which your Catholic bookstore may have in stock or can order for you are:

a. Youth Retreats – Creating Sacred Space for Young People Aileen A. Doyle; St Mary’s Press, Christian Brothers Publications, Winona, Minnesota, 1986, ISBM 0-88489-177-1 b. Ten Planned Retreats and Mini Retreats Rev. Michael B. Katrichchak, SJ; Brother William Griffin, CFX; Sister Cheryl Rose, HM; 1977, The Center for Learning, Villa Maria, PA ISBN 0-8215-6603-2. Published by William H. Sadler, Inc., 11 Park Place, N.Y., NY 10007 c. The Catholic Youth Retreat Book Sr. Mary Loretta Pastva, SND, St. Anthony Messenger Press, 1616 Republic Street, Cincinnati, OH 45210, ISBN 0-86716-032-2 d. The Jesus Difference and Other Youth Ministry Activities Kieran Sawyer, SSND, Ava Maria Press, Notre Dame, Indiana 46556 1987, ISBN 0-87793-353-7.