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Ministry Staff Retreat Planning Guide

Thinking through the major issues in planning and preparing for a church staff retreat.

Retreats are one of the best environments in which a pastoral/ministry team can learn, play, grow, bond, develop community, and strategize together.

The hectic pace and framework of life at which most full-time pastors and ministry staff live calls for a complete break from the familiar surroundings of their normal day-to-day ministry setting. Staff retreats are one way to provide this break.

Significant change comes from significant experience. When people move so fast that they don’t have time to reflect and truly process the learning experience, it is difficult, if not impossible, to internalize new truth or ideas to the point of personal change. Something as simple as a play-and-pray retreat can accomplish change in deep ways because of the inner renewal that comes with the experience. This inner renewal makes room for change to take place. The retreat offers a creative setting to see desired change take place.

The following outline will help you think through the major issues in planning and preparing for a retreat.

Determine the purpose.

There are no rules for the right way to do a retreat, but there is one wrong way, and that is not to know your purpose. Decide up front what you want to accomplish, and then plan your retreat. There are many possibilities and combinations, but let me offer three general types of retreats.

1. Play-and-pray retreat. This retreat offers both fun and extended times before the Lord. Though this may seem like a freewheeling setting without much structure (there is some free time), it is highly planned. Think through the games and the prayer times so they can accomplish your retreat goals. Typically, these kinds of retreats are held to develop relationships and increase team spirit and morale. But a play-and-pray retreat is also great for spiritual breakthrough, fasting, and hearing God’s voice. Play-and-pray retreats are usually 1 to 2 days in length.

2. Planning retreat. A planning retreat is typically shorter in length, usually just 1 day, without staying overnight. The reason for the shorter stay is that the level of intense concentration needed can’t be sustained for much longer than a full day. It’s not uncommon, however, to combine some play-and-pray elements into a planning retreat to lengthen the time together so relationships can be developed. The important thing is to remember this retreat’s purpose—planning. In other words, in contrast to the play-and-pray retreat, where that is the purpose, playing and praying provide a brief break from the primary objective of planning. The most common planning retreat is one in which the next ministry year is outlined as a big picture strategy. Other planning retreats are used for short-term goals that involve more detail and intensity.

3. Personal and professional growth retreat. This retreat is focused on staff training. The possible variations are limitless. You might bring in a speaker/coach/facilitator or lead it yourself. The most common topic is leadership, but spiritual formation is also a worthwhile investment. You might travel together to a conference but include significant discussion times with your team. The key is to make sure the content of the retreat has application to the lives of your staff members.

Determine who attends the retreat.

Who gets to go often creates political skirmishes and hurt feelings, but don’t let these things serve as guides for who attends. Make your selections intentionally. Who attends is determined by the purpose.

Determine your budget.

Again, there are no rules here, but don’t be cheap. You are investing in the future of your church when you invest in your staff. If you don’t have much money set aside this year, plan for a more generous amount next year. Funds for the retreat should be under the leadership development category in your budget.

Select a location and set the date.

Hotels work OK, but a retreat/conference center is better because it usually gives more of an out-of-town feel. If you choose a hotel, make sure it suits your purpose—such as a clergy couple getaway weekend—or has great outdoor recreational options such as a pool, spa, golf, walking gardens, etc.

Avoid the major obstacles to a successful retreat.

1. Unclear purpose
2. Lack of preparation
3. Last-minute preparation
4. Unmotivated attendees
5. Poor location (no thorough on-site check before booking)
6. Staff missing (calendars not cleared in advance)
7. Lack of follow-through (You must follow up on idea implementation, assignments, and questions that arose during the retreat.)

I recommend two retreats a year, one of which is a planning retreat. Have fun.

—Dan M. Reiland, D.Min., Lawrenceville, Georgia.