Teacher Retreat Coordination

Elements of Planning:

Timetable:

ASAP: Schedule the dates of the next retreat. If we need to find a new facility, the search should begin as soon as possible. See “Location.”

6 months in advance: If we already have a facility booked, assemble a team of interested teachers to plan and deliver the retreat. Plan to meet at least once a month.

Consider and decide on the theme of the retreat and the retreat schedule.

4 months in advance: Begin announcing to the Teacher Circle the theme of the retreat and a sketch of the team’s plans. Unless the retreat will be online, urge them to begin making room in their schedules and travel arrangements. Announce developing plans at each teacher call before the retreat.

Solicit presentation ideas and proposals from the team and the wider Teacher Circle.

3 months in advance: consider and select from the ideas and proposals. Promote plans on teacher call.

A survey of the teachers is sent out to determine who is likely to attend, and their housing and meal preferences and needs.

2 months in advance: a team member interfaces with the facility to register our teachers with their lodging and meal preferences in mind. (If a teacher’s housing or meal needs can’t be accommodated by the facility, notify the affected teacher as soon as possible so they can decide whether to opt out or consider other food and/or lodging options, such as airbnb.)

One month in advance: Prepare and send the retreat schedule and site info to the teachers who plan to attend.

Promote on the last teacher call before the retreat to invite last-minute deciders.

Location:

Because of the pandemic, in 2020 we are holding our annual teacher retreat online via Zoom.

In 2018 and 2019 we held our retreat at the Sunrise Ranch in Loveland, CO.
If we need to find a new retreat facility:
As soon as possible, begin the search:
Check with the teacher circle about facilities in their areas. If a facility and location looks like it will suit our needs and preferences, ask the teachers from that area to personally visit and check:
environment — clean? quiet? Average temperatures, humidity, seasonal allergens?
food service — vegetarian and non-veg available, all the “nons” (non-dairy -gluten, etc.)
accommodations — clean? Inviting? well-appointed? windows, air-conditioning, heat?
meeting rooms — size, comfortable seating for 30+, air-conditioning, heat?
Get an estimate of their fees.

If a facility is already booked, a team member can volunteer to interface with their Registration office. How many single rooms will be available and at what cost? By what date will they require an accurate participant count? How do they handle registration?

Costs:

Facility fees are negotiated with in conjunction with the TAOC Finance role and the facility’s finance officer.

TATC Finance has been subsidizing the cost of the teacher retreats to make them more affordable.

Finance role holder will notify teachers of the facility cost they can expect, depending on the teacher’s choice of single or double room, or if they will be staying off-site. Many travel costs are subsidized by the TATC. Finance role holder will make these details available several months in advance of the retreat.

Presentations:

4 months in advance: Solicit presentation ideas and proposals from the team and the wider Teacher Circle.

3 months in advance: consider and select from the ideas and proposals.

Retreat Schedule:

Registered Teachers should receive the schedule via email within a couple of weeks of the retreat.
Ask them to make a copy to bring with them. Also, make a few extras to post and have on hand.

Here is a sample retreat schedule from 2019: https://sites.google.com/site/trilliumawakeningteachers/teacherretreat/teacher-retreat-2019-schedule

On-site Liaison with Facility:

To avoid individual teachers confronting facility staff with questions and problems, appoint one person to act as a liaison with a facility troubleshooter. At the beginning of the retreat let teachers know to bring questions and problems to the liaison.

Conducting the Retreat:

In addition to the on-site liaison to the facility, appoint an MC-Facilitator to introduce each presentation or event, to manage the timing of the meetings, breaks, and lunch in cooperation with the facility's schedule.

Determine who in attendance can help address audio-visual technicalities.