Everyone needs to take the time to step away from the daily routine and find rest and renewal. A retreat at Fairhaven is the perfect opportunity to do just that! Family gatherings, reunions, milestone celebrations, church or ministry retreats, or simply a time of intentional rest with friends are the reasons groups come to Fairhaven.
The following is a suggested way to approach planning your retreat.
1. Your Focus
This is where you answer the who, what, when, where, and why of your retreat. Prayer is essential in this step—ask the Lord to clarify your purpose, who should be involved, and the timing.
Once you have clarity on the purpose and direction of your retreat, check with Fairhaven about availability and place a hold on some chalets or cottages for specific dates. Then share your plan with your church or organizational leadership (if needed) to receive approval before moving forward.
The staff at Fairhaven regularly pray for guests who come to visit, trusting that God brings the right people at the right time. As you seek Him, He will guide your decisions and shape the heart of your retreat.
2. Your Logistics (and team)
Once your purpose is clear, begin deciding the practical details. This includes:
- Drafting a schedule
- Deciding how time will be spent
- Taking a tour of Fairhaven to see how the facility aligns with your retreat purpose.
- Planning meals
- Assigning rooms
- Preparing materials for Bible study or activities
- Choosing speakers or facilitators
- Deciding whether there will be music or worship
- Identifying any supplies or equipment needed
A helpful strategy is to mentally “walk through” the retreat from arrival to departure. Imagine each moment and note what would be needed. This helps to uncover the smaller details that are not always thought of ahead of time.
3. Your Participants
Once your focus and logistics are in place, it’s time to invite your group and begin gathering registrations. This step is not only administrative—it sets the tone for the retreat.
Invitation: Your invitation should communicate the heart of the retreat as well as the essential details. Include: the retreat theme, date and location, what to expect (rest, teaching, fellowship, worship, etc.), cost and what it covers, how to register.
Choose a Registration Method:
- A Google Form or online registration
- A paper sign-up sheet
- A church or ministry website form
- Email or text RSVP
Whatever method you choose, remember to ask for the essentials:
- Name
- Contact information
- Roommate preferences
- Dietary needs
- Transportation needs
- Payment method (if applicable)
Communicate Expectations Clearly: Once someone registers, send a confirmation message that includes:
- Arrival and departure times
- What to bring (packing list)
- What is provided at Fairhaven
- Any schedule highlights
- Contact information for questions
Keep Registration Organized: As responses come in, track them in a simple spreadsheet or notebook. Include:
- Who has registered
- Who has paid
- Room assignments
- Transportation notes
- Special considerations (mobility, accessibility, etc.)
- Dietary needs
Encourage Early Registration: People often wait until the last minute unless prompted. Gentle reminders help:
- Announce deadlines
- Share updates (“We’re so excited—only a few spots left!”)
- Highlight what participants will gain from attending
Pray Over Your Group
As names come in, begin praying for each person individually. Ask the Lord to prepare their hearts, remove obstacles, and meet them in a meaningful way during the retreat.
Retreat Planning Checklist
6 Months or more Before
- Pray over purpose, theme, planning team and participants
- Present retreat plan, dates, and budget for leadership approval
- Recruit others for the planning team to help with completing the retreat tasks.
- Choose dates and reserve Fairhaven (come for a tour if feasible)
- Confirm speaker(s), worship leader, or facilitator
- Assign areas of responsibility for each planning team member
- Draft a preliminary schedule
- Begin meal planning (catered or self-prepared)
- Create registration form or RSVP method
- Share retreat theme and purpose with your group- send out invitations
3 Months Before
- Finalize schedule
- Plan Bible studies, devotionals, or workshops
- Gather supplies (notebooks, pens, name tags, décor)
- Assign rooms or create rooming plan
- Begin collecting registrations and payments
- Arrange transportation or carpools
- Check in with planning team members to make sure they are fulfilling their responsibilities for the retreat.
1 Month Before
- Confirm final headcount
- Finalize meal plans and grocery lists
- Prepare printed materials (schedules, guides, handouts)
- Purchase snacks, drinks, and non-perishables
- Check in with Fairhaven staff about set-up, requests, room assignments
- Communicate arrival times and expectations
- Pray for each individual by name – pray collectively with the planning team for each participant
1 Week Before
- Pack supplies, study materials, and equipment
- Confirm transportation plans
- Review schedule and make final adjustments
- Prepare welcome packets or small gifts (optional)
- Send final reminder to participants
- Pray for unity, rest, and refreshment
1-3 Days Before the Retreat
- Make any final purchases/any perishable food needed
Day of the Retreat
- Arrive early, check in with Fairhaven, and set up with the planning team
- Pray over the space
- Welcome guests warmly
- Keep schedule flexible—allow room for the Holy Spirit
- Stay present and enjoy the retreat
At the end or after the Retreat
- Send thank-you messages to planning team, participants and speakers
- Share photos or highlights
- Request feedback
- Reflect with the planning team on what God did
- Begin praying about next year