Retreat Planning Calendar II

Retreat Planning Calendar I gave a basic overview of the use of this tool.  Now let’s be a little more specific on how we have determined a few of these deadlines.

Once we have booked the date and location for the retreat, a key date for the planning calendar is the date that the retreat location requires a final count and rooming list.  We work backwards from that date to set a final date of registration.  With our retreat being on November 12-13, our hotel has required the rooming list confirmation and BEO’s (Banquet Event Orders) on Nov. 3rd.  That means that registration must be completed prior to that date and we must have time to get the final rooming list done.  We have made Oct. 31st the deadline for our completion of the rooming list.   Since there can be challenges involved with getting the final rooming list prepared, we have allowed a little over a week between the end of registration (last day to sign up for the retreat) and the date that the rooming list is due to the hotel.  We like to have registration open for about a month, so registration for our retreat will begin on Sept. 19th and end on Oct. 20th.  We begin announcing the retreat in the bulletin about a month prior to the beginning of registration.

In summary:

Aug. 15       Bulletin announcements begin

Sept. 19       Retreat registration begins

Oct. 24        Last day to register

Oct. 31         Rooming list must be completed

Nov. 3          Rooming list due to hotel