Church retreat planning timeline
A fictional twelve-week plan for a 48-person adult retreat arriving May 14, 2027. Replace the dates and owners using your venue agreement and team needs.
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12 weeks before
- Example due date (arrival May 14 2027)
- 2027-02-19
- Decision or deliverable
- Purpose, budget boundaries, dates
- Example owner
- Ministry lead
- Ready when
- Approvals recorded
- Your due date
- Your owner
- Status
- Not started
- Next check or provider deadline
- Confirm approval process
10 weeks before
- Example due date (arrival May 14 2027)
- 2027-03-05
- Decision or deliverable
- Venue and room options
- Example owner
- Logistics lead
- Ready when
- Provider confirms arrangements
- Your due date
- Your owner
- Status
- Not started
- Next check or provider deadline
- Record actual room, meal, payment and cancellation deadlines
8 weeks before
- Example due date (arrival May 14 2027)
- 2027-03-19
- Decision or deliverable
- Registration and invitation
- Example owner
- Registration lead
- Ready when
- A sample signup has been reviewed
- Your due date
- Your owner
- Status
- Not started
- Next check or provider deadline
- Set internal review before provider final-count deadline
6 weeks before
- Example due date (arrival May 14 2027)
- 2027-04-02
- Decision or deliverable
- Sessions and volunteer roles
- Example owner
- Program lead
- Ready when
- Each role has an owner
- Your due date
- Your owner
- Status
- Not started
- Next check or provider deadline
- Name backup owners
4 weeks before
- Example due date (arrival May 14 2027)
- 2027-04-16
- Decision or deliverable
- Rooming and participant requests
- Example owner
- Logistics lead
- Ready when
- Open questions have follow-up dates
- Your due date
- Your owner
- Status
- Not started
- Next check or provider deadline
- Example provider room-count deadline April 23; replace with agreement
2 weeks before
- Example due date (arrival May 14 2027)
- 2027-04-30
- Decision or deliverable
- Arrival guide and team briefing
- Example owner
- Planning owner
- Ready when
- Details checked with providers
- Your due date
- Your owner
- Status
- Not started
- Next check or provider deadline
- Check venue, meal and first-session instructions
1 week before
- Example due date (arrival May 14 2027)
- 2027-05-07
- Decision or deliverable
- Open decisions and backup owners
- Example owner
- Planning owner
- Ready when
- Each unresolved item has a next check date
- Your due date
- Your owner
- Status
- Not started
- Next check or provider deadline
- Keep unconfirmed decisions open
2 days before
- Example due date (arrival May 14 2027)
- 2027-05-12
- Decision or deliverable
- Latest roster and welcome materials
- Example owner
- Welcome lead
- Ready when
- Team can identify the current version
- Your due date
- Your owner
- Status
- Not started
- Next check or provider deadline
- Date printed copies and name change owner
Arrival day
- Example due date (arrival May 14 2027)
- 2027-05-14
- Decision or deliverable
- Welcome desk and first handoffs
- Example owner
- On-site lead
- Ready when
- Roles and escalation contact are clear
- Your due date
- Your owner
- Status
- Not started
- Next check or provider deadline
- Example welcome 4:00 p.m., meal 5:30 p.m., first gathering 7:00 p.m.
3 days after
- Example due date (arrival May 14 2027)
- 2027-05-17
- Decision or deliverable
- Unresolved issues and promised follow-up
- Example owner
- Planning owner
- Ready when
- Each promise has an owner and due date
- Your due date
- Your owner
- Status
- Not started
- Next check or provider deadline
- Review exceptions and promised resources
Your review
Event or campaign:
Review date and owner:
Open decisions and next check date: