TIMELINE FOR A SUCCESSFUL RETREAT CAMPAIGN
Conducting an effective retreat campaign in your parish requires good planning and the assistance of a number of other people. The following outline will serve as a check list of steps you should take in your retreat campaign.
GIVE RETREAT DATE TO YOUR PASTOR/PASTORAL ADMINISTRATOR/PASTORAL ASSOCIATE
Because parish calendars are made up several months in advance, it is important that you contact your Pastor/Pastoral Administrator/Pastoral Associate as soon as you know the scheduled date for your parish retreat. This avoids conflicts with other parish activities and is the first step in enlisting their support for the retreat at Notre Dame.
SET UP APPOINTMENT WITH THE PASTOR/PASTORAL ADMINISTRATOR/PASTORAL ASSOCIATE
(5 months Before Retreat Date {B.R.D.})
Sit down with the Pastor/Pastoral Administrator/Pastoral Associate and discuss with them your program and some ideas you have. Ask their advice on getting bulletin announcements and putting inserts in the bulletin. Ask them for a list of new parishioners and who to contact to get lists of those individuals in the lay ministry and other parish organizations. They will undoubtedly have invaluable ideas and suggestions to help you in your program.
REVIEW COMPUTER PRINTOUT AND SET UP ACTION COMMITTEE (3 months B.R.D.)
Three months before the retreat date, you will receive a computer printout from Notre Dame Retreat House of all the parishioners from your parish who have made retreats during the past five years. This printout will give you the name, address, phone number, age, the number of retreats made and indicate whether the retreatant is able to help the parish leader in promoting the upcoming retreat.
Review last year's retreatants and ask all the retreatants who indicated that they would be willing to help to work on the Action Committee. The more Co-Leaders you have working with you the more successful you will be.
HOLD ORGANIZATIONAL MEETING (12-14 wks B.R.D.)
This meeting is important for it will be the incentive booster on which to launch your campaign and get it into high gear. All Co-Leaders should attend this meeting. You should invite the Pastor/Pastoral Administrator/Pastoral Associate and you may wish to invite the Regional Coordinator. A strong positive attitude should be derived from this meeting and from the people attending. The meeting can be held in your home or the parish center. Explain your plans, schedule, planned announcements, and delegation of assignments. You should also set up an alternative date for those parishioners who are not able to make the retreat on your weekend.
POST NOTICES IN THE PARISH BULLETIN
Study the different bulletin notices on this website and talk over with your Pastor/Pastoral Administrator/Pastoral Associate for other ideas. They have been working with the bulletin for a long time and knows what will work well in your parish. You should arrange to give the Pastor/Pastoral Administrator/Pastoral Associate a copy of the bulletin notice on the Sunday before the date that you would like it to appear.
PUT UP POSTERS (12 weeks B.R.D.)
Posters are an effective means of communication, depending on their originality and attractiveness. Try to have one at each entrance to the church and on the bulletin boards in the parish center and in the school.
DRAFT A LETTER OR INSERT (8 weeks B.R.D.)
In parishes that use inserts in their bulletin for special events, a letter or flyer can be an excellent way of reaching the parishioners. Plan to have the insert ready for distribution in the bulletin four weeks before the retreat date. You should include the names and phone numbers of the Parish Leaders and Co-Leaders.
LIST OF POTENTIAL RETREATANTS (8 weeks B.R.D.)
The computer printout from Notre Dame along with lists of Parish Council members, Eucharistic Ministers, Lectors, Usher, Holy Name members, RCIA, bingo workers, new parishioners, and members of other parish organizations will comprise the list of potential retreatants.
Knowing a parishioner personally is a great value. Names on the parish lists should be distributed so potential retreatants are contacted by individuals whom they know whenever possible.
CONTACT POTENTIAL RETREATANTS (8-2 wks B.R.D)
Begin contacting prospective retreatants eight weeks before the retreat date. Past retreatants should be contacted first. Telephone contacts usually do not work unless the person has made a retreat in the past. Home visits produce the greatest number of new retreatants. Parishioners can also be approached at parish functions and after Mass.
FOLLOW UP RESERVATIONS (2 weeks B.R.D.)
All prospects that are “doubtful” or “probable” attendees should be followed up to obtain definite commitment.
SEND IN RESERVATIONS (3 weeks B.R.D.)
Send in your preliminary list of reservations three weeks in advance and keep on recruiting. Be sure to spell all names correctly and also include correct addresses and zip codes. (A card will be sent to each retreatant to confirm the reservation.) Also specify if there are any diet requirements. It is not necessary for all reservations to reach the retreat house at the same time. The last group of names must be sent two weeks before the retreat. Late reservations will be accepted, but contact the retreat house to see if space is available.
TRAVEL ARRANGEMENTS (1 week B.R.D.)
One week prior, contact every parishioner attending the retreat and be sure that they have a ride. Arrange transportation when necessary. Parishioners making a retreat for the first time should be offered the opportunity to ride with one of the other Retreatants so they feel part of the group.
ATTEND RETREAT
Remember that, as the parish leader you will share in all the blessings received by your retreatants.
FOLLOW-UP CANCELLATIONS (immediately after retreat)
A few parishioners fail to attend the retreat because of conflicts, sickness, or other last minute problems which occur. Contact these parishioners after the retreat and make arrangements for them to attend a retreat on a subsequent weekend. Your parish will receive credit for their attendance.