Youth Retreat System
System Owner: Jonathan and Sheila Morales
Youth retreats happen in the off year of NAYC. This is where our church picks a location to spend a few days and have fun. It can be something local or out of state. This is also another opportunity for our teens to get closer to each other and strengthen their relationship with God. We want to leave this event closer to God, but also a more unified youth group.
Preparation
1. The Youth Committee will need to brainstorm a few possible locations for the retreat to then present to the Pastor on which to go with. The plans should include location, possible activities/sights, and price per person based on lodging, food, and activities. This high-level planning should ideally take place about 9 months before the trip.
2. Once a basic plan is agreed upon, the committee should book the lodging.
3. Fundraiser activities should be planned throughout the year to offset the cost per person.
4. As the date approaches, the committee will need to create a detailed itinerary for what the trip will look like. They should create a packing list and give parents details of any additional money needed.
5. If any additional groceries or supplies are needed for the trip, the committee should either buy those items the day before or make arrangements for someone else to buy everything once they arrive at the retreat location.
6. In order for a teen to be allowed to attend this event, they must have the following forms completed and on file with the church: Code of Conduct, Health Information and Permission. These forms need to be updated for each teen yearly (in September).
Promotion
1. Once the schedule has been set, the committee needs to gather the following information to be used to set up an event on the church app and calendar:
Location
Dates and estimated departure/return times
Van drivers and any extra vehicles for teens or luggage
Estimated trip cost per person
Graphic
2. Create social media posts, messages and videos to promote this event starting months in advance. Graphic with the retreat details on it - location, dates, cost and how to register.
3. Continue to post regular reminders in the Youth Committee and Youth Information channels in the church texting app to keep everyone on the same page.
4. Continue to post social media updates and reminders as well.
Day of Event
- Meet time should be 30 minutes prior to departure to load luggage
1. Another notification can be sent to remind parents and teens of the event on the morning of. Simply reiterate the details of the event mentioned previously. Arrive at the church prior to the established meeting time to make sure you are available to greet all of the parents and teens as they arrive.
2. Have the van driver start the van and heat or cool it as necessary. If needed, have the van driver fill the van with gas prior to loading up the van.
3. Take a group photo.
4. Load everyone up into the van. If additional vehicles are being taken, note who is driving each vehicle and who is riding along with that person. Get a head count for everyone in the group. Share the address with everyone driving.
5. Pray before departing.
6. Follow the plan you made during preparation as well as the guidelines in the Student Ministry Systems Handbook.
Day of Return
Repeat steps #2, #4 and #5 above
6. On the return trip home, notify the parents of the expected time you plan to return to the church.
7. Please keep them updated along the way, if this time changes due to traffic or an extra stop.
Acknowledge This system has been reviewed with me and I have had an opportunity to ask questions and discuss pertinent details. I understand my role on the team. Background checks are only required if over 18 years of age. If you are over 18, we will order a background check.
System Owner: Jonathan and Sheila Morales
Youth retreats happen in the off year of NAYC. This is where our church picks a location to spend a few days and have fun. It can be something local or out of state. This is also another opportunity for our teens to get closer to each other and strengthen their relationship with God. We want to leave this event closer to God, but also a more unified youth group.
Preparation
1. The Youth Committee will need to brainstorm a few possible locations for the retreat to then present to the Pastor on which to go with. The plans should include location, possible activities/sights, and price per person based on lodging, food, and activities. This high-level planning should ideally take place about 9 months before the trip.
2. Once a basic plan is agreed upon, the committee should book the lodging.
3. Fundraiser activities should be planned throughout the year to offset the cost per person.
4. As the date approaches, the committee will need to create a detailed itinerary for what the trip will look like. They should create a packing list and give parents details of any additional money needed.
5. If any additional groceries or supplies are needed for the trip, the committee should either buy those items the day before or make arrangements for someone else to buy everything once they arrive at the retreat location.
6. In order for a teen to be allowed to attend this event, they must have the following forms completed and on file with the church: Code of Conduct, Health Information and Permission. These forms need to be updated for each teen yearly (in September).
Promotion
1. Once the schedule has been set, the committee needs to gather the following information to be used to set up an event on the church app and calendar:
Location
Dates and estimated departure/return times
Van drivers and any extra vehicles for teens or luggage
Estimated trip cost per person
Graphic
2. Create social media posts, messages and videos to promote this event starting months in advance. Graphic with the retreat details on it - location, dates, cost and how to register.
3. Continue to post regular reminders in the Youth Committee and Youth Information channels in the church texting app to keep everyone on the same page.
4. Continue to post social media updates and reminders as well.
Day of Event
- Meet time should be 30 minutes prior to departure to load luggage
1. Another notification can be sent to remind parents and teens of the event on the morning of. Simply reiterate the details of the event mentioned previously. Arrive at the church prior to the established meeting time to make sure you are available to greet all of the parents and teens as they arrive.
2. Have the van driver start the van and heat or cool it as necessary. If needed, have the van driver fill the van with gas prior to loading up the van.
3. Take a group photo.
4. Load everyone up into the van. If additional vehicles are being taken, note who is driving each vehicle and who is riding along with that person. Get a head count for everyone in the group. Share the address with everyone driving.
5. Pray before departing.
6. Follow the plan you made during preparation as well as the guidelines in the Student Ministry Systems Handbook.
Day of Return
Repeat steps #2, #4 and #5 above
6. On the return trip home, notify the parents of the expected time you plan to return to the church.
7. Please keep them updated along the way, if this time changes due to traffic or an extra stop.
Acknowledge This system has been reviewed with me and I have had an opportunity to ask questions and discuss pertinent details. I understand my role on the team. Background checks are only required if over 18 years of age. If you are over 18, we will order a background check.