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Team Off-Site or Retreat Planning

Help Cutchins Programs for Children and Families have a focused, engaging and successful offsite retreat for their staff or clients by planning the content programming and logistics, and sharing best practices.
Cutchins Programs for Children and Families
Amherst, MA, USA
Cutchins Programs for Children and Families
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Cutchins Programs for Children and Families
Amherst, MA, USA

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Cause
Philanthropy & capacity building
Skills
Human resources Project management

Posted September 24th

Team Off-Site or Retreat Planning

Project details

What we need
  • A detailed agenda for the team event, including a rundown of content and activities
  • A project plan that itemizes the key steps and timelines for preparation and logistical considerations, such as travel and accommodations, catering needs, guest speakers, session content development, and materials
  • A communication plan to attendees including themes, goals, logistics and any preparation participants should consider before the event
  • A draft budget showing any known costs associated with the team event
Additional details

In the Fall, it is traditional to hold a staff retreat. Last year, I was with the company for three months and asked to pull together a two-day virtual staff retreat. The virtual retreat was a first and no reference to the any previous used framework for such an event. I want advise on how to make this year's retreat more engaging, participatory and that adds value to how we work together going forward.

What we have in place
  • We currently have Zoom and Teams for meetings, which should make it easy for you to get started. We also have last year's staff retreat framework, and the ability to provide any other information you need.
How this will help
This project will save us $8,686 , allowing us to build positive relationships among staff, create a happier work place; thereby, reducing staff turnover and the cost to replace employees.

We are a small staff of 4 and in the process of filling two vacant positions. This staff retreat will be an opportunity to do some teambuilding with current staff and the new hires setting the foundation for building a high performaning team.

Project plan

P
Prep: Information Sharing
  • The Volunteer Manager shares information about the team event with the Professional, including the planned date, number of participants, total available budget, goals, and any other available details regarding the planned or preferred location, content, theme, or activities
  • The Professional and the Volunteer Manager meet to discuss the team event concept, brainstorm ideas for content and activities, and establish timelines for the project
  • Note: This project does not include the Professional's attendance at the team event or any coordination of the event itself. If you would like pro bono help with creating a detailed event budget for your team offsite, please post the Event Budget Creation project
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Milestone 1: Content & Agenda Planning
  • Based on the Organization’s goals for the team event and the direction provided on content, the Professional provides an outline of the proposed content and schedule for the Volunteer Manager to review
  • The Volunteer Manager discusses the proposed content and schedule with other internal stakeholders, and provides feedback to the Professional
  • The Professional revises the proposed content and schedule, and advises the Volunteer Manager on next steps the Organization may need to take to develop the content, such as invite guest speakers, request staff members to lead sessions, etc.
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Milestone 2: Logistics Planning
  • The Professional provides a draft project plan that identifies key preparation steps and logistics, as well as assignments and timelines for each item
  • The Volunteer Manager reviews the draft project plan with internal stakeholders, and provides feedback to the Professional including key logistics decisions like venue and timing.
  • The Professional finalizes the project plan, and advises the Volunteer Manager on next steps to implement it
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Milestone 3: Draft Budget
  • The Professional drafts a budget for the team event and fills it in with any known costs, such as venue, travel, materials, guest speakers, etc.
  • The Volunteer Manager reviews the budget with internal stakeholders and provides feedback to the Professional
  • The Professional incorporates the feedback and delivers the draft budget to the Volunteer Manager
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About the org

Cutchins Programs for Children and Families
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Cause
Philanthropy & capacity building
Posted by
Rose W
Rose W.

Director, Finance & Administration

Our mission

The Peace Development Fund works to build the capacity of community-based organizations through grants, training, and other resources as partners in human rights and social justice movements. As a public foundation, we nourish, foster, and encourage the diverse, self-sustaining and economically viable communities that are essential to building a peaceful, just and equitable world.

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