Outline for a Scout Retreat

Scout Retreats

National Catholic Committee on Scouting – BSA

1990 Religious Activities Committee

SCOUT RETREATS

Outline for a Scout Retreat

1990 Religious Activities Committee

National Catholic Committee on Scouting – BSA

PREFACE

The strength of Scouting in the Catholic Church lies in the fact that the Scouting program affords such a suitable environment for youth to worship and grow spiritually. This is especially so with Scout retreats where a young person can examine, share and experience God’s word in a positive and nurturing setting. Whether it is conducted as a campoutor indoors in cabins or dormitories, the success of the event largely depends on the planning efforts and care that have been invested beforehand, and the quality of the staff that runs it.

This booklet is intended to help Catholic scouters in the process of planning a successful retreat. It presents many “helpful hints” and alternatives so that a retreat committee can get started in customizing the kind of retreat they really want.

Even though it suggests retreat topics and activities, this booklet does NOT tell you what to say about the topics, how to say it, or how to conduct the activities. It is NOT “THE Bible” on scout retreats, but instead some practical elements that have been gathered from the collective experience of a number of Catholic scouts over the years. If it does nothing more than provide some ideas to help you get started on a successful scout retreat, then it has served its purpose.

There is a bibliography of already publish planning resources at the end of this booklet. They can help you plan the actual retreat content. The booklet is purposely dated 1990! New ideas and experiences are continuously improving the quality of our scout retreats. Practical planning resources are being published all the time.

If after reading or using this booklet, you can suggest improvements, deletions or additions, please let us know! We’d like to hear from you. Send your input to:

Religious Activities Committee

National Catholic Committee on Scouting

P.O. Box 152079

Irving, Texas 75015-2079

SCOUT RETREATS

Why put on a Scout retreat?
Can we give the youngster an opportunity to grow spiritually in such an activity?
Are there issues that can only be addressed in such a scouting/outdoor activity?
What kind of spiritual awakening do your Scouts need?

An agreement by the core leadership group of the local Catholic Committee on Scouting on the general goals and objectives for putting on a retreat.

Selecting the Retreat Team Leadership
Criteria, such a s experience, spirituality and organizing ability
Include both adult and youth members

Essential administrative tasks for the Team
Set a schedule for pre-retreat planning meetings.
Agree to a timeline.

General program decisions
Theme of the retreat
Style of retreat (large group/small group); stationary/mobile, etc.)
Kind of participants the retreat is to be focused on
Support workers needed
Feeding the participants and staff

Essential support items
First aid facilities
Trash collection, toilets, water and fuel
Transportation and parking
Cooking crew (where appropriate)

Specific program decisions
Substantive lectures/discussions (topics and speakers/facilitators)
Liturgies, prayer sessions and other religious activities
Special unit or individual projects
Campfire
Recreational activity, including cracker barrels
Ceremonial activities (flag raising, etc.)
Administrative announcements
Equipment/materials for program (bibles, retreat patches, song books, etc.)

Physical arrangements and conduct decisions
Camping layout
Maintaining a retreat environment
Rules (health and safety)
Suggested unit and personal equipment and materials
Accommodating individual retreat participants (provisional unit)
Registration procedures, including deadlines

Costs
To the unit or individual Scout participant
To the local Catholic Committee on Scouting or to the Diocese
Subsidies

Preparing/acquiring mail out or handout materials
General retreat announcements/invitation
Directions and map
Health and safety questionnaire
Registration forms
Chronological schedule of activities
Booklets/materials for use by participants

Mail out, publicity, and invitation of guests
Timeliness
All encompassing (individuals, units, parishes and diocesan and Council networks
Direct communications (telephone calls, visits to units, etc.)

Carrying out the retreat
Teamwork
Flexibility
Creating and maintaining the appropriate environments
Handling emergencies (e.g., extreme weather)
Recording and publicizing the retreat
Guests

Retreat Committee recognition

Assessment and recommendations
Unit and individual evaluation of retreat
Staff evaluation of retreat
Follow-up committee meeting to critique retreat
Final report to the local Catholic Committee on Scouting, including recommendations for the next retreat.

SCOUT RETREAT PLANNING CHART

Style of retreat

Peer Model – led by chaplain aides or senior youth members, with adult supervision

Adult Model – led by chaplain/clergy/skilled Scouters, either lecturing or Camporee style (show-then-do)

Small Group Sessions – 8-10 people

Large Group Sessions – 20-25 people

Larger Group Sessions – 50 or more people

Stationary/Movement from session to session

Staff

Small team – chaplain with core group of Scouters and Senior Scouts running the whole program

Large team – several chaplains and other religious, with many trained Scouters and Senior Scouts to lead specific sessions

Reliance on ad hoc volunteer leaders – Scouters and Senior Scouts – to assist with small group sessions.

Participants

Retreat restricted to Catholics only

Catholic with a small number of interested non-Catholics

Ecumenical in overall program

Ecumenical in general physical proximity only

Restricted to Scouts and Explorers only

All Cub Scouts

Cubs restricted to Webelos

Setting

Outdoors – camping in tents (camporee style) at a park, Scout camp, religious facility, other

Indoors – seminaries, monasteries, retreat centers, church basements, gymnasium, military bases, etc.

Camping – by unit, patrol, or individual

Provisional troop for Scouts without unit

Meals – self cooked by unit or patrol

Catered for all
Catered for leadership staff only

Time

Weekend – Friday night to Sunday afternoon

Overnight – Saturday morning to Sunday afternoon

Longer or shorter

Theme

Current diocesan/National Catholic Scouting/BSA theme

Others, i.e., Evangelization: A Call to Peace Making, Duty to God, county and Self, Indian Religious Folklore, Vocation Awareness, etc.

Topics Young People Want/Need to Hear About

Scout Oath/LawSin

Growth with GodPeer Pressure

Adolescent YearsValues/Morals

NatureStewardship

Saints as Role ModelsSacraments

Blessed VirginPrayer

FriendshipCharismatic

VocationsChurch/People of God

CultsService

AuthorityFamily

Influence of TV and MediaSports

MissionsReverence

SanctityLeadership

Youth in parishGod’s Revelation

Roles Available in parishEucharist

Life’s GoalsEvangelization

Liturgical Vesture and EquipmentCelibacy

MarriageOther Rites in Catholic Church

EcumenismPriesthood/Religious Life

LanguageBible

Activities

Films/Film StripStations of the Cross

Field MassField Communal Penance

Ice BreakersBiblical skits

Building Native AmericanSpiritual Shields

Building ShrinesGroup Trust Session

Recreation (organized)Patrol Religious Flag/Banner

Religious Emblems DisplayCampfire

Logistics

Water availability Toilet/shower Facilities

Fire/Safety CodeAccess roads

ParkingMaps

Advance Advertising/Registration

Flyers – mailoutsDiocesan paper

Council newsletterProgram/registration mail out

Church bulletinsCatholic Committee phone calls

Take Home Materials

LiteratureMementos

Religious material related to themeRetreat patches

“A Scout is Reverent” manualUnit flag streamers

Papers on other NCCS programsCertificates

Bibles

Guests

Diocesan dignitary’sCouncil dignitaries

Parish priestsParents

Assessment/Recommendations

Unit Leader critique sheet

Senior Boy Scout Leader questionnaire

Committee post-mortem meeting

Special unbiased evaluation staff

Formal committee report

Committee Recognition

Proper recognition of committee members at appropriate time and manner

SCHEDULING

When attempting to place a retreat upon a calendar, there is much to consider:

When would a retreat best fit into the overall Youth Ministry Program? Considering the goals and the direction of the year, when would a positive community experience most benefit the youth and those serving in the program?

The local high school calendar: sporting events (especially home games), proms, band concerts, plays and other extracurricular activities (i.e., college entrance exams (usually on Saturdays).

Check the church’s activity calendar and attempt, where possible, to schedule around church picnics, festival, etc.

Consult with the pastor/associates about their availability and what dates would be best for them (they need not be there the entire weekend, but if they can, that would be ideal).

Local concerts involving major entertainer(s) can greatly affect the attendance of even the best retreats.

Avoid retreats on or around major holidays (although very holy, Easter and Christmas are poor selections).

If you are a diocesan-affiliated church, check the diocesan calendar for any events you may wish to attend.

Check your personal calendar for weddings, anniversaries, birthdays, etc.

The determining factor will often be the availability of appropriate facilities.

Pray and be flexible!

LOCATION – WHERE TO RETREAT?

Although the word “Retreat” implies that one is going away, this is not always the case. Some churches are equipped to handle overnights in their own facilities. This has what you might call some “home court advantages”, no travel, easy access to supplies, and knowledge of facilities.

While retreats can be very successful in one’s own facility, when given a choice, most teenagers and adult staff would prefer to leave the familiar and destine themselves for a place which offers a scenic view of God’s creation.

Wherever you go, know that location, although important, will seldom determine whether you have a positive retreat experience.

In choosing travel, consider the following:

DISTANCE – Customarily most participants leave early Friday evening and return home later Sunday afternoon. When traveling a good distance, design a Friday night schedule, which can be easily adapted without greatly affecting the purpose of the weekend. If traveling for several hours, it might be difficult to do introductions, a skit, icebreakers, two sharings, the rules, cracker barrel, movie, a two carousal slide show and prayers all on Friday night.

ROAD CONDITIONS – During winter and/or rainy seasons, roads, which are normally accessible, become impassable. Being stuck on a wash out road with a busload of typical teenagers will teach one always to check on road conditions.

KNOW THE FACILITY – It is highly recommended that you check out a possible facility either in person or at least by phone. Attempt to obtain the information on the Retreat Facility Questionnaire.

PRAYER – Because travel creates the possibility for numerous complications, it’s good to reflect occasionally on God’s providence – TRUST!

GENERAL INFORMATION

Basic Rules (normally printed copy is available)______

Insurance Requirements and Responsibilities______

Directions ______

______

Special Considerations about Facility______

______

Name of Camp______

Address______Phone______

City______State______Zip______

Director/Caretaker______Phone______

Reservations Contact______Phone______

EMERGENCY PHONE______

Maximum Occupancy (Summer)______Winter______

General Description of Facility

Main Hall or Lodge Size______Maximum Occupancy______

Heating______Cooling______Fireplace______

Tables______Chairs______Furniture______

Special Notes______

Separate Meeting Areas (for small groups/team meetings)

How many?______Locations______

Chapel – Yes____ No____

Kitchen

Approx. Size______Commercial – Yes____ No____

Who Cooks? ______Our Cooks ______Their Cooks

Stove/Oven______Gas ______Electric

Grill ______Gas ______Electric

Refrigerator______Walk-in ______Freezer ______Walk-in

Dishwasher ______Yes ______No

Pots and Pans (what kind and how many)______

______

#Plates ______Cups______Silverware Settings______

Special Notes______

Dining Area

Separate from meeting area ______Yes ______No

Size______#Tables______Chairs ______Benches______

Rooms/Cabins for Staff______

A.V. Equipment

Stereo (describe)______

Speakers______Microphones______TV______

VCR______Movie Screen______Move Projector______

Slide Projector______Easel Pads______Chalk Board______

Recreational Area(s)

Open Field______Volleyball______Swimming Pool______

Tennis Courts______Picnic Area______Horses______

Fire Pit______Barbecue Grill/Pit______

Available Sports Equipment______

Scenic Areas Nearby______

Road Conditions

______Excellent ______Fair ______Poor

Check on un-bridged crossing and, if needed, winter travel conditions (in case of bad weather, recheck conditions before departure)

Costs

Fees based on______

Minimum Charge______Deposit______

Refundable?______

Special Considerations______

Make Check Payable to:______

TRANSPORATION

BY BUS

Numbers will normally determine the mode of transportation. If your group, including team, is over 30 in number, there are some real advantages to a bus. Practically speaking, it is easier to shuffle 30 teenagers into one bus rather than five cars. Most churches either own, rent, or borrow buses for such occasions. If you go by bus, remember the following:

The bus driver should be at least 18 and have a valid chauffeur’s license, if so required by state law.
Equip the bus with proper safety equipment as required by state law (fire extinguisher, flares, etc.)
Have the bus mechanically checked out prior to the weekend.
If renting or borrowing a bus, check the insurance coverage.
Have a back up vehicle (preferably a van) which is following the bus.
Place all medical release forms in vehicle, which is following the bus.

BEFORE departure, it is good to review with all passengers and drivers the rules by which you travel:

No smoking on board (including adults)
Arms, legs, and all other body parts shall remain inside the bus while it is in motion.
Radios, tape players, CDs, and IPOD sets are not allowed (have them check in such gear and return it to them after the weekend).
Refrain from throwing Frisbees, balls, seats, persons or other objects for the duration of the trip.
Eating is okay, but please use the available litter bags.
All shall assist in the loading and unloading of equipment and personal belongings.
Be considerate to the driver at all times; thank him/her for a safe trip (add any others for your particular situation).
BUS DRIVER – you will be ticketed for limbs outside windows; items thrown from bus, etc.

BY CAR

Carpools effectively serve the purpose of transporting a smaller retreat group. In some cases, it is a good way to save money. The most difficult part of traveling by cars is getting everyone safely, comfortable, and happily placed. Prior to a retreat weekend, make a list of exactly how many persons each car can safely transport and then work out a system for assigning passengers

Tow vehicles. Good organization at this level can save time and headaches! Be prepared for a teenage boycott of at least one of the chosen vehicles because it lacks a “with-it” driver and/or AM-FM stereo/CD player. A viable option would be to invite them to bring their IPOD, but let them know they will be locked in the vehicle upon arrival (not played or used while on retreat). Be firm about this!

In going by car caravan, consider the following recommendations:

All drivers must be at least 18 years old
Have a list of driver(s) and passengers for each car
Give very detailed directions to the retreat location
Be sure all vehicles and drivers are adequately insured
Have medical release forms for each passenger given to driver. Except for a few word changes, your car rules can be the same as the bus rules. Include no swapping of cars without permission of the transportation coordinator.

COSTS

Retreat costs will vary greatly based on the facilities, transportation, food, supplies, and staff. Consider the following when reviewing your retreat budget:

What is the overall financial scheme?
Participants pay total costs
Church and participants split the cost
Church picks up all the expenses
Fund raisers are used to help reduce cost of individual participants (most retreat coordinators recommend that the youth pay at least half of expense)

Cost should never limit a young person’s participation. Offer scholarships or a work program where they can earn their way.

Facilities and transportation can be your greatest expense. Shop around for economical retreat centers and always note distance.

Facilities which allow you to do the cooking can be money savers.

Program expenses should be a priority. Budget for what you need to best meet goals of the weekend. This may include AV equipment, speakers, musicians, performers, supplies (candles, banners, etc.), and special gifts (crosses, Bibles, etc.).

Waiving of fees for a adult team member is well advised. The expense should be absorbed in the overall budget.

Usually the smaller the retreat, the greater the cost per person.

In figuring the actual number of participants, plan for at least a 10% cancellation of those registered.

If having several retreats a year, stock up on items such as cups, plates, plasticware, non-perishable foods and general supplies. This will save time and money. Businesses will often assist through discounts or donations. Don’t be afraid to ask!

Use the Budget Sheet provided on following page.

RETREAT BUDGET REPORT

Retreat Date(s):______Location:______

EXPENSES:PROJECTEDSPENT

Retreat Facility

□Per 24 hour period______

□Per person______

□Per building use______

□Per # of meals served______

*Most facilities use one or more of the above criteria to determine cost

Transportation

___Bus ___owned ___rented ___chartered______

Gas allowance for drivers______

Food

Based on #______participants______

*May be included in facility cost

Program Expenses

□Promotional (flyers, mailings, etc.)______

□Planning/evaluation meetings (snacks)______

□Supplies______

□Audio Visuals______

□Stipends for speakers/musicians______

□Other ( )______

INCOMEESTIMATEDACTUAL

□Retreat fees______

□Supplementary funds from parish______

□Fundraisers______

□Gifts/scholarships______

□Included in fees for other programs______

TOTAL______

Black ink [+] ______

Red ink [-]______

HEALTH, MEDICAL RELEASE AND PERMISSION FORM

Participant’s Name______DOB______

Father’s Name______Phone______

Address______

Place of Business______Phone______

Mother’s Name______Phone______

Address______

Place of Business______Phone______