Kiah Ridge Conference Centre

Kiah Ridge Conference Centre - CHECK LIST

ONE YEAR AHEAD:

* Choose a site, visit: http://www.venuefinder.com.au

* Visit the site before booking and consider the following:

- size of site & your expected numbers

- the accommodation needs of your group

- size of meeting rooms

- recreational facilities

- caterings, duties and rosters

- suitability for children

- current fees

- availability at the time you require.

* Book a CVA Member Site. Pay the required deposit and understand the requirements and terms for minimum numbers &/or cancellation.

Speaker: 

* Decide on the aims & objectives of your retreat. Choose a topic.

*Invite a speaker in writing and ask for a written reply.

*Consider how the topic complements the aim of your group for the whole year.

* Inform the speaker of the audience size and composition, and the aims of the retreat.

* Decide timing for talks and discussion groups.

* Check with the speaker if there is to be a fee. If not, consider an appropriate gift.

8 MONTHS AHEAD:

Assemble a Retreat or Camp Committee. Their responsibilities include:

* Establish cost per person, include overheads

* Plan programme - include structured & unstructured free time - check meal times with site

* Entertainment

* Duties. Eg: meal & cleaning rosters

* Prayer and small groups

* Music

* Bookstall

* First aid

* Catering - cooks food, set up site if necessary. 

Advertising:

* Produce a registration form

* Distribute registration form and start announcing.

* Consider a time payment scheme

* Start Collect registrations and fees

4 MONTHS AHEAD:

* Reconfirm booking and prices

* Continue advertising & collection of registrations Finalise programme - check with:

* Speaker - that all is still OK

* Musicians

* Children's programme organisers

* Any other outside help

5 WEEKS AHEAD:

* Provide detailed publicity, maps

* Get committee to personally invite others to come to camp. 

Start work on:

* Rosters

* Transport

* Audio visual requirements

1 to 2 WEEKS AHEAD: 

(Expect last minute cancellations and applications)

* Finalise applications

* Collect Fees

* Arrange transport and rooming

* Phone site with final numbers and any special dietary needs

* Check payment arrangements with the site, many require payment before leaving

* Reconfirm with those involved in programme that all is OK

* Supply copy of programme to campsite

* Check speakers needs - eg: Overhead Projector, data projector, photocopying, Whiteboard etc

ON ARRIVAL:

* Ensure an organiser is first at site

* Meet the site manager, finalise any last minute changes to programme or numbers

* Issue name badges to campers as they arrive

* Direct campers to their rooms

* Collect outstanding fees

BEFORE LEAVING THE SITE:

* Ensure all cleaning duties are completed to managers satisfaction

* Remove all decorations & notices

* Finalise and pack up bookstall

* Place all site equipment back in its correct place

* Collect lost property and take with you

* Notify manager of any damage caused by your group

* Settle the account & consider rolling your deposit over for next year

AFTER THE RETREAT:

* Arrange a final meeting with the committee to evaluate the programme and all arrangements. Pass this evaluation onto the new committee

* Book a CVA  Member site for the following year.