Holding a Retreat on Low Budget

[excelblue]

So, after a few national events and lots of meetings, my chapter has decided that a long brotherhood / values-enhancement + planning retreat would be the best way to address several of the issues that my chapter's facing. So, after seeking out lots of advice, we have the perfect plan on how it's going to work and what we're going to do, but there's now one problem: our bank account is dry, and we only have $400 to run a three day two night retreat for >20 people!

Do you guys have ideas on how to hold such a retreat at such a low budget? When I ran up hotels and meeting rooms, they usually come out to about $2000 total. That's already a step down from the original plan of doing it somewhere even further away from "home." Going with camps / lodges only brings it down to approximately $1700.

What sort of venues/options would you all recommend? We're located in northern California.

[Pingyang]

Are Boy Scout camps an option? They tend to be less expensive than private camps, and sometimes they are willing to lower their fees if a group can help with maintenance or other projects. If there are religious camps around, they might be willing to offer something similar as well.

Can you charge a small fee to cover the cost of the retreat?

[Gusteau]

I loved planning retreats. At the moment I can't remember what kind of budget we were working with, but it probably was close to yours.

The venue is a big issue, you need to get away from your campus/chapter house, getting "out of your element" really makes retreats worthwhile. Have you asked to see if any of your members or alumni have summer homes or property you would be able to use? In the past my chapter has camped on a large plot of land that belongs to a chapter alumnus. Religious retreat houses may be cheaper, to cut costs you might want to look into a close location so members can go home at night. Lodging won't be an issue but it really takes away from the retreat so it's not preferable.

[agzg]

Do any of the members have a parent who has a big rec room/finished basement? We had a retreat one year at a sister's parent's house and had a great time, and the total cost was only about $100 for pizza, and yes, all 40 of us slept in that basement.

[modorney]

That's a tough budget you are working with. Do you have a mailing list of alumni that would help? If you sent out a letter, asking for 20 bucks or maybe 50, you would be surprised how much you would get.

Northern California is expensive, and probably too cold for tents? One place I have run into is a Ramada Inn on March Lane in Stockton. I have never stayed there, but have been in their function rooms.

A Masonic Lodge might let you use their meeting room for cheap, but you would still need sleeping accommodations. Do you have other chapters in Northern California? If you had a chapter at Cal State Hayward (East Bay), the Castro Valley Masons have a good hall. The chapter could put you up, and even cook meals?

[Alumiyum]

If your campus has a retreat or lodge that is far enough away from the main campus to be usable for a retreat, look into it. My chapter tried to avoid that option for retreats, but if you make it a lock-in, it can work. It's always cheap. Boy Scout and religious camps as many have suggested are great options. So are state parks if there is one close enough to be worth traveling there for a short retreat. Many have chalets or cabins for very low prices, and if you have outdoorsy members there's always camping. Make sure to ask the chapter if anyone can volunteer a venue because there's usually someone with a lake/beach/mountain house or simply a home with a large basement or play room.

[Low C Sharp]

I've been on a retreat that took place in a giant church basement with a kitchen. We had all of our programming down there, and slept in sleeping bags on the floor and in the pews. We sang at the church in exchange for use of the facility, but I can't imagine that it cost much to rent the space. If one of your brothers is a church member, he might have an inside track with other churches of that denomination...I agree that getting away from your home turf contributes to the experience.
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[excelblue]

Seems like we might be able to charge everyone $50 for 3 days / 2 nights in a motel /w meeting room...

[Gusteau]

Originally Posted by excelblue

Seems like we might be able to charge everyone $50 for 3 days / 2 nights in a motel /w meeting room...

This is about two weeks too late - but don't do this! The retreat should come entirely out of your budget, and you shouldn't expect members to pay out of pocket to do something so vital for chapter success. There should be no excuse - like money- that a member can not attend.

[excelblue]

What ended up happening is that we really scaled down the whole thing and decided to push the nice one to a time when we have much more resources.