It’s Retreat Season! How To Prepare For Impact!
If you're the worship pastor or director at a small church, a medium-sized church or a church plant you're the resident plate-spinning genius. You're not at a megachurch so you don't have 14 assistant worship pastors who each have worship directors who each have administrative assistants who each have interns. lol. Ok, I'm being silly; but you know what I mean - it's you on the frontline ev-er-y day. You might be full-time and it's all on you or you've got a part-timer that helps and, of course, you've got some volunteers or contractors for audio; but really - it's you baby. It's tough, I know.
On a daily basis you find yourself counseling a bass player who's having trouble on the dating scene (bro), "redirecting" a soprano who keeps wearing low-cut shirts on stage (mah gawd), replacing XLRs to EG 1 and Vocal 2 (because for some reason your audio engineer couldn't (*wouldn't?) take the time to figure out what was causing the insane signal dropouts everyone's been complaining about for weeks) (bruv - for real?!) - and you handle all this before you've even finished your first cup of coffee on Tuesday morning.
When the rest of the staff finally shows up to the church you have the timeless honor of fielding complaints about how loud Sunday was but that the guitar seemed to be cutting in and out and, "hey, your girl with the low-cut shirt....anything we can do about that?".
Like, really, what you do - it ain't no walk in the park. You've gotta be ready for it all hombre and, if we're shooting it straight (which I always will), you better love it or it's gonna grind you up and steal your soul. More on that in later episodes (pinky swear).
I do know this about you, friend... You've read this far which means one of two things (or both): you're just happy you ain't crazy and someone sees you and knows what you're struggling with. Yep, I do (and I'm going to help you). Or, remember how I said "you better love it or it's gonna grind you up"? Well, maybe you've read this far because you DO love this crazy thing called ministry. Truth is, I think you've read this far because of both reasons. You love this stuff AND you're really happy someone's talking your language. Good. It's gonna be this way every time we connect. I'm here to help you be the best "you" imaginable and together we're gonna achieve Better Sundays. Guaranteed.
For now, let's talk Retreat Season.
Click here and I’ll read this thing to ya. : )
https://youtube.com/bettersundays-youtube
First, we'll handle some basic admin stuff. We'll cover how to play it like a pro.
Next, let's get you fit for duty (spirit, mind, body).
And finally, let's funnel all that into the WHY you even go to these retreats and what you're there to accomplish.
Admin? Yes, please.
Retreats are where you get the chance to change the scenery but still do what you love (worship, play music, spend time with friends) with way more freedom than you get back at home. I mean, there's no broadcast issues to figure out like 'did the Dante feed fail again?' or multiple service time constraints or even the constraints of regular family life. All those things are wonderful (well, not when Dante fails) but this is a bit of reprieve from it all and a focus on really specific things - like connecting with God and one another. Pretty awesome.
To make sure you're able to be fully present and engaged when go-time hits you're gonna want to have all your ducks in a row.
Below is a quick timeline of how to prep for this retreat (or any event for that matter). When you sign up for it I’ll get you a free, yep! free, done-for-you Event Master Doc. All you'll have to do is download it and start using this genius little tool I created years ago. It has saved me tons of time and tons of headaches.
6 WEEKS OUT
Secure your teams (music, production, helpers)
You need to do this at least 6 weeks in advance for something as big as a retreat. You'll be asking these people to give up a few days away from home and work so they'll need some lead-time to warn their people they'll be gone. Because of the way I schedule teams this is always done months in advance. I can teach you how if you're interested!
Brainstorm and set your plan
Start by getting the theme of the retreat from the pastor in charge of this retreat. From there you can start a 'potential song bank' of songs that work for the event, songs for the season your church is in, and songs for the demographic you're serving (not all songs fit all vibes). As your compiling potential songs you'll start getting some ideas flowing about sets and special moments. Trust me - it's gonna roll that way. Let it and document it. That's the beginning framework for your retreat.
4 WEEKS OUT
Communicate the 30,000 foot view to your team
Let the team know the high-level info like camp dates, location, theme, how to register, and start the conversation about the rehearsal schedule.
Protip: before sending this email - ask your church admin to set up a registration code for your team that gets them in for free. It's just the right thing to do.
Curate the set lists and populate PCO with all the correct resources
It doesn't help your team to send them some YouTube or Spotify links so they can "start listening to the songs." Get PCO packed with all the correct charts, audio references (in the original key and/or key you'll be doing the song in), and notes on the desired version or arrangement of each song. PS, in some of our more in-depth tools, I show you things like "how to let your team know the key is locked for Sunday." Protip: Multitracks.com solves so many of these issue and integrates with PCO. Click my affiliate link below to get a reduced membership to their amazing product. In a future episode I show you my foolproof process for getting a service ready-to-rock in no time using multitracks and PCO.
2 WEEKS OUT
Communicate the 10,000 foot view to your team
Point your team to PCO where they can find every resource they need (and in the way they need it) to start practicing on their own. Give them final details about the rehearsal schedule and start the conversation about travel to and from the retreat site. Ask each player what they need the church to provide (DI, drumkit, power strip, etc) and give them 48 hours to let you know.
Create your travel list & onsite itinerary
Create a packing list of the equipment you're responsible for. Create an itinerary for your team specifically that incorporates the sessions and activities of the retreat; but highlights where your team needs to be and when.
TRAVEL WEEK
Communicate the 2,000 foot view to your team
On Monday send your team a reminder about registering, equipment they need you to bring, and details about the rehearsal schedule. Give them a nicely crafted Music + Production Itinerary and point them to important song and MD notes for their first rehearsal.
Rehearse on your home turf
Try your best to have at least one full rehearsal of some tunes on your home turf. Things are gonna get wiry on the retreat stage - they always do. From sound issues to electrical issues, you never know what will slow you down. Be sure your team has some rehearsed songs under their belt in case you end up not getting in-ear audio or some other really important thing until the first session goes live or something bananas like that.
Pack it up and go!
Do your equipment packing in two phases: staging and packing.
Stage what you've got to take a couple days before loading day and then grab that stuff for the truck on travel day. Pack first-in/last-out.
Alright, now let's get you fit for duty (spirit, mind, body)
Body: Nothing can slow you down faster than having no energy because you're living on snickers, pizza, and Dr. Pepper. Honestly, if you're team is small, prep for the fact that you're gonna be sweating....like....a lot. There just aren't enough hands grabbing equipment and setting up the stage to ensure you're free from this truth. A few years ago I was getting all the equipment for a Men's Retreat loaded in and my lower back started hurting really bad. I kept going but it actually ended up being a kidney stone. Even though I was drinking tons of water, I had eaten so much kale salad (yeah, stupid shit happens to me sometimes) and sweated so much that a stone built up large enough to cause pain when it dislodged. Now, if you've ever passed one, you know you just squirmed a bit when I said "dislodged." It ain't pretty. Grown man...fetal position...yeah, it's like that.
So, yeah, take care of your physical needs.
Mind: Working like a genius is definitely going to keep you more at peace than if you procrastinate. Set some basic boundaries to keep yourself optimal. Sleep 7-8 hours a night. Lack of sleep, I've found, can not only make you irritable but can also make you feel sad or depressed. No bueno for the leader who's charged with the honor of leading a retreat full of hungry and motivated Christians into deeper moments of worship. Know your music and lyrics. When you learn to not rely on charts you get a new level of freedom. I've learned that memorizing a key word for each line or section of a song can lock it into my mind and I find myself using the confidence monitor only every now and again, instead of like a crutch. There are tricks for memorizing chord progressions also. We'll go deeper into this stuff in later episodes.
Spirit: Yep, you've got to connect to the vine. I'm gonna talk a lot about practical steps and genius hacks when it comes to ministry; but there's no substitute for real and true relationship with Jesus. He is literally the source of your strength, He is your song, He is the provider of any genius you'll ever have, and He is who has equipped you to lead His church. Read the word daily and talk to Him honestly and plainly - constantly. When you're headed into a high-demand, high-intensity event like a retreat you MUST be grounded in your relationship with Jesus and you MUST be filled with heaven in order to really impart what He's entrusted to you.
Which brings us to...
WHY you're going to this retreat, what you're there to accomplish, and how to stay sane
I want to remind you of who you are in God's eyes and who you've been summoned to be for the people you serve. This retreat season is an awesome opportunity to model who you really are for your team and the people at this retreat - mainly, because you'll be tested, they know it, and they'll be watching.
So, read on and prepare for impact...that is, prepare to make the impact you really want to make. It can change your life and will certainly begin changing the culture around you.
On the final day of a Women's Retreat a couple years ago I had some time in the back of the room to reflect on my role (your role), the band's role, the production team's role in these really special events and jotted down what God highlighted for us as quickly as I could. I know you'll hear His voice as you read on.
The days leading up to AND Day 1 of the retreat are a grind and seem thankless (not true but it feels this way).
1. MOVE SLOW BUT INTENTIONALLY - STICKING TO A PLAN - EXPECT DELAYS AND JUST BREATHE. BE A NON-ANXIOUS PRESENCE. BE YOUR ABSOLUTE MOST PEACEFUL SELF.
2. WHAT YOU’RE DOING HERE IS MORE THAN APPRECIATED. ACT LIKE IT. IF YOU DON’T FEEL HONORED TO BE SWEATING FOR THESE PEOPLE YOU’VE MISSED THE POINT.
3. WHEN PEOPLE ARE UNDER PRESSURE EXPECT THEIR WEAKNESSES TO COME OUT AND DON'T GET ANGRY WITH THEM ABOUT IT.
Day 2
All the stuff is set up. Now, listen and predict where you can be more of a servant. DIG IN DEEPER WITH A JOYFUL HEART. Expect complaints and be happy to try and understand the value of the information you're being given.
This is a loooong day (but peaceful). Purposefully enjoy time with the people you’re with. Invest in those friendships.
The evening session is mighty. People start having breakthrough now. BE PRESENT. YOU DON’T WANT TO MISS THIS.
Day 3
Morning session is peaceful.
Load-out is fast-paced and WILL FEEL confusing because so many people want to help. BE GRATEFUL FOR THEIR HELP AND GUIDE THEM. Make sure to load boxes well and the truck “first-in/last-out.” That, and letting people help, are your main goals for this moment.
BE HONORED TO SERVE AT EVERY MOMENT
DO YOUR ABSOLUTE BEST FOR THEM
YOU CAN BE THE BEST PART OF THEIR DAY - GOD'S AMBASSADOR - CARRY HIS TEMPERAMENT AND HIS LOVE
I hope you've found encouragement and value today. I know you'll move forward into Retreat Season or any special event that's coming up with a renewed sense of ability and purpose.
Always remember, you were called for this. You. Not someone else. Go own it and be great at it. Being a good leader in ministry is really just doing the next obedient thing, over and over and over. Be wise with what He's put in your hands and steward it well. He loves that. I'm here to help you with that. It's my honor to help you achieve Better Sundays.
SP