Retreats can be a powerful time of reestablishing faith, building relationships, and creating a space where individuals can encounter God. However, planning a retreat and pulling a large event together can be demanding. If it is not handled intentionally, you may find yourself burned out before the event even begins. It is difficult to be supportive and available to your attendees when you are completely drained.
To avoid burning out before your event begins, you need to be prepared. We are here to guide you. We have identified three essential keys for retreat leaders who want to be refreshed alongside their guests: staying present, delegating, and troubleshooting. If you are ready to enjoy the retreat as much as your group, keep reading.
Why Presence Matters
Staying present with your group sets the tone for the entire event. You help shape the atmosphere, and people can often pick up on internal chaos without anyone saying a word. We do not share this to add pressure, but to remind you that what is happening inside you affects what is happening around you. One of the most selfless things you can do for your event is to pause and breathe. Ask yourself: How am I feeling right now? What is going on internally? How can I make this easier on myself?
You already know the benefits of staying present, such as increased attentiveness and earlier awareness of potential issues. Here are a few practical tips to make presence more accessible:
Tip 1: Build margin. Arrive early, create buffers in your schedule, and step away when you feel overwhelmed. Prevent internal chaos by checking in with yourself and noticing how your mind and body are feeling.
Tip 2: Prioritize connection over perfection. Your focus is people, not logistics. Once you are face to face with the individuals you created this event for, set aside the numbers and the “what ifs” and get comfortable with things being slightly imperfect.
Tip 3: Set simple expectations. Create realistic expectations with your team and participants so you are not constantly reacting to surprises. Communicate clearly about what you expect from the weekend, from the team, and from yourself. Provide clear directions.
Avoid the common pitfalls we see retreat leaders encounter: hyper-focusing on the schedule, trying to be everywhere at once, and feeling responsible for everyone’s emotions. Your role is to facilitate connection and to be open and available when God begins to move.
Why Delegating Helps You Lead Better
Delegation reduces decision fatigue. Think about the evenings when you have had a long day and are suddenly expected to decide what the plan is, what is for dinner, when you are leaving, and how everything else fits together. During a retreat, your mind may already be going a hundred miles a minute. It is unrealistic to expect yourself to make every single decision.
Delegation also empowers others to lead and support the group. You do not want to be the only person who knows how to do everything. When you give others the authority to take over tasks, the event runs more smoothly and you stay focused on what only you can and should do.
If delegating is new for you, or if the idea of letting go feels uncomfortable, you are not alone. These strategies can help:
Assign clear roles before the retreat. Identify who is handling logistics, hospitality, tech, group communication, and other essentials. Make sure there is a point person for each category so questions do not always come to you. Share your vision and expectations so your team feels confident making decisions that align with them.
Then trust your team. Do not hover. Check in at predictable times, but give people the freedom to complete their tasks. Helpful systems include shared checklists, group texts or a Slack channel for team updates, and scheduled daily huddles to align and adjust.
Letting go can be difficult. You may believe things will go faster if you do them yourself, or you may worry about burdening others. But your team is there for a reason. They are ready to support you and help the event run smoothly. Strong leaders know when to let others lead.
How to Troubleshoot Effectively
The final key to avoiding burnout is learning how to approach problems without letting your stress spike. This is challenging when you are caught up in the moment, but there are intentional ways to treat emerging issues neutrally instead of as personal failures.
When something goes wrong, stay curious. Ask questions such as “What is the root of this issue?” instead of reacting to symptoms. Whether the problem is a negative response from an attendee, tension among team members, or a technical glitch during your presentation, respond neutrally and aim to get to the core of the issue quickly and clearly. Avoid taking it personally. This helps you slow down long enough to find a better solution.
Our five-step troubleshooting framework helps you deescalate internally so you can handle the situation with clarity and grace:
- Pause and take 10 to 20 seconds to breathe and assess.
- Identify the real problem by clarifying the core issue instead of taking sides or accepting blame prematurely.
- Delegate or handle by deciding whether you are the right person to solve the issue.
- Communicate clearly so your team knows the plan and understands how the issue is being addressed.
- Follow up to make sure the solution is effective.
If this is your first retreat, we do not want to worry you. However, it is important to have realistic expectations. You are working with many people who have different needs, styles, and personalities. You will not be able to please everyone. There will also be factors outside your control. Some common retreat challenges and quick responses include:
- Schedule delays: adjust expectations and communicate clearly.
- Tech issues: have backup equipment and a designated tech point person.
- Emotional tensions: seek one-on-one time, and involve pastoral or support staff when needed.
- Weather changes: prepare a plan B, especially for outdoor activities.
At the end of the day, unexpected things will happen. It is important to accept this and remember that you are doing the best you can with the information you have. The event will not be perfect, but you can use any issues as feedback for next time and allow them to shape your leadership for the better.
Ultimately, leading well is not the same as doing everything. Healthy leadership during a retreat requires presence, shared responsibility, and calm collaboration. Build habits that protect your peace and energy so you can show up fully for the people you serve.
Ready to plan your retreat? Click HERE for more information and a free quote for your event!