Retreat Planning

Upcoming Tours:

2021 Tour Dates at Noon: February 24,  March 23, April 23, May 3, June 7, August 2, October 4, & December 6

2021 Tour Dates at 6PM: February 2, April 6, July 6, & September 7

Meet Outside the Cafeteria. Currently must be in face-covering.
Great opportunity to see available resources, see improvements, walk-through for your retreat, and chance to ask questions. 

RETREAT PLANNING CHECKLIST: 

There are many things to do when preparing for a hosted retreat at the CRC.  We have conveniently provided the following list in order to assist you.

The hall setup plan-o-grams are provided for St. Eugene Hall, Marian Hall, Oblate Hall, Ali Center, and Gerard Room so that you can plan the layout of your retreat.  This also includes an Audio/Visual setup as well.

To ensure details are not missed. Please communicate for retreat bookings using email as opposed to phone calls. Our staff size is extremely limited due to COVID and email is the fastest and surest way to ensure your retreat is a success. Email kbrown@retreatcentercrc.org 

As Far As Advance As Possible:
1. Request Details for Hosting a Retreat (using the Rental Request Form). A quote will be sent back to you by email within 72-hours. If you decide to book, a contract will be sent to you. 
2. Turn in Signed Contract, Addendums,  & Deposit to the CRC (Groups will priority booking must complete this 12-months out for their spot to be held). Payments can be made by credit or debit card online. At 3% to your cost for fees. Pay Here

The Sooner the Better:
3. Select Meal Time (2nd meal time is only assigned if 3 groups are onsite)
- 1st 7:30AM, 11:30AM, 5PM
- 2nd 8AM, Noon, 5:30PM
- 3rd 8:30AM, 12:30PM, 6PM
4. Select Chapel Times for Mass, Exposition, Confession, Liturgy of Hours, and Prayer (include time for preparing for Liturgy) During COVID, you can book a 2-hour block of time each day of your retreat in advance. Based on availability for other groups and cleaning/disinfecting Chapel can book additional times 2-months out. This allows all groups to use the Chapel for Mass and Exposition of the Blessed Sacrament as well as thorough cleaning/disinfecting between groups to avoid cross-contamination.  
5. Review Group Profile to ensure meeting space, lodging type, meal times, and Chapel times are accurate. The earlier is better as it draws closer to your date, other groups will also be in the calendar and using the CRC. 

2-Months Prior to Your Retreat:
6. Book additional Chapel Times as space permits. 

At Least 14-Days Prior to Your Retreat:
7. Turn in a Retreat Schedule. So the CRC staff can review to ensure your group is scheduled in shared spaces (Chapel, Cafeteria, Outdoor Prayer) & Schedule Your Retreat Check-In Time. If the group still owes payment Check-In must take place Monday - Friday.
8. If paying for the set-up of Meeting Space, turn in a set-up request. Only original set-up. The group is responsible for set-ups during their retreat. Let the staff know the number of chairs and tables as well as their placement along with any audio/visual and sound. Sample set-up designs:
- Eugene Hall
- Oblate Hall
- Ali Center
- Marian Hall
- Gerard Room
9. For non-Archdiocese of Galveston-Houston Groups turn in your Certificate of Insurance with details included from Addendum B - failure to turn in 14-days prior to your event will result in the cancellation of your event and forfeiture of your deposit. 

At Least 7-Days Prior to Your Retreat:
10. Turn in your final headcount (this will be the number you are billed) along with any mobility needs (room for a wheelchair, hand rails in shower, etc)
11. Along with the Final Head Count turn in your dietary needs. The CRC is a nut-free and latex-free kitchen. The CRC only accommodates the following dietary needs: Gluten-Free, Dairy-Free, Diabetic, Vegetarian, Vegan. 
12. Email Retreatant Registration (Name & Contact Information). Use the sample attached or the one you have already created. Identify Group Member who will act as your Golden Plunger. The Golden Plunger is the contact between your group and the CRC On-Call Staff. Be sure to provide CRC with their cell phone number. 
13. Have your team watch the COVID Videos for Meeting as well as Chapel How-To Videos.  https://retreatcentercrc.org/coronavirus 
14. Group Leader identifies and prepares Retreat Team for their responsibilities for Retreat including COVID Guidelines & Addendums.  https://retreatcentercrc.org/addendums

1st Day of Retreat:
15. Turn in payment for the remainder of your balance to the office. CRC Staff will send a bill upon receipt of the final headcount. 
16. Turn in your Room Assignment or Lodge Assignment List
17. Lodging (rooms or lodges) available after 3PM and Meeting Space at 8AM on the first day of the retreat.
18. Watch the CRC Welcome Video to Become Familiar with the CRC: 
https://youtu.be/fnn9Kb_M0Jg 

Last Day of Retreat:
19. Ensure the group has packed up all their supplies and personal belongings. 
20. Throw trash away in the dumpster.
21. Make sure all HVAC is set to 78 Summer or 60 Winter in Lodging & Meeting Spaces.
22. Make sure all water and lights are turned off. 
23. Make sure all doors and windows are closed. 
24. Leave all keys and golden plunger chart on the table in the entrance of the meeting hall.
25. Report any issues to the On-Call Staff including reporting injury (Incident Report Form)
26. Check-out of lodging by 10AM and 8PM for Meeting Space. 
27. Ensure your group contract and deposit are on-file to hold your spot for Priority Booking for the following year. Groups must request contracts and submit contracts and deposits within 14-days following their retreat to hold their date for the following year.