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June 2000 Table of Contents
Special Features
Creative Choir Retreat Ideas
Having had some great discussion about choir retreats cross our e-mail chat lists from time to time, wethought it’d be a good idea to gather some ideas and publish them for our readers. Hope you enjoy them!
By Randy Quackenbush
Pastor of Worship Ministries
Capital Christian Center
Sacramento, CA
We recently had a retreat (February) and it was the best retreat we've had! We've chosen early February because it is a good distance from our Christmas Concert series and, with Easter later this year and next, the timing falls right. Fall can be a wonderful time for retreats; however, we find ourselves at a church with a school that has a high school football team that is growing in popularity, a fall women's retreat PLUS we are "advancing", rather than "retreating", to learn new repertoire which includes Christmas music.
Our goal for the retreat is to build relationship within the choir through fellowship and to draw closer to Jesus through worship, prayer and the Word. We do not take our music to rehearse. We feel we do that enough throughout the year. We took our members of our church's Praise Band and we had an awesome time celebrating the goodness of our God and entering into long seasons of intimate worship with prayer interspersed.
Our theme this year was "Steal Away to Jesus". There is a chorus we sing at our church with that theme and it was the theme song of our retreat. Our theme verse was "Better is One Day in Your Courts Than a Thousand Elsewhere." (Psalm 84:10.)
One of the issues we tried to deal with was the children of our choir members. With the number of wives who work outside the home (approaching 90% in California), often the last thing moms and dads want to do is to leave their kids for a weekend. We decided to make this a "family worship" retreat. We encouraged families to come. The retreat center gave a nice discount for children, yet it was still somewhat costly for larger families. And, they did have the option of leaving some or all of their kids at home.
At the retreat, the children were with us for the worship sessions. It was wonderful experiencing families worshiping together (a rather uncommon sight, unfortunately, in our churches today when children can be in other parts of the campus in their age related activities/services).
Our schedule was dinner on Friday, then our first session-which was primarily worship and a fun "getting to know" your choir member game.
Saturday morning was worship and the word, followed by a session where the men and women were divided. We focused on "daily discipleship" with a panel of three leaders for each session. This was a fantastic session. Basically, leaders shared exactly what they have learned and what they are presently doing in the pursuit of God. This included bible study, books they recommend, prayer life, schedule/routine, struggles and victories. Leadership was very transparent. Real life stuff. After lunch, the afternoon was free for recreation, sightseeing (we were in the Redwoods by the Pacific Ocean) or sleep. Dinner together, then an evening worship session.
Saturday evening we began @ 7:30 p.m. and never got to the teaching. We moved from praise to worship to intercession to worship to prayer...for 2 1/2 hours. A daughter of a choir member who was unsaved and expecting a baby out of wedlock was born again that night. An alto who had experienced severe hearing loss in one ear since age 8 was miraculously healed that night. Her ear opened up and she could hear in stereo for the first time in over 25 years.
Several times we tried to break for our bonfire with s'mores, but the choir just wanted to keep worshiping God. It was one of the most awesome times I've ever experienced in worship.
Sunday morning we met for a communion service. The retreat ended after lunch on Sunday. This was the first time the choir had gone away over Sunday and while we were missed, the impact upon the choir is still being seen (in many ways) almost two months later.
The Great Getaway
By Byron Cutrer
Minister of Music
Dauphin Way Baptist Church
Mobile, AL
Retreats are great investments that insure wonderful returns in the lives of those you're called to minister to. It allows opportunities for people to form bonds through unique fellowship while you communicate the vision of the ministry. Creativity does not require large numbers of people and huge amounts of money. All you need it just one person to stop and dream, to have quiet time with the Lord, and to understand the pastor's direction of ministry. Every retreat should be spiritual, musical and fun.
What is the purpose of a retreat? Naturally, it should be to recruit new people into the ministry, which is outreach. It should involve people already in the ministry, which is inreach. Retreats should always incorporate worship to the Lord and fellowship with others.
This is a great time for people to commit to be faithful in attendance as well as develop an attitude of excitement in the ministry. Some of you may have challenges in coming up with creative ideas. That's okay. Call people you know who are creative. Read books and articles for creativity. Opportunities are all around us if we open our eyes. Don't let your own lack of creativity hinder your ministry. For example, subscribe to different magazines just to get ideas from people not necessarily in the ministry field.
Don't be afraid to color outside the lines. Your people will welcome "being surprised". Boredom tends to creep in when people do the same thing over and over. For example, why not use a cell phone during the course of the retreat to call a member that could not attend. This outreach opportunity could include singing to or praying for the member from the entire choir or orchestra.
Door prizes are always fun and can be given out during the events of the retreat. Members can secure donations of products and services from their places of employment or other businesses. Contributions can range from simple candy baskets, books or listening products to elaborate prizes such as a weekend trip for two or a gift certificate to an elegant brunch buffet at a local resort. No matter what the donation, always write thank you notes to those who contribute door prizes. Invite the contributors to your presentation and let them know how they made your event a success.
As part of your ministry outreach, the retreat weekend is a great time to invite others to see your ministry beyond the realm of rehearsals only. Make these great getaways include elements of surprise and expectation. Adults still want to have fun. Another important reminder is to include your ministerial staff.
Retreats can be planned for members of any age or group, such as student choir, orchestra or ensembles. When planning retreats, it is important to announce the event well in advance so that people have plenty of time to plan on their personal calendar. Be aware of extra-curricular activities that could interfere with their attendance. Planning ahead is a priority. Our retreat for Christmas is held in September and retreats for spring and summer concerts are scheduled in January.
I know that people have busy schedules. In the Bible, Luke records stories of busy people. Religious leaders neglected to help the Samaritan because they were TOO busy. Martha always seemed TOO busy to spend time listening to Jesus. Jesus encourages His followers not to be TOO busy to hear Him, love Him, and serve others. However, you want to recruit people who have busy schedules, because these are the people that get things done.
As you've already noticed, retreats involve a tremendous amount of planning that includes lots of people and should be executed with passion and zeal. When people come and experience a quality event, they want to be a part of an organization that shows priority in excellence.
A vision is something you catch from the Lord through prayer. Get with your pastor and get his blessing and input. Meet with your officers and key leadership, especially the social chairman. And don't stop there. Communicate the vision to your choir members, church leadership, church family, and community. A retreat is not an end in itself, but the means to help reach people for the Lord.
A retreat can be divided into segments and each segment may have it's own theme including menu selections and entertainment. For example, a weekend getaway could consist of three segments - Friday night, Saturday morning, and Saturday afternoon. It is important to have your key leaders in place to coordinate each special segment within the retreat. Enlist key people for each segment and have them secure their own workers, possibly 6-10 members. Don't forget to arrange help in areas such as public relations, tickets, door prizes, photography, skits and drama, and music.
Remember - retreats can be as simple or as elaborate as you want to make them. The budget for these events is up to the individual minister. A budget can be created or the members can purchase tickets.
We should always be looking for new ideas with fresh perspectives. Let me encourage you to read your Bible and stay fresh in your walk with the Lord, both daily and weekly. This will help you stay creative in your planning. Don't host a retreat because other churches are doing them. Do it to allow your choir members to catch a vision in reaching others for Christ. Do it as an opportunity for them to use their talents and abilities that God has given them.
The following is an example of one of many retreat possibilities. Each segment of the retreat was opened and closed in prayer and upcoming events were promoted.
RETREAT THEME: Christmas in Tyme
Retreat Specifications: 2-day event that included a banquet on Friday, breakfast and lunch on Saturday.
Friday Night Banquet Theme: Medieval Tymes
Setting the scene: The fellowship hall of the church was decorated with a medieval theme. Cloth from the highway department was used to drape the tables. The walls were covered with armor and the ceilings were also draped. Large candlesticks were made from PVC pipe and a large birdcage with live birds was also used.
Added touches: At the entrance, a king and queen in medieval costumes greeted guests. Members dressed in costumes. Tin dishes (from Cock of the Walk) were used and guests were served grape juice and ate without using eating utensils.
For the entertainment: For the entertainment portion of the banquet, the staff members sang musical selections. The featured entertainer for the banquet was Dennis Swanberg.
Saturday Morning Theme: English Garden Tyme
Setting the scene: This segment of the retreat was set in a church courtyard (not our church). Silver coffee servers and punch bowls were used to serve hot tea, coffee, orange juice and punch. Croissants, hard-boiled eggs, and fresh fruit were also on the menu. White tablecloths covered the outside tables and green ferns and plants were used to help create the garden effect.
Added touches: At the entrance, guests were greeted with a sign stating "Ye Olde Garden" and the servers dressed in English costumes. After breakfast, members walked to a rented theater and were entertained with music and drama from fellow members. They were shown a video and given music packets for the rehearsal. At this point, the vision was shared for the Christmas presentation.
As you will see, the theme for each segment of the retreat was taken from a scene in the Christmas presentation.
SHARING THE VISION OF THE CHRISTMAS PRESENTATION: "Christmas In Tyme"
"The presentation will be performed at the local opera house. It will be a musical drama that includes the theme of going back in time. The drama opens in a present day city."
OPENING SCENE: "A video presentation (actual aerial footage of the city) zooms into the local opera house. The footage was shot to make it appear as though you were in Santa's sleigh. This video dissolves to the next scene."
SCENE 2: Apartment dwelling in present day city.
SCENE 3: Christmas Eve (first century) on a hill outside of Bethlehem.
SCENE 4: Christmas morning (1450) - Medieval times
SCENE 5: Christmas morning (1657) - Small church in London
SCENE 6: Christmas day (1850) - Orphanage in London
SCENE 7: Christmas day (20th century) - America(perform 1944 big band arrangement.)
(Perform 1950's Christmas selection and utilized youth choir)
SCENE 8: Bethlehem - first century
SCENE 9: Apartment dwelling (present day) - same as Scene 2
SCENE 10: Finale - closed with song
After the vision of the Christmas presentation was given, the members were invited to the final segment of the retreat.
Saturday Afternoon Theme: M*A*S*H Unit Tyme
Setting the scene: Each table setting had a different theme. Care packages made with homemade cookies wrapped in brown paper and tied with twine. Letters were read from home and members dressed in military costumes.
Added touches: Lunch was served military-style.
More Ideas
· Provide an opportunity to have photos made in a horse-drawn carriage or limousine.
· Introduce new outfits for future presentations.
· Make a video of choir members that includes interviews, skits, etc.
· Show a video or play a track of a guest singer or artist that will be participating in the presentation.
Retreat Locations
· Local mansions or historical homes
· Theaters
· Area hotels, resorts or state parks
· Cruise ships or steamboats
· Member's homes or farm
· Other churches
The possibilities are endless. Enjoy planning and promoting your great getaways!
Music Retreats
By Roger Hammond, Minister of Music
Atlantic Shores Baptist Church
Virginia Beach, VA
Every year, our music department hosts a Fall Music Retreat for the entire adult music ministry four to five weeks out from our Christmas production. For several years this has been an event our people look forward to attending. Using creativity and good planning, we have been able to see the attendance grow each year. As you plan your music retreat, let me suggest three important areas to consider: the purpose of your event, the conference facility you choose, and the actual program itself.
First, make sure you are clear on your goals and objectives for your retreat. The primary purpose of our music retreat is to build community and a team spirit as we enter our Christmas production time, the largest evangelistic outreach of our church year. Yes, technique and musicianship are very important, but I use regular rehearsals for those things. Our need is to give our people some space and opportunity to grow in spirit together and to bond as a ministry team for the important task ahead, thus a retreat. As we go in and out of rehearsals, our people are so very busy. Even our Lord Jesus saw a need to get His team away at times.
In the past I have used the music retreat for spiritual growth and musical training. It is also a great idea to bring in outside special speakers or clinicians for such occasions. These can all, in themselves be great for your team. I recommend you first identify what need the retreat will help accomplish for your own ministry.
Another important consideration in planning your retreat is the actual choice of location. In our experience, we have used facilities ranging from camp style conference centers to very nice four star hotels. Fortunately for us, being in a resort community, we are able to secure oceanfront hotel conference sites at a great “off-season” rate. One of the most deciding factors I must always keep in mind is the cost for my people.
When negotiating the price with a conference center, keep in mind the food and room charge usually pays for the use of the conference rooms you will use for rehearsal or meeting spaces. Be sure they are giving you group rates. Most conference centers have a full-time conference coordinator. Always negotiate the price they first quote to you.
The actual physical space a conference center has available is one of my main considerations. A location must have three things to meet our needs. First, they must have a room large enough for my banquet. Be sure they can comfortably seat your entire group. Second, I have to know that they have two different areas I can rehearse in on Saturday morning. From bad experience we have learned to never try to rehearse vocal and instrumental rooms side by side or in a large hall with a divider. It does not work. Far too much orchestra sound spills over. Make sure also, that your site coordinator knows the sound levels you will expect to have. Another company cannot have a lecture beside your rehearsal. Third, I look for a space large enough to combine my choir and orchestra for a work session. This will rule out many sites from the start.
One final note, if you are taking an instrumental group or a large amount of sound equipment, find out how accessible the room is. Our experience has been to try to get a rehearsal room with its own outside access to the equipment van. These simple facility suggestions make for a much smoother retreat flow.
When you know your purpose and you have picked your site, plan out what you want to do. Our format is to host a very nice, semi-formal banquet on Friday evening. We begin the evening with a good mixer just before the meal. We let our choir and orchestra officers plan the after dinner program. Their skits, videos and “roast” have been more fun than some of the professional entertainment we have used. Last year, for a change, we brought in a Christian comedian. Next, the officers present their “special” awards, which are a reflection of some of the more funny and unusual happenings over the past year. We always laugh a lot. (Remember that we are bonding and building team spirit). The evening is closed with our serious awards and a brief challenge from our Pastor. After the completion of the banquet, the remainder of the evening is spent in informal fellowship, fun and games.
The next morning, the choir and orchestra meet separately for devotion and rehearsals. This is a day of polishing and shaping the music already learned. After lunch we bring the choir and orchestra together for the first run of most all the Christmas music. It is always fun for both groups to hear the music combined for the first time. It also allows our staff to identify areas we need further work on in the time remaining before the opening night.
Although there are many different philosophies and ways to plan your retreat, it can be a wonderful and rewarding time for your ministry. Remember to take loads of photographs. It will help to advertise the next year as well as save many precious memories for years to come.
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