Committee Retreat
Facilitator Guide
Committee Retreat Facilitator Guide
Workshop Overview
Facilitators:
 Event Chair & Co-chair (Returning or Incoming)
 Staff Partner
 Task Force or Training Team member (An outside, neutral facilitator can
sometimes provide a new perspective and insight for the committee.)
Audience:
 Relay For Life Committee
Objective: This is our opportunity to build upon our past successes and position
ourselves for future successes. Through event and committee assessment we
will:
 Partake in team building
 Review our trends
 Evaluate and determine next steps for our Wow’s & Yikes
 Determine committee needs and identify potential new members and recruitment
venues
Length of Session:
 3 hours (We recommend a Saturday morning, 9:00-noon, or weeknight, 6:009:00 with a light dinner at 5:30)
Pre-work:
 Refer to the facilitator instructions on page 6 to ensure you have all the
necessary data compiled to use during the retreat
Day-of Preparation:
 Room Set-Up:
 Round tables of 5-8, if possible
 Table in front of the room for facilitator materials, handouts, etc.
 Decorations; minimal – a theme is not encouraged to help keep focus
on the purpose of the meeting. Relay logo items recommended.
 Allow sufficient time to:
 Create flipcharts
 Secure handouts – prepare data for some handouts
 Decorate the room
 Welcome participants
All preparation should be completed at least 1 hour before the session.
 Materials:
 Quotes to decorate the walls (choose 4-5 that will be the most
inspirational or will ring true for your committee)
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Committee Retreat Facilitator Guide
Success Quotes.doc
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Flip Chart
Markers
Tape
Boom box
Music CDs
Candy/Snacks (optional)
Refreshments; based on time of day
Prepared Flip Charts:
Welcome to Our Committee Retreat
Agenda
Welcome
Team Building
Where We Are Now
Wows & Yikes
Where We Want to Be
Who We Need to Get Us There
Wrap-Up
Objectives: This is our opportunity to come together as a
team to build upon our past successes and position
ourselves for future successes. Through event and
committee assessment we will:
 Review our trends
 Evaluate and determine next steps for our Wow’s & Yikes
 Determine committee needs and identify potential new
members and recruitment venues
(flipchart highlighted portion)
Parking Lot
American Cancer Society Mission Statement:
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Committee Retreat Facilitator Guide
The American Cancer Society is the nationwide
community-based voluntary health organization
dedicated to eliminating cancer as a major health
problem by preventing cancer, saving lives from
cancer, and diminishing suffering from cancer
through research, education, advocacy and service.
Relay For Life Mission Statement:
The American Cancer Society Relay For Life
represents the hope that those lost to cancer will
never be forgotten, that those who face cancer will
be supported, and that one day cancer will be
eliminated.
Call to Action
We will work together, as a team, to implement
solutions for our Yikes, enhance our Wows and
recruit committee members to support our plan
for growth.
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Committee Retreat Facilitator Guide
Welcome/Introductions, Agenda review, Objectives & Mission Moment
(20 minutes)
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Welcome / Introductions
Facilitators introduce themselves and share why they volunteer/work for the
American Cancer Society. Invite all committee members to introduce themselves
and let the group know what they would like to accomplish this Relay season.
(Facilitator should flipchart responses and keep for referencing throughout the
day and future meetings)
Agenda Review
Facilitator reviews the agenda (flipchart).
Objectives
Facilitator reviews the objectives (flipchart).
Why Are We Here?
It is vital for our Relay’s success this upcoming year, building for years to come,
leaving a legacy of success. We need everyone to actively participate today and
throughout the season so we can succeed as a team and ensure that success
trickles down to our team captains and participants.
Thank Everyone for Coming
Set the Tone – Retreat is designed to give us an opportunity to work together, on our
event, in our community…there are no wrong answers and we respect everyone’s
feedback.
Today we will work out the details for enhancing our event and while doing that
we should always keep the big picture in mind. Draw their attention to the ACS
mission statement posted on the wall. Read aloud the following to the committee:
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ACS is national and local
We have accomplished great things because of our huge volunteer base
We are the largest non-profit volunteer organization in the world
We are striving for a cancer-free world by eliminating cancer as a public
health issue
We do this through research, education, advocacy and service.
All of our programs are funded through the dedicated efforts of volunteers like
you.
Relay For Life is obviously critical to supporting the Mission of the American
Cancer Society. Draw their attention to the Relay mission statement and share the
following:
It is important for us to understand that we can make a difference in our work with
Relay. One man, Dr. Gordy Klatt, was able to make a huge impact in our world in his
fight against cancer. We can continue those efforts which were started 25 years ago.
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Committee Retreat Facilitator Guide
Our committee’s leadership and direction can make a difference in our event to further
the cause. We need to be cohesive in our approach and efforts and today affords us
the opportunity to get to know each other.
Team Building Activity
(10-30 minutes)
(Choose an activity that allows everyone to get to know each other and provides some
fun and/or illustrates a key point you want to drive home by the end of the retreat)
Committee Web.doc Committee Mission
Statement.doc
Beachball
Icebreaker.doc
Never Have I
Ever.doc
Key Point #1: Overview Current Event Status
(20 minutes)
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Key Points:
Share with the group your event’s current statistics and two to three years (1000 Days)
of data to demonstrate high points and trends. Invite the group to share anything that
surprises them or any trend about which they weren’t previously aware. Flipchart the
group’s responses.
1000 Day
Retrospective & Goal-setting.xls
Note to facilitators: Ask your staff partner for data from your event scorecard, Siebel
and Relay National Reporting. All data should be populated and reviewed ahead of
time so you can point out areas of growth and decline the event experienced in 2008 as
well as trends. These can be used as your “Wows” and “Yikes” for the next section.
For instance, you may have had great success two years ago with your luminaria sales
but they have declined. What can you do again that you did two years ago to increase
sales? Or this year you saw your youth team fundraising average increase. What do
you want to make sure you do to continue to support that growth?
Let the group know you will be returning to this data during the goal setting portion of
the day.
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Committee Retreat Facilitator Guide
Key Point #2: Evaluate the Past
(40 minutes)
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It’s great we had a few minutes to review the numbers but now let’s take a look at the
story behind the numbers.
Key Points: Follow through on next steps of the Wows and Yikes determined
from your previous year’s Wrap-up meeting
At our Wrap-up last season we debriefed every component of our event and identified
what went well and things we’d like to change. We are going to classify those as our
“Wows” and “Yikes” for today’s discussion.
Note to facilitator: Provide everyone with a copy of the minutes from the Wrap-up
meeting and flipchart the Wows and Yikes as a visual for your discussion.
A: Review Wow’s from previous year
Ask the committee if anyone has anything to add . . .
B: Review Yike’s from previous Year
Ask the committee if anyone has anything to add . . .
Interactive activity to support key points: Pot Roast
Pot Roast.doc
C: Now that we all recognize some of our “pot roast” inclinations let’s determine our top
five Wows and Yikes. (If your group is small you may only want to identify the top 3 or
you may have to conduct two rounds.) Everyone grab a marker and put a check mark
next to the five Wows you want to address. Do the same and identify the five Yikes.
Once you have identified the top five split the committee into five groups and assign
them one Wow and one Yikes each. The small groups should use the “What If”
approach to develop and then share
 Solutions for the Yikes
 Suggestions to make the Wow even bigger and better; or develop new ideas
to spin off of it
Give them 15 minutes to brainstorm and provide a count down at the 5 and one minute
marks so they know to start wrapping up their discussion.
Note to facilitator: It is important to focus on the people oriented (committee, teams,
survivors) Wows and Yikes rather than the small details (running out of toilet paper, a
band showing up late) when determining your Top 5. Don’t let the committee get
caught up in the small details. Investing time in our people and recognizing what affects
them most (i.e. survivor activities, ceremonies, etc.) is crucial!
D: Invite each of the five groups to report their suggestions to the full committee (3
minutes per group)
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Committee Retreat Facilitator Guide
Supporting flip charts for key points:
Draw a line down the middle of the flipchart vertically. At the top of column
one write “WOW” on the top of column two write “Yikes.” If Wows and
Yikes were identified during wrap up, utilize this list to start the process.
Utilize voting/rating to identify top 5 (have everyone come up and check 5
items in each column)
Write top 5 Wow’s and Yikes from above
Write feedback on solutions and suggestions to make “Wow’s” bigger and
better.
Write feedback on solutions and suggestions to improve the “Yike’s”.
Key Point #3: Event Goal Setting
(30 minutes)
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Key Points:
A: Goal setting for 2009
We just had a great discussion on building upon our successes or Wows and creating
solutions for our challenges or Yikes. Let’s keep all those great ideas in mind and set
some goals for ourselves for this year. Goals are important because they give us
something for which to strive. There is a great quote that states, “A goal is just a dream
with a deadline.” We need to be aware that each of our subcommittee goals will roll up
and affect our overall financial goal. Let’s position ourselves to succeed!
Refer back to the 1000 Day Retrospective document and populate the last column,
Where We Want to Be.
1000 Day
Retrospective & Goal-setting.xls
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Committee Retreat Facilitator Guide
Key Point #4: Event Visioning
(40 minutes)
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Key Points:
In order for us to achieve the goals we just set for ourselves we need to make sure we
have enough committee members to support our efforts. (Point out a real example from
your goals. For instance if one of your goals is to increase survivor participation by 50
you may want to recruit a chair dedicated to survivor recruitment as it would not be
realistic to expect your current survivor chair to do all the recruitment in addition to
planning the reception and all the day-of activities.) The growth of our event is going to
be in direct proportion to the growth of our committee so if we want to pack the track
we need to pack these tables! We need to fill our vacancies and build out true, fully
formed sub-committees.
 The most successful Relays are led by a group of strong volunteers from the
community
 Involving your entire community requires that all sectors of the community are
represented on the committee.
 A full committee/sub-committee structure reduces the load on any one
individual and adds collective wisdom and more ideas.
 As events grow and mature, a more complex committee will be needed to
plan and manage the event.
A: Identify Your Needs
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Flipchart any current vacancies you have on your committee
Ask each existing sub-committee chair if they feel, with the goals that were
just set, if they can be successful with their existing sub-committee or if they
need to split off and create an additional sub-committee. (Using the example
above, does the current survivor chair feel it’s realistic to be responsible for
survivor recruitment and planning the day-of activities or would he or she
rather focus on one thing?) Flipchart desired new positions.
Remind the group that it is the responsibility of each sub-committee chair to
recruit sub-committee members so they don’t become over-burdened or
overwhelmed as a sub-committee chair.
Remind the group that by creating full fledged sub-committees we are
creating a leadership continuum. People can join the committee as a subcommittee member and then work their way up to sub-committee chair and
even event chair. (Share the story of you became event chair to illustrate
how you transitioned and moved up along the way.)
B: Recruitment Plans
OK, so we have identified a need for _____ new sub-committee chairs. How do
we get more people to join us? Does being on the Relay For Life committee
require a membership? Of course not! So…let’s not make it hard for new people
join us. If people will pay $35 a year to shop at Costco, we’ll give them
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Committee Retreat Facilitator Guide
membership to the American Cancer Society for FREE. What you get in return…
priceless? (Welcome any newer members with you today to illustrate your point)
So, we have a goal of how many new committee members we’d like to recruit.
Let’s brainstorm who we might ask if we have specific people in mind (team
captains, survivors, leaders in the school, business, or faith-based communities).
For instance, if you intend to start a Kids Care program you might ask one of
your high performing school team captains to join the committee in that capacity.
Then we can also brainstorm where we might find other people we might not
know yet
Committee
Recruitment Idea Sheet.doc
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Keep in mind traits we might like to see in new committee members based on
the role we’re looking for them to fill:
Committes Structure
with Position Charateristics.doc
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Allow everyone 15 minutes to brainstorm on their own and then bring the
group back together so you can flipchart their ideas by sub-committee
position. Do a process check at 10 minutes to see how they’re doing and if
they need another five minutes.
Note to facilitator: While everyone is brainstorming you should flipchart the subcommittee positions the group identified a few minutes ago during the needs
assessment exercise.
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Flipchart responses and begin to coordinate what asks will be made and by
whom. You might have a couple situations where the committee comes up
with more than one specific person to target for a role. In that case, you will
need to work with the committee to plan who will be the first ask and who will
be a secondary ask if the first person declines.
Make sure everyone knows the asks for which they are responsible.
Note to facilitator: These action steps should be distributed via email 2-3 days
after the retreat. Provide a deadline and make sure everyone knows they will be
expected to provide a progress report at the next committee meeting. (Make sure
you provide adequate time on that agenda!)
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Committee Retreat Facilitator Guide
Review, Wrap-Up, Call to Action
(10 minutes)
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Review the objectives of this session to make sure you have come full circle with your audience. Make this
part of the retreat interactive enough so as to not lose participant attention.
Objective:
Through event and committee assessment we will:
 Review our trends
 Evaluate and determine next steps for our Wow’s & Yikes
 Determine committee needs and identify potential new members and recruitment
venues
Why are we here?
Write the income goal on a flipchart. Ask participants to share the name of someone
they Relay for. Relay is about what the funds, can do for each of those names, each of
those families affected by cancer – what the mission of the American Cancer Society
hopes to accomplish.
Read this statement:
This is our community. Welcome to it. It is not the address that matters so much, but
where we live that tells the story. About everything we value. Everything we seek in our
community. Everything we offer in return. You know when you’ve found it, the singular
point that speaks to you for all the right reasons. Telling you that you’ve found your
place in the world, right here in ours. Because there are no boundaries in dreams -- only
the simple understanding that you have come home.
Call to Action:
We will work together, as a team, to implement solutions for our Yikes,
enhance our Wows and recruit committee members to support our plan for
growth.
Develop which points you want to drive home with your committee based on the work
you have done in the session. Be sure to leave the group with the “action” component
of the session…
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What will come next?
When will we follow-up again?
Who is assigned to what; which committees will take the suggestions on the
wow’s and yikes and implement them. What will the schedule for follow-up on
those items be?
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Committee Retreat Facilitator Guide
Event Chair /Staff Partner Follow-Up
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Congratulations! You have completed the Committee Retreat for your community
event! Thank you!
What’s Next?
Complete the Committee Retreat Follow-up Worksheet. In partnership with your event
timeline this tool will help you to track progress from your retreat outcomes between
now and your event day, and beyond!
Committee Retreat
Follow-Up Worksheet.xls
It is recommended a committee retreat be conducted each planning year, to continue to
provide your community event with a blueprint for success. Remember, every
accomplished team, needs a plan!
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