Retreat Committee Coordinator

Role

To coordinate general retreat activities, coordinate all retreat roles, interface with the Council, and communicate with the Retreat Center so that the Retreat proceeds smoothly.

Carmelite Retreat Definition

Carmelite References a location, Mt Carmel. Imagine the orginal hermits on Mt Carmel who were lay people at a remote location. The essence of a Carmelite retreat is one that is silent, contemplative, and in a peaceful environment. The theme can be on any Carmel Charism, or Carmelite saint, or Carmelite teaching such as Beatitudes, Mary, Meditation, etc. These minimum retreat elements should satisfy the commitment from the O.C.D.S. Provincial Statues (Sec 1,4) for an annual Carmeleite Retreat.

When a priest is present at the retreat, mass and confession should be added to the retreat.

When the retreat includes an overnight stay, night prayer should be added to the retreat.

Responsibilities

Meet with the full council to approve decisions pertaining to:
- Location
- Retreat Master
- Theme
- Cost of the Retreat to its Members
To oversee the planning work and be sure everything is done in a timely manner.
Coordinate the retreat committee members
To call meetings for Committee and keep track of the timeline
To review all work done by the Committee members before the work is finalized.
To be the contact person for the Retreat Facility
To arrange for rooms at the Retreat Facility for confession/spiritual direction
To arrange for rooms and set up of chairs for the Sacred Space and Conference Hall at the Retreat
To type the first draft of the Retreat Schedule and obtain the approval of the Retreat Schedule, coordinating with the retreat master and the council. This should be done approximately 9 months before the retreat.
To send the first draft of the Retreat Schedule to the Retreat Assistant Coordinator and Liturgy Coordinator.
Final draft of the Retreat Schedule done by Retreat Assistant Coordinator with input from the Liturgy Coordinator who has worked with the other liturgical ministry leads.
To prepare the Retreat Registration Form with the Registrar (see Registrar duties for particulars)
To put out the Retreat Registration Forms at the O.C.D.S. Meeting (3 months prior to Retreat)
To work with the Front Desk Employee during the Retreat
To find a volunteer to bring the flowers before the Retreat
To host and transport the Retreat Master
To check with the Liturgy Coordinator that
- EMHC, Lector, Altar Server, Sacristant sign-up sheets are put out at the June O.C.D.S. Meeting (3 months prior to Retreat)
- Liturgy of the Hours, Morning, Evening, and Night Prayer (Presider and 2 Cantors for each) sign-up sheets are put out at the June O.C.D.S. Meeting (3 months prior to Retreat)
- All night Adoration sign-up sheet put out at Retreat. (If there is to be all night Adoration).
- Spiritual Bouquet Sheets for priests put out at Retreat
- Has created and put up at the Retreat the sign-up sheets for Confessions outside the door for Confessions
- Has put out at the June O.C.D.S. meeting the sign-up sheet for the Leaders of the Rosary and Divine Mercy Chaplet
- To decide with the Retreat Committee if a gift will be given to the Retreat Master
To write Thank You Cards with
- Stipend Checks for the priests
To pay Retreat Center and reimburse all members for Retreat expenses.
To determine where the Retreat will be held two years in advance and put down the deposit to reserve the Retreat. Final decision to be confirmed by the O.C.D.S. Council
To assess the Retreat with the Retreat Committee post retreat.
To prepare a Retreat Financial Report to be submitted to the O.C.D.S. Council no later than 2 months after the retreat.
To provide an update to the community regularly on the retreat (once a quarter) on any new information; including price of the retreat, location, topics, number of people who signed up and how much money has been received
To be the face of the community at the Retreat by making announcements when information and guidance are needed.
- Welcoming every one and indroducing Father
- Silence begins after Friday’s Liturgy of the Hours
- Silence ends after Sunday Mass followed by Picture taking on lawn