How to Plan a Weekend Retreat

If you’ve ever watched students open up around a bonfire or heard a breakthrough story during a small group session, you already get it—retreats can be amazing. A weekend retreat helps students break out of their routines, bond with each other and their leaders, and experience spiritual growth in a focused way.

But of course, planning a retreat can feel overwhelming.

What will we do?

Where will we go?

How can we feed a group of teenagers without breaking our budget?

These are valid questions, but with the right tools and team, you can build something meaningful that your students will never forget.

Let’s break it all down.

CHOOSING YOUR FORMAT: HOST HOMES VS. OFF-SITE

Before you dive into details, decide what kind of retreat works best for your ministry.

OPTION 1: HOST HOMES

These are local retreats where students stay overnight in the homes of trusted volunteers, usually grouped by small group. During the day, everyone gathers for large group sessions at your church or a central location, and groups can participate in service projects or activities in the community.

Pros:

• Affordable
• Community-driven
• Low on travel logistics

Key considerations:

• Complete background checks
• Match host homes to small group leaders
• Set clear expectations with hosts, leaders, and parents

OPTION 2: OFF-SITE

These retreats feel more like a getaway. Think cabins, retreat centers, camps, or hotels. Everyone stays in one place, which can create a unique sense of focus and separation from everyday life.

Pros:

• Strong “we’re away together” atmosphere
• Built-in activities at many venues

Key considerations:

• Higher cost
• More coordination (lodging, transportation, meals)

A STEP-BY-STEP GUIDE

1. START WITH YOUR GOALS

Before booking anything, ask yourself–

• What do we want students to walk away with?
• Are we focused on community, spiritual growth, or a teaching series?
• Is there a specific spiritual habit we want to emphasize–Spending Time with God, Spending Time with Others, Using Your Gifts, or Sharing Your Story?

Don’t rush this step. Talk it through with your team. Your goals will shape everything — your budget, format, schedule, teaching, and activities.

2. BOOK YOUR VENUE

OFF-SITE VENUES

Going off-site will impact almost everything about your retreat—cost, schedule, transportation, and atmosphere. As you look at options, ask…

• What accommodations do we need (sleeping, showers, accessibility)?
• What spaces are available for large group sessions and small groups?
• What recreational options are available?
• What dining options exist? Do they provide food, setup, and cleanup?
• What production and activity supplies are included (sound gear, instruments, screens)?
• What rules and restrictions might affect your plans?
• How will volunteers, students, and supplies get there?

Common venue options:

• Camp or Retreat Center: Usually within a few hours’ drive, often built for groups and events with lodging, meals, and activities all built in.
• Hotel: With some creativity, meeting rooms and free breakfast can make this a great option, especially for mid-sized groups.
• House Rental (Airbnb/VRBO): Ideal for smaller groups. You might also ask if someone in your church has a vacation home they’d be willing to share.
• Another Church: Often the most affordable option. Just make sure your facilities, showers, and liability coverage are adequate.

HOST HOMES

Host homes give your group flexibility and a strong community feel. If you’ve never done this before, here’s a simple process…

• Ask for Volunteers. Use emails, stage announcements, and personal invitations to recruit host homes. Look for people who understand teenagers—empty nesters, parents of teens, or younger couples who aren’t intimidated by noise and mess.
• Provide Applications. Even if you know them well, every host home should complete an application and background check for all adults in the home. Ask about…
  • Understanding the commitment (housing and feeding students)
  • List of everyone living in the home
  • Pets
  • Ability to help drive, and how many seatbelts they have
  • Preferences for gender or age of group
  • Space for small group conversations and hangouts
• Match Host Homes & Leaders. As soon as a home is approved, match them with a small group leader. Encourage leaders to connect early with their host home to coordinate details like arrival and departure times.
• Provide Clear Details. Once the schedule and menu plans are finalized, send each host home:
  • A final schedule
  • Their budget per student
  • A list of which meals they’ll provide
  • Meal and snack suggestions
  • A reimbursement form and instructions
• Thank Them Well. Give each small group leader a card and a small gift for their host home. Have students sign the card and present the gift at the end of the weekend.

3. PLAN TRANSPORTATION

OFF-SITE

If you’re traveling to a venue, work through:

• How will we transport students, volunteers, supplies, and luggage?
• When do different groups (setup team, leaders, students) need to arrive?
• Will we need transportation once we’re there?
• What does our insurance say about transporting minors?

Transportation options:

• Church-Owned Vehicles: Start by checking what your church already has.
• Drop-Off at Venue: For nearby retreats, have parents drop off and pick up students. This keeps costs down but limits how far you can go.
• Carpooling: Use volunteers and families to carpool, and consider reimbursing gas. Make sure your church’s liability coverage allows for this.
• Rental Vans: Rent 12- or 15-passenger vans, plus cargo vans if needed. Be sure to include rental and insurance costs in your budget.
• Charter Bus: Best for larger groups traveling more than two hours. Confirm luggage space and plan how supplies and setup teams will get there in advance.

HOST HOMES

Transportation is usually simpler, but you will still need a plan.

• Empower Small Group Leaders Ask each leader to take ownership of how their group will get to sessions, activities, and homes throughout the weekend.
• Clarify Expectations for Drivers Every driver should:
  • Be a legal, licensed driver
  • Avoid distractions while driving
  • Ensure every student is buckled
  • Be 21+ if they’re driving students under 18
• Provide a Planning Tool. Give leaders a simple chart for each trip–day, time, destination, driver, and number of seatbelts. This keeps everyone on the same page.

4. PLAN YOUR MENU

Food can make or break the experience. Hungry teenagers do not make great retreat memories.

OFF-SITE RETREAT

First, find out…

• Does the venue provide meals?
• What kitchen space or equipment is available?
• How will allergies and dietary needs be handled?

Food options:

• Use the Venue’s Kitchen Staff: Many retreat centers offer meals at a per-person rate. This can be both affordable and a huge time saver. Confirm menu and allergy accommodations in advance.
• Cook Your Own Meals: Recruit someone who loves cooking for groups. Give them a budget and allergy info. Then lean into the “3 C’s” of cooking for crowds–Casseroles. Crockpots. Creativity. (And let Pinterest be your friend.)
• Prepare in Advance: Have volunteers prep and freeze meals like lasagna or baked ziti. Just make sure you have clear reheating instructions and avoid serving the same meal three times in a row.
• Order or Go Out: If you’re short on space or volunteers, plan for a few meals from local restaurants. Pizza is classic, but don’t be afraid to mix it up. Call ahead for large orders and ask about group discounts.

HOST HOME RETREATS

First, decide on your approach–

• Will host homes plan all meals within a budget?
• Will you create a shared menu and assign meals?

Then think through–

• Where each meal will be eaten (at a central venue or in homes)
• How meals will be prepared and served
• How allergies will be handled

Your Ministry’s To-Dos

• Provide snacks and drinks for each day
• Before the event, give host homes:
  • A per-student meal budget
  • A list of which meals they’ll cover
  • Meal and snack suggestions (plus what you’ll provide, to avoid duplicates)
  • A reimbursement form and envelope

Sample Weekend Schedule (Host Homes)

• Friday Night (Church): Fun arrival snack before the first session (walking tacos, nacho bar, popsicles, giant sundae, etc.) plus water.
• Friday Night (Homes): Host homes provide a late-night snack and drinks.
• Saturday Morning (Homes): Host homes provide breakfast and bagged lunches.
• Saturday Night (Church): Church provides an easy dinner (like pizza), plus drinks and dessert.
• Saturday Night (Homes): Host homes provide a late-night snack and drinks.
• Sunday Morning (Homes): Host homes provide breakfast.
• After the Event: Collect and process reimbursement forms.

Host Home To-Dos

• Plan, shop, and prepare food within the budget
• Accommodate allergies
• Serve two breakfasts, one bagged lunch, and snacks
• Submit receipts and reimbursement forms after the event

5. MAKE IT FUN

The activities you plan will set the tone for your weekend. They don’t have to be over the top—they just need to be intentional and engaging.

• Afternoon Fun. Use the venue’s unique features like rock walls, ropes courses, fields, or lakes as your activities. Or create your own games, tournaments, or craft spaces. Not every student has to love every activity, but everyone should find something that fits their vibe.
• Late-Night Fun. After small groups, keep the relational energy going:
  • Lip-sync battles
  • Dance parties
  • Glow-in-the-dark games
  • Board games
  • Talent shows
  • Campfires and s’mores
• Keep It Balanced. Plan fun, but leave room for margin. Some of the best memories are made in unstructured moments—hallway conversations, card games, or laughing over snacks.

6. MAKE TIME TO TEACH

Retreats are a golden opportunity for spiritual growth. Create space for students to reflect, respond, and connect with God.

• Morning Devotionals. Start the day with a simple time in Scripture, short reflections, or guided quiet time. Tie everything back to your retreat theme.
• Evening Sessions & Small Groups. End each day with a teaching session and small group time. Equip leaders with discussion guides and reflection questions. Keep it honest and approachable—these lessons don’t need to be overly polished.
• Theme Integration. Build your content around the spiritual habits students need to grow, or choose one of these to really focus on…
  • Spending Time with God
  • Spending Time with Others
  • Using Their Gifts
  • Sharing Their Story

7. Get the Word Out

Here are a few channels you’ll want to use to promote your retreat…

• Weekly Services: Think of ways to promote your event in your youth services, as well as adult services. In your youth services, get some influential young people in your ministry to be a part of talking it up to other kids or teenagers, posting about it on social media, or talking about it during the announcement portion of your services. For your adult services, you’ll spread the word to families who don’t usually come to your kids or youth program. Plus, you’ll get your church excited about the event, which will come in handy if you need drivers, donations, scholarships, or volunteers.
• Print: Print flyers or small business cards and place them throughout your church. Encourage kids or students to take a stack to invite their friends. So much can be achieved by personally handing a flyer to a kid or teenager and saying, “I want you there. Will you come?”
• Video: Have a hype video to show during service and on social media leading up to the event. You can have a high-quality video created for under $50 with services like Upwork or Fiverr. Or ask a celebrity to create an invitation with Cameo!

ONE LAST THING…

Don’t stress about having the flashiest retreat. Some of the best and most memorable weekend retreats happen in borrowed spaces with few pizzas, Bibles, and leaders who listen well.

It’s not about the size of your budget, the activities at your venue, or how well you decorate your space. It’s about the heart behind your planning and the space you create for God to move.

Need a little help getting started? We’ve got a few fully planned Weekend Retreat guides for you over at growcurriculum.org. You’ll get everything you need to plan your retreat, including editable graphics, activity guides, and teaching guides for a 3-day retreat. Plus, we also make a bunch of other resources if you’re ever searching for youth ministry curriculum, too!