Retreat Coordination

Purpose: • Organize retreats that contribute to chapter health (leadership

development, EWB understanding, sustaining/building chapter culture, think tank).

• Play a functional role in chapter health and development

Key Successes:• Pilot of the fall retreat collaboration with the UofA• Calberta (1) High new-member continued involvement

(2) 80% complete retreat summary documents from Calberta 2011• Aalggary (1) New framework for retreat visioning and planning

(2) Developed planning spreadsheet that can be used for all retreats

Retreats: Calberta 2011

Goal:• Bring out new members and help

them better understand EWB and find a role so that find a role to contribute to the chapter.

What actually happened… vision accomplished!

How:• Work with the UofA to capitalize on

energy in numbers• A defined vision retreat flow• Practical project work in chapter

teams

Successes Lessons Learned

•On time sessions•Low cost ($25 per person + gas)•37 registered attendees (13 from UofC)•4 of 5 of UofC new member attendees retained for Fall•5 of 5 UofC project ideas implemented

•Define financial goals 1 month prior to retreat•Select location and date 2 in July

Retreats: Aalgary 2012Goal:1. Leadership development2. Strategic discussion of vision and

chapter programs3. Transition / Turning strategy to action

What actually happened… vision muddled, surprising successes

How:• Work with the UofA to capitalize on

energy in numbers • Encourage JF and new leader

participation in planning

Successes Lessons Learned

•$150 venue•new members lead sessions and organization•Transition discussed in and out of sessions•Development and use of master spreadsheet•Adapted quickly to new vision angst, diverse and volatile attendance levels

•Set a clear vision 1 month before the retreat•Make sure presidents are key players in visioning and content development•Follow up with facilitators to make sure they understand their session’s purpose•Do not send people who don’t cook to buy groceries

General Project Support

Purpose: • INITIAL: Contribute to chapter’s planning capacity through

1. The development of tools and templates (ex. RACI chart guideline)2. Working with event organizers to help them address habitual chapter struggles

(ex. Ineffective marketing practices, poor information pathway between marketing and other teams)

• NEW: Support teams in creating lessons learned documents.

Key Successes:• GE pamphlet• Event marketing form

General Project Support

The Why?• Low personal availability - Physical location off campus made

being consulted on team operations difficult• High verbal demand for services, not much action from the

‘client’• Goal changed from creating tools and being consulted, to pushing

people to create lessons learned document• General lack of follow throughLessons Learnt• Chapter ‘buy in’ is required for specialist services to be effective• Goals ambitions but not practical in terms of physical and time

availability