TEEN wellness retreat EVENT TOOLKIT
About the
Retreat What is the Teen Wellness Retreat?
The Teen Wellness Retreat is a unique event that provides teens with the space to unwind, rejuvenate, and prioritize their mental health. In the midst of the challenges and demands of teenage life, it's crucial to create programs that allow teens to take a break and invest in their mental health. The Retreat is structured as a one-day mini-conference that offers a blend of workshop sessions, self-care activities, self-discovery, and delicious food. Not to mention, there is also swag and giveaways for the teens to take home and enjoy!
This retreat thrives on community input and support through community organizations sponsoring aspects of the event, leading workshop sessions, and tabling at the resource fair. Uniquely, the Retreat can be as big, or as small, as your community would like. Take parts of this toolkit, or the whole thing, and lead bring the Teen Wellness Retreat to your community!
PAGE 1 DESIGNING THE RETREAT
PAGE 2 PLANNING TIMELINE
PAGE 3 BUDGET & SPONSORS
PAGE 4 REGISTRATION
PAGE 5 EMAIL TEMPLATES
PAGE 6-7 MARKETING
MERCHANDISE
PAGE 9 SIGNAGE
PAGE 10 DAY OF PLANS
PAGE 11 SURVEYS
PAGE 12 PARENT & GUARDIAN WORKSHOP
TABLE OF CONTENTS
PAGE 8
13
DESIGNING THE RETREAT
Designing the Retreat
1
What mental health related What is your budget for this event? community organizations exist No budget? No problem! Reach out near you? to local healthcare districts, Determine what mental health foundations, and non-profits related community organizations utilizing the sponsorship request exist in your community. They can letter templates. be organizations you have aleady worked with, or brand new! “One of the most impactful parts for What do the teens in your me was the sense of community want to see? Survey your youth commissions to community. It was hear what topics teens in your inspiring to connect community want to hear about the with other teens who most. Let this guide you in planning were open, kind, and your Retreat. willing to share their 1 1 experiences.”
PLANNING TIMELINE 12 MONTHS PRIOR TO EVENT CHOOSE A DATE AND RESERVE FACILITIES 6 MONTHS PRIOR TO EVENT SEND WORKSHOP & RESOURCE FAIR INVITATIONS, EVENT SPONSORSHIP LETTERS, AND CONFIRM KEYNOTE SPEAKER 5 MONTHS PRIOR TO EVENT ORDER SWAG BAG MATERIALS, COMPLETE FIRST ROUND OF SOCIAL MEDIA PROMOTION 4 MONTHS PRIOR TO EVENT SEND FOOD SPONSORSHIP REQUESTS, CONFIRM WORKSHOP & RESOURCE FAIR PARTICIPANTS, OBTAIN WORKSHOP TITLES AND DESCRIPTIONS
2 MONTHS PRIOR TO EVENT CONFIRM FOOD SPONSORSHIPS, COMPLETE THIRD ROUND OF SOCIAL MEDIA PROMOTION 1 MONTH PRIOR TO EVENT SCHEDULE STAFF, PRINT ALL SIGNAGE AND NAMETAGS, PLACE FOOD ORDERS, MAKE DAYOF TIMELINE AND ROOM HOST CLIPBOARDS MONTH OF THE EVENT SEND REMINDER EMAILS TO WORKSHOP HOSTS, RESOURCE FAIR ORGANIZATIONS, AND PARICIPANTS. GATHER ALL EVENT SUPPLIES.
EXAMPLES! Belmont/San Carlos Planning Timeline Event Structure Timeline
PLANNING TIMELINE
3 MONTHS PRIOR TO EVENT COMPLETE THE EVENT GUIDE, ADD THE EVENT GUIDE TO PROMOTIONAL MATERIALS, COMPLETE SECOND ROUND OF SOCIAL MEDIA PROMOTION
2
BUDGET & SPONSORS PLAN YOUR BUDGET FOR A SUCCESSFUL EVENT! The Teen Wellness Retreat can be organized with as little or as much budget as you have.
BUDGET
Don’t be afraid to ask! Leverage your community partners to maximize budget for your program and utilize strategic partnerships with surrounding cities.
3
TEMPLATES!
REFERENCES!
Budget Budget Tracker
Budget 2025 - Budget 2026 - Budget
Sponsorships Sponsorship Letter Sponsor Agreement Sample Sponsor Tracker
Sponsorships Prize - Sponsorship Letter Food - Sponsorship Letter Named Sponsor Sponsorship Letter
REGISTRATION Teen Wellness Retreat Min: 20, Max: 150 Time: 6 Hours Fee: $0
Grades 6-12
Description: The [City] is excited to co-host the Teen Wellness Retreat for teens grades 6-12! The Teen Wellness Retreat is a one day event for teens to destress and refresh their mental health and well-being through various workshops and self-care activities. The day includes breakfast, lunch, boba, workshops, a resource fair, raffles, and giveaways - all for FREE! *An event guide with the full schedule of activities, workshop descriptions, etc., will be available in February. Online Notes: An event guide with the full schedule of activities, workshop descriptions, etc., will be available in February.
Custom Questions: How did you hear about us? What are your preferred pronouns? What City is your school in? Please list any allergies or dietary restrictions Please list any medical conditions/concerns that we should be aware of Which boba flavor would you like at the event? TEMPLATES! Activity Settings
REGISTRATION
Receipt Notes: Check-in will be held at the front of the Barrett Community Center, on the Belburn Street entrance.
4
EMAIL TEMPLATES Workshops Workshop/Resource Fair Invitation Event Guide is Live Reminder Email to Workshop/Resource Fair Organizations Complete the Survey!
Participants
EMAIL TEMPLATES
Welcome/Reminder Email Complete the Survey!
5
Schools & Community Partners Opportunity to Share
“The Teen Wellness Retreat last year helped me connect and engage with more teens in the San Carlos and Belmont community. I really enjoyed being able to bond over activities like Yoga and talking freely with those that I don't know. I am really looking forward to this year’s retreat.” -Belmont/San Carlos Participant
8
MARKETING Social Media Examples Belmont/San Carlos Registration Open Keynote Speaker Highlight Video Post-Event Photos Post-Event Photos Post-Event Photos Post-Event Photos Event Recap
SESSIONS MARKETING
Mountain View Register Now Feeling Overwhelmed? General General Save the Date Activities Activities Activities View the Event Guide View the Event Guide View the Event Guide Post-Event Photos Post-Event Photos Post-Event Photos Back for Another Year Back for Another Year Organizations Organizations Happening Soon Happening Soon Workshop Offerings Workshop Offerings
6
MARKETING Event Guide, Newslettes, Flier, and Logo Examples Event Guide Mountain View 2022 2023 2024 2025
Belmont/San Carlos 2024 2025 2026
Newsletter Mountain View Sign-Up Now Last Chance to Register 1 Week Away 5th Annual
MARKETING
Flier
7
Belmont/San Carlos 2024 Flier 2025 Flier 2026 Flier
Belmont/San Carlos Goodliving Newsletter Register Today! Callout in Monthly Newsletter
Logo Belmont/San Carlos General Logo - 2024 2025 2026
MERCHANDISE 2024
2025
“The retreat was also a great chance to take a break from high school and all the busy stuff in my life. It gave me space to step back, relieve stress, and think about the bigger picture. “
MERCHANDISE
2026
8
SIGNAGE
Signage is a way for you to connect with the Wellness theme of the Retreat!
SIGNAGE
In Belmont/San Carlos, staff utilized wellness themed room names, signage, and calming tones to enhance the participant experience. Additionally, to ensure participants felt safe, and informed, each participant is provided with an event pamphlet with a site map.
9
Room Hosts
Therapy Dogs
Belmont/San Carlos Time Remaining Signs Room FULL
Belmont/San Carlos Therapy Dog Sign-Up Therapy Dog Rules
Room Names
Resource Fair
Belmont/San Carlos Room Names
Belmont/San Carlos Resource Fair Bingo Resource Fair Name Plates
Check-In
Lunch & Food
Belmont/San Carlos A-L & M-Z Signs
Belmont/San Carlos Boba Options Lunch & Boba Menus
Teen Pamphlets Belmont/San Carlos 2024 2025 2026
DAY-OF PLANS
In Mountain View and Belmont/San Carlos, part-time staff have been essential in the planning and facilliting the day-of the Teen Wellness Retreat. The amount of part-time staff shifts you will need will depend on the size of your event. If your city doesn’t have enough part-time staff for the day-of the event, supplement with full-time staff or volunteers but check with your city policies first! General Staffing Needs Set-Up: 3-4 Staff Check-In: 1-3 Staff Room Hosts: 1 Staff per Room Lunch: 2-3 Staff Float: 1-2 Staff
DAY-OF PLANS
Sample Staff Schedule
Day-Of Schedule Examples 2024 2025 2026
10
SURVEYS
Surveying your participants and workshop hosts are imperative hosting the Teen Wellness Retreat year-after-year. Teen interests change, evolve, and are essential for keeping their interest. Similarly, the Teen Wellness Retreat runs on organizations who lead workshops and participate in the resource fair.
SURVEYS
Always remember to balance feedback from participating organizations and teens when planning for future retreats! “I LOVED the Teen Wellness Retreat! It is Survey & Thank You Card Examples such an incredible Parent/Guardian Workshop Survey opportunity to really Participant Survey take a step back and Workshop Survey think about yourself, Workshop/Resource Fair Thank You Cards your place in the world, and how to take care of yourself. My dream is that the retreat will become bigger and reach more people in the coming years! “
11
The Parent & Guardian workshop is an additional 45-minute session that can be added to the Retreat to help families create improved support systems at home. The Parent & Guardian Workshop fits perfectly in first or last session of the day so loved ones can attend the workshop when the drop-off or pick-up their child. Workshop Example Topics: Impacts of Social Media on Development Navigating the Journey of your Adolescent’s Growth and Exploration Validating Emotions: Keys to Putting Out Emotion Fires Active Listening Strategies for Creating Safe Sharing Environments Finding Local and School-Based Mental Health Support Systems Key Tips & Tricks: Book an additional room during session 1 or 3 for the workshop. Partner with an organization that is already presenting at the retreat. Survey Parents & Guardians before registration is live to see which topics interest them!
PARENT & GUARDIAN WORKSHOP
pARENT & gUARDIAN wORKSHOP
12
Name: Lauren Eck Position: Recreation Coordinator II City: City of Sunnyvale, CA Email: leck@sunnyval.ca.gov Phone: (408) 730-7331
Name: Danielle Giuliacci Position: Recreation Coordinator II City: City of Belmont, CA Email: dgiuliacci@belmont.gov Phone: (650) 637-4715
Name: Emma Licko Position: Recreation Supervisor City: City of San Carlos, CA Email: elicko@cityofsancarlos.org Phone: (650) 802-4122