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NCPC Family Retreat 2026
Sept 4–7 · Shocco Springs
Retreat countdown
—
days to arrival
Friday, Sept 4 · 4:00 PM CT
Labor Day weekend at Shocco Springs Baptist Conference Center, Talladega AL.
60 contracted guests · 3 nights · 8 meals · Contract signed 3/9 · Insurance issued 3/12.
Next meeting
TBD — week of Apr 27
Susan proposes times in Kakao
Pre-reads
  • • This dashboard + tracker
  • • Pastor Eddie's draft schedule
  • • Open questions flagged below
Do this week
Biggest open questions
  • • Who leads the children's program on-site?
  • • Saturday evening: workshop or worship?
  • • Partial-attendance pricing (1–2 nights)?
  • • Which 3–4 workshop topics?
See full tracker →
Risk dates
  • May 7 Cancellation → 25% ($3,881)
  • Aug 21 Final program to Shocco
  • Aug 28 Final headcount locked

Who does what

Each lead is empowered to make decisions in their area
Pastor Eddie
Coordinator
Overall retreat coordinator. Final say on cross-team decisions. Leads worship with Pastor Billy. Drafts master schedule.
Susan
Admin
Registration, rooming, meeting notes. The team's single source of truth — logs every decision and open question.
Robert
Finance
Budget, payments, Shocco liaison, activity bookings. Co-leads activities with Steve.
David Park
Program
Program design + on-site execution. Empowered to make on-site calls. Not on worship team — stays available.
Janet + Kelly
Hospitality
Welcome, swag, encouragrams, name tags, send-off. First and last impression of the retreat.
Dan
Marketing
Promo videos, bulletin copy, booklet, signage, website page, QR codes.
Children's Lead
TBD
Needed: rotation model, age-appropriate activities, Sunday class. Coordinate with Nick (Education team).
How we work together
Rhythms
  • • Every 3 weeks now → every 2 weeks in June → weekly in August
  • • 60-min meetings with agenda posted 24h before
  • • Susan takes notes, posts to Drive within 48h
  • • Review notes within 48h; flag misses in Kakao
Principles
  • • One source of truth: Google Drive folder
  • • Decisions go to Susan, logged in tracker
  • • Single-threaded owners — one name per task
  • • Escalate early, not late
  • • Protect the Program Lead on-site

Timeline

Work back from Sept 4
When Milestone Owner Priority
Apr (this mo.)Drive folder live · registration form final · theme locked · schedule v1 · Children's Lead namedDavid · Robert · Pastor EddieHigh
Early MayRegistration opens · first promo video · Sunday announcement + bulletinSusan · DanHigh
May 7Cancellation cost jumps to 25% ($3,881) — last chance to reduce scope cheaplyRobertCritical
Mid–late MaySite visit to Shocco · swag brief · workshop shortlist · Children's plan v1Team · David · Children's LeadMedium
Early JunePromo video 2 (testimonies) · schedule v2 · activities reserved with ShoccoDan · David · RobertMedium
Jun 6Cancellation cost jumps to 50% ($7,763)RobertWatch
Jul 1Payment collection begins (Zelle / check to NCPC)RobertHigh
Late JulyRegistration cutoff · promo video 3 · booklet layout · swag orderedSusan · Dan · Janet + KellyHigh
Early AugRooming finalized · welcome packets assembled · Smartwaiver sent to registrantsSusan · Janet + KellyHigh
Aug 21Final program to Shocco (contract deadline) · booklets to printPastor Eddie · DanCritical
Aug 28Final headcount / meal count to ShoccoRobertCritical
Sept 1–3Final team standup · transport loaded · go/no-goAll leadsCritical
Sept 4–7Retreat — Fri check-in 4 PM · Mon checkout 11 AMEveryoneGo time
Sept 8–21Survey sent · Shocco invoice reconciled · team debrief · Session report · handoff to 2027Susan · Robert · Pastor EddieMedium
Cancellation cost curve (from Shocco contract)
WindowDays outPenalty$ exposure
Now — May 6121–15015%$2,329
May 7 — Jun 591–12025%$3,881
Jun 6 — Jul 561–9050%$7,763
Jul 6 — Aug 431–6075%$11,644
Aug 5 — Sept 40–3080%$12,420 (= guarantee)

If registrations come in below ~40 by May 7, renegotiate scope with Shocco before that date to limit exposure.

Tentative program

Draft for team review · owned by David + Pastor Eddie
Friday — arrival
Sept 4
  • 3:00 PM Advance team arrives, sets up check-in + signage
  • 4:00 PM Check-in opens · room keys · welcome packets
  • 5:30 PM Dinner · Bagley Center
  • 7:00 PM Welcome · icebreaker · light orientation
  • 8:00 PM Fellowship + snacks · no heavy programming
Saturday — full day
Sept 5
  • 7:30 AM Breakfast
  • 9:00 AM Morning worship + devotional (short)
  • 10:00 AM Community-building activity (mini-Olympics)
  • 12:00 PM Lunch · mixed seating
  • 1:00 PM Free time · Shocco amenities
  • 3:30 PM Parallel workshops · Session A
  • 4:45 PM Workshops · Session B (same 4 repeat)
  • 5:30 PM Dinner · sit with your family
  • 7:00 PM Evening small groups · kids rotation
  • 8:30 PM Snack + fellowship · optional bonfire
Sunday — worship day
Sept 6
  • 7:30 AM Breakfast
  • 9:30 AM Sunday class / small groups (launch fall groups)
  • 10:30 AM Main Sunday worship service — livestreamed
  • 12:15 PM Lunch · meet someone new
  • 2:00 PM Large-group community activity
  • 5:30 PM Family dinner · engage kids about the day
  • 7:00 PM Closing worship · encouragram distribution
  • 8:30 PM Final fellowship night
Monday — send-off
Sept 7 (Labor Day)
  • 7:30 AM Breakfast (last meal)
  • 9:00 AM Closing send-off + blessing · memorable finish
  • 10:30 AM Check-out + farewells
  • 11:00 AM Team walk-through · load-out
  • — Lunch on the road (own dime)
Heads up: Shocco is Central time (−1 hr from Atlanta). Account for this when scheduling.

Decisions & open questions

Susan maintains · updated after each meeting
Decided
  • Confirmed Sept 4–7 at Shocco Springs · contract signed 3/9
  • Confirmed Theme: church community (tagline TBD)
  • Confirmed In-house speakers: Pastor Eddie + Pastor Billy
  • Confirmed One Sunday service with livestream
  • Confirmed Full pass-through pricing · scholarship + sponsor on form
  • Confirmed Payments to NCPC (Zelle / check)
  • Confirmed Collect payments starting July
  • Confirmed All meals from Shocco cafeteria · no picnic lunch
  • Confirmed Friends / visitors welcome as space allows
  • Confirmed Roles as shown in Team section
  • Confirmed David empowered to make on-site calls
  • Confirmed Google Drive + Kakao as shared tools
Still open
  • Children's program leadApr 27
    Pastor Eddie + Nick (Education)
  • Theme taglineApr 27
    Pastor Eddie + Dan
  • Cribs available from Shocco?Apr 27
    Robert to ask Shocco
  • Partial attendance pricing (1–2 nights)?May 3
    Robert + Shocco
  • Internal cancellation policy for attendeesApr 27
    Robert + Pastor Eddie
  • Last-minute registration handlingMay 3
    Susan + Robert
  • Saturday evening: workshop or worship?May 10
    David + Pastor Eddie · leaning workshop
  • Workshop topics (3–4)May 17
    David · candidates: evangelism / family worship / financial stewardship
  • Small group format on-siteJun 7
    David · also launches fall groups
  • AV / equipment: bring or rent?May 10
    Robert to clarify with Shocco
  • Activity design (mini-Olympics format?)Jun 7
    Robert + Steve + David
  • Encouragram format · envelope vs. posterJun 7
    Janet + Kelly
  • Site visit — when + whoApr 27
    Pastor Eddie to propose a Saturday

FAQ

Lift this to the church website when ready
When and where is the retreat?

Friday September 4 through Monday September 7, 2026 (Labor Day weekend) at Shocco Springs Baptist Conference Center in Talladega, Alabama. Check-in opens at 4:00 PM Friday; checkout is 11:00 AM Monday.

Who can come?

Our whole church family — plus invited friends and visitors as space allows. First-come, first-served.

What does it cost?
Adult (double occupancy): $258.75
Youth 9–18: $82 (meals only)
Child 3–8: $41.04 (meals only)
Under 3: free
Example: 2 adults = $517.50 · family of 4 (2 adults + 2 youth) = $681.50
What's included?

3 nights lodging, 8 meals (Fri dinner through Mon breakfast), all worship and program materials, and use of included Shocco amenities (trails, fields, etc.).

How do I register and pay?

Fill out the Google Form linked on the church website. Payment starts in July — Zelle to NCPC or a check to the church with "Retreat" in the memo.

I can't afford the full cost — can I still come?

Yes. Check the scholarship-need box on the registration form. No family is kept from attending for financial reasons. Confidential.

Can I help sponsor another family?

Yes — a sponsor contribution checkbox is on the registration form. Any amount helps.

What if I can only come for part of the weekend?

Under confirmation — we're working with Shocco on partial-attendance pricing.

What about rooms and roommates?

Motel-style rooms with linens and private bath. Susan assigns rooms from the registration form. Singles are paired with preferred roommates; let us know on the form.

Will there be activities for my kids?

Yes — a mix of family-together time and age-appropriate children's programming, including a Sunday children's class. Parents remain responsible for their children throughout the retreat.

What should I bring?

Comfortable indoor/outdoor clothes, swimwear if using the pool, toiletries, Bible + notebook, medications, sunscreen, bug spray. A full packing list will be in the retreat booklet.

Who do I ask if I have questions?

General → Susan. Payment → Robert. Program → David Park. Hospitality → Janet / Kelly. Marketing → Dan. Big picture → Pastor Eddie.

On-site runbook

Labor Day weekend essentials
Daily rhythm
  • 7:00 AM huddle (15 min): weather, today's flow, attendee concerns, adjustments
  • Between events: leads roam, available, visible
  • Night close: quick debrief, tomorrow prep
  • Kakao broadcast: only for schedule changes or urgent asks
Arrival day (Friday) must-haves
  • • Advance team on-site by 2:30 PM
  • • Check-in table set up before 4 PM
  • • Signage posted: parking → lodging → meeting room → dining
  • • Welcome packets ready (name tag, schedule, map)
  • • Don't over-program Friday night
Departure day (Monday)
  • • Memorable send-off — people remember endings
  • • Hospitality at the "goodbye table"
  • • Help families load cars
  • • Walk-through with Robert + Pastor Eddie — document any damage
  • • Collect signage and reusable materials
If something goes wrong
MedicalNearest person → 911 if serious → tell Pastor Eddie + Shocco front desk
WeatherRobert + Steve pivot to indoor · Kakao broadcast
Running behindDavid makes the call · announce the change
Facility issueRobert → Shocco front desk
Speaker outPastors cover each other
Key contacts (fill in before departure)
  • Pastor Eddie — _______________
  • Susan — _______________
  • Robert — _______________
  • David Park — _______________
  • Janet / Kelly — _______________
  • Dan — _______________
  • Children's Lead — _______________
  • Shocco Front Desk — (256) 761-1100
  • Shocco 24h — (800) 280-1105
  • Local Emergency — 911
  • Nearest ER — Citizens Baptist, Talladega
  • Insurance — Lutheran Trust · Jennifer Jones · 800-200-7257 ×6197
  • Policy # — GuideOne 010058797