Retreat Planning Checklist

We are so excited to partner with you to make your upcoming retreat at T Bar M unforgettable! To make promoting your retreat as easy as possible, we've put together some ready-to-use promotional resources for you and your team. 

With these tools, you can build excitement, encourage sign-ups, and ensure your attendees are ready for an experience filled with growth, connection, and fun.  

We’re here to support you every step of the way. If you have any questions or need assistance, don’t hesitate to reach out.  

We can’t wait to see how you use these resources to share what’s ahead!  

Download your promotional resources here.

Now that you have signed your contract and paid your deposit, there are a few “paperwork” items we need to make sure are taken care of before your retreat.   

We know paperwork isn't the most exciting part of planning, and it can sometimes feel a little confusing. But these forms are important and can affect your final bill, so we want to be as upfront and clear as possible about what's needed and when.  

Stick with us and keep reading to ensure all of this is squared away!  

Tax Exemption Forms:  

Is your group tax exempt?  Many groups are Sales Tax Exempt, but you may also be exempt from State Hotel Occupancy tax. If you want to check your group’s exemption status with the state, you can do so here:  Texas Tax-Exempt Entity Search  

If you are exempt from either of these taxes and didn’t turn in the necessary forms with your contract, please make sure to send those to us at least 2 weeks prior to your retreat. In fact, go ahead and send them in now and check that off your to-do list!  

P.S. Almost no one is exempt from our 7% Local Occupancy Tax, so you can expect to pay that on any of our overnight packages.  

Certificate of Insurance (COI):  
We will need a completed and signed Certificate of Insurance on file at least 2 weeks prior to your retreat. Ask your insurance company to send us the COI, meeting the requirements noted in your contract. If you don’t know who to ask, start with someone in your accounting or operations department for help!    

Please note that our name under Certificate Holder should be as follows:  

Center for Christian Growth, Inc.  

2549 Hwy 46 W  

New Braunfels, TX 78132 

Click here to download our sample COI. This is exactly what we are looking for in a completed form! 

If your insurance cannot meet these requirements, we do offer a Tenant User Liability Insurance Policy (TULIP) that meets our requirements and covers your group while you are on our property. This charge would be added to your final invoice. If you’d like more information about this affordable option, email sydney@tbarm.org for more information. 

To ensure coverage, if we do not have a completed COI on file 2 weeks prior to your event, we will automatically add your group to our TULIP plan and add the charge to your final invoice.  

Waivers:  
We’ll need a signed waiver from each person attending your retreat at T Bar M. It is your responsibility to make sure your attendees fill out the waivers either before the event or at your group check-in.   

You should have received an email from T Bar M Camps and Retreats – Access Invite (waivers@waiverfile.com). Please note that this email might go to your junk inbox, so check there if you have not received it. 

In the email, you will receive your login information with your email address and a temporary password. Go ahead and log in to create your account. This email will also provide the “link to waiver” for you to copy and paste to all your attendees. This is a unique link for your specific retreat. 

Pro tip: Put this link in your registration form! In your account, you will be able to see who has signed the waiver, which can help you keep track of who has signed and who still needs to sign!  

Again, we know this can be confusing, and we are happy to help if you have questions. We hope this provides some clarity!

Don’t worry, you’ve still got plenty of time to get everything in order—and we’re here to help make that process as smooth as possible!   

We’ve put together some tips you'll want to communicate to your group as people begin to register for your retreat. You’ll also be hearing from your personal coordinator 4-6 weeks before your retreat to go over your goals, schedule, and any other details. For now, if you are able to gather this information when people sign up, you’ll save yourself time later in the process!  

• Dietary Restrictions: Be sure to ask your group members about any dietary restrictions or allergies. We’re happy to accommodate, but we’ll need that information ahead of time so we can prepare accordingly.  
• Attendee Information: Depending on what you are providing for your guests, you may need to ask for T-shirt sizes, mobility limitations (ADA room or bottom bunk), or roommate requests. Be sure to include these questions in your registration process to help you with planning.  
• Final Sign-Up Date: We’ll need your final headcount 2 weeks before the retreat, so plan to close sign-ups in time to meet that deadline.   

We’re counting down the days until we get to welcome you to T Bar M! We’re 6 months away from you walking through our gates for your retreat. 

Whether this is your first time retreating at T Bar M or you’ve been here before, we want to give you the inside scoop about some of the things you’ll see and hear on our property. 

Click here to watch a short video that will tell you a little more about T Bar M and what you can expect during your stay here! 

Our #1 rule at T Bar M is “Don’t Waste Fun!” 

Whether you're joining us for a field day, church retreat, or corporate event, there's no shortage of opportunities to have fun together. Beyond the shared spaces across our property, we offer a variety of optional activities that can be tailored to your group. From high ropes adventures that challenge and inspire to campfires and s'mores that create space for connection, every experience is designed to bring your group together. 

While we love a great scheduled activity, don't forget to leave room for unstructured fun as well! Some of the best moments happen when there's no agenda at all. Whether it's a pickup basketball game, relaxing around a fire pit, or simply enjoying the space together, giving your group time to connect naturally often leads to the most meaningful conversations and lasting relationships. 

Your coordinator will be able to assist you in picking the best programming for your group based on schedule availability, group dynamics, and your group goals. Click here to check out all of the available options! 

It may be a little early to pack, but we know there are already people in your group wondering what to bring! We've created a simple packing list you can share with your attendees. It covers the essentials and is a great starting point for preparing for a great retreat. Click here for our lodge retreat packing list and here for our cabin retreat packing lists!

As your retreat at T Bar M approaches, here are a few helpful tips to ensure your retreat runs as smoothly as possible. 

Shared Spaces: While you'll likely see other groups enjoying the property and shared amenities, your meeting spaces and lodging are reserved exclusively for your group. If you need additional space or have special requests, let your Retreat Coordinator know ahead of time so we can plan accordingly. 

Mealtimes: We do our best to honor your preferred meal schedule. However, because we often host multiple groups at the same time, mealtimes may need to shift slightly. We appreciate your flexibility as we work to create the best experience for everyone on property—we call it T Bar M Flex! 

Create a Welcoming Check-In Area: Plan to have a clearly marked check-in table for your guests when they arrive. Name tags, retreat materials, and a friendly welcome help set the tone for a great weekend. Your Retreat Coordinator will help you choose the best location and provide tables and chairs if needed. 

Have a Greeting Team Ready: Ask a few volunteers to be available during arrival to greet guests, answer questions, and direct them where they need to go. Additional signage is always helpful, especially for larger groups. A warm welcome and clear direction make a lasting first impression, so now is a great time to start recruiting your greeting team! 

Your personal retreat coordinator will be in touch soon to get to know your group, answer any questions, and gather a few important details so we can prepare for a great retreat. 

Before we connect, here are a few things to start thinking about: 

Your Group & Goals: We’d love to learn more about your group and what you hope to accomplish during your time at T Bar M. This will help us tailor your retreat experience to best serve your group. 

Retreat Schedule: If you've already started building your schedule, we'll review it together. If not, that's okay! Begin thinking through your meeting times, meals, activities, and any key moments you'd like to include, and we'll help you create a schedule that flows well. 

Meeting Space Setup: Think about how you'd like your meeting room arranged. Will you need tables, chairs, or AV equipment? We'll have the essentials ready when you arrive, and you're welcome to add your own personal touches. 

Arrival Plan: Will your group be arriving by bus or in individual vehicles? We'll help you determine the best parking, check-in location, and arrival flow so your retreat starts off smoothly. 

As your retreat gets closer, we'll continue working through the details together. Our goal is to make planning simple so you can focus on what matters most—your people. 

We can't wait to welcome you to T Bar M!