Nonprofit Board Retreat Tips: 17 Ways to Plan One

What is a nonprofit board retreat?

A nonprofit board retreat is a dedicated time for your board members and executive leadership to focus on long-term strategic planning, team building, and realigning with your core mission to support your organization's long-term growth.

A few years ago, it became quite popular to refer to the annual board retreat as a “board advance” to put a more positive spin on the process. After all, you want your board to advance, don’t you, not to retreat from its duties?

Yes, you do want the process to advance your mission, vision, and programs. But, here’s why we prefer the term “board retreat: The retreat is an occasion to get your board and staff away from your usual meeting space, to take the time to really think about where the organization is going and how it will get there, and to get to know each other better.

So, retreat, rather than being a negative word, can be almost like a spiritual retreat—a time to take stock, to be inspired, and to move towards a more positive future.

How long should a board retreat last?

Most groups need at least two sessions to get everything done. Sometimes, groups opt for a two-day retreat, maybe a Friday evening and Saturday morning. Others hold an intensive all-day retreat, perhaps on Saturday if most of the board members cannot get away during the week.

Ideally, the first session is held to solidify mission, vision, and values, and to determine goals. After giving the planning cabinet an opportunity to review what was accomplished at the first session, a second session may be held a few weeks later. Sometimes even a third session is necessary.

Here’s what you should aim to accomplish in each session:

Session one

• Review mission, vision, and values and suggest adjustments
• Complete SWOT analysis
• Review the previous plan
• Establish preliminary goals and objectives
• Create work groups based on the three major goals, and assign work to be completed before the next retreat

Session two

• Approve your revised mission, vision, and values
• Develop strategies to implement objectives
• Establish preliminary timelines, budgets, and areas of responsibility for new goals

After the second retreat, the facilitator and staff should prepare the first draft of a long-term organizational strategy, which each work group then reviews and adjusts, resulting in a final plan.

Who should attend a board retreat?

Your planning cabinet will ultimately decide who should attend the retreat, but at the very least, it should include the entire board and executive staff.

You might also have all staff involved in portions of the retreat, as well as other stakeholders. You will not want these groups to be part of the entire process, as larger groups tend to get unwieldy, and sometimes the “dirty laundry” needs to be aired at these sessions.

For example, one group had a half-day morning retreat for staff members, followed by a joint lunch, and then an afternoon session for its board members. Workgroups of board and staff were assigned to work together on certain goals after the first session, and a second session was held with the board and staff together.

Some groups have invited various stakeholders to attend, such as parents, community leaders, and other nonprofits with which the agency partners. These people will likely not want to take part in the nitty-gritty planning process, but can be helpful in determining the organization’s strengths and weaknesses.

One organization that served adults with developmental disabilities, for example, invited parents of the people they served to come in and talk about what they saw as the organization’s strengths, weaknesses, opportunities, and threats. The input of these parents was invaluable in helping the organization craft its plan.

17 Tips to Create an Outstanding Nonprofit Board Retreat

1. Find an inspiring venue

Where to hold your retreat? Not in your office, please!

I’ve done retreats in interesting locations such as:

• A museum
• A country club
• A bird sanctuary
• A board member’s office suite
• An environmental center
• An arboretum
• A hotel
• Poolside at a board member’s home

You might even plan an outing alongside the retreat and invite the spouses of staff and board members to attend the social part of the retreat. One group, for example, held its retreat at a museum and asked the museum director to give the participants and their spouses a private tour after the session. Another group arranged a tour of local historic sites for spouses while the board and staff were tied up in the retreat, and then everyone had dinner together.

If yours is a national or international organization, scheduling might be a bit more challenging. I’ve been involved with several national and international groups that held a special planning session before one of their regular board meetings, since getting people together for another special session would be challenging due to costs and travel time.

2. Prepare the board

The last thing you want to do at a retreat is spend half the time reading and reviewing material. Boring! The best board retreats prepare board members in advance.

Depending on the nature of the retreat, board members may be required to take a survey, review material, complete worksheets, read books, and participate in interview calls. They should know in advance the theme and purpose of the retreat, including the agenda, and should be told—in detail—how to prepare for the retreat so everyone is clear about its purpose and the outcomes it hopes to achieve.

3. Unify your nonprofit board

Division and discord are surefire ways to stifle a board's productivity. A healthy board should be diverse (in people, experience, background, and thought), but it should also be unified so it can work collectively to fulfill its obligations effectively and advance the organization’s mission.

The root of a unified board is its culture, so the best board retreats address the fundamental culture questions, “What should it mean to be part of this board?” and “How should our culture be manifested in board behavior and contributions?” Culture is one of the most important issues to address at a retreat because board culture establishes the ethos of how and why a board operates. Everything stems from this.

4. Include key staff

It’s a “board” retreat, so why include staff? Key staff, those with supervisory roles, are essential cornerstones that help keep an organization running smoothly. They often have relationships with board members, and many make frequent presentations at board meetings.

Include key staff at your retreat because they can provide invaluable insights about important operational issues that most board members can only guess at—programming, human resources, volunteers, operations, facilities, etc. But most importantly, staff participation can help unite the board and staff and increase the organization’s overall impact.

5. Address the elephants

The best board retreats have the courage to address uncomfortable issues facing the board. Topics such as engagement, fundraising, responsibilities, and performance are often brushed aside at retreats because they ignite emotional flare-ups.

But a retreat isn’t about beating down a board with its troubles; it’s about inspiring and motivating a board to be more effective. The best facilitators will address these issues in a sensitive, thoughtful, and helpful manner so the board can snip the ropes that tie these touchy anchors. They will also send out a pre-retreat survey to solicit thoughts and feelings about uncomfortable issues.

6. Discuss fundraising

Let’s face it, the majority of board members loathe fundraising. And for good reason; most stink at it. And if a board member isn’t good at asking people for money, then you risk getting no money, less money, or upsetting donors. Not good. However, fundraising is a primary responsibility for most board members, so how do you iron out the tension in this dichotomy?

The best board retreats uncover board members’ personal strengths and interests, engaging them in the organization's fundraising efforts. Some members may be great speakers and can make presentations at corporations and civic functions. Some may be great hosts and could throw fundraising parties. Some may have influential connections to potential supporters. And yes, some may be “closers” and enjoy asking people for money (rare, but loved!). Come up with exercises and forms that allow board members to choose ways that will excite and motivate them to support your fundraising efforts.

7. Hire an experienced facilitator

Your retreat needs a facilitator. Yes, it will likely cost you some money. Yes, the facilitator might not know your organization inside out. But the objectivity of an outside facilitator is essential. You also need someone who can keep the group on track.

Perhaps you have an experienced facilitator within your organization and are tempted to use their services. Please don’t. It is hard to get an insider to enter the process without any preconceived notions about what should happen and whose opinion carries the most weight. An experienced external facilitator can ensure that all voices are heard, that the process stays on schedule, and that any disagreement is handled correctly.

Using a consultant

Many nonprofit consultants offer strategic planning services. You can start by asking your local AFP chapter, your association of nonprofits, or other nonprofits in your community who they’ve used and whether they were happy with the person’s abilities.

When talking to consultants, ask how many planning sessions they’ve done and whether they will produce the actual planning document or just facilitate the retreat. You can probably save some money by constructing the actual plan and just using the facilitator for the retreat.

Be sure to ask if the consultant has experience with nonprofits. I’ve seen many plans developed for nonprofits by consultants from the corporate planning world, but they often miss key issues such as governance and fundraising because these are not part of the corporate world.

Working with a volunteer

Often, you can work with a volunteer facilitator. Again, be sure this person has experience with the nonprofit sector. You might be able to get someone from another nonprofit to volunteer in exchange for someone from your organization helping them with their plan.

Or perhaps a board member who works for a large corporation can enlist the company’s planning department's services. Just be sure to determine whether they’ve ever worked on a nonprofit plan before engaging them.

Bringing in an outside facilitator can crack the humdrum atmosphere often found at board meetings, where the same people tend to lead and dominate conversation, and the same baggage and drama deaden the mood. The best facilitators are objective, providing a fresh vibe for the day with new insights and perspectives.

When scouting, look for someone with credibility and a long history of working with nonprofits and managing boards. These facilitators can draw on their successes and failures to provide firsthand understanding, perspective, and advice on the issues you’re facing and concerns that pop up during the day. They should also be inspiring, making the day high-impact, remarkable, and fun.

8. Learn institutional knowledge

All board members should be enthusiastic ambassadors of their organizations. This requires board members to be armed with a quiver of key facts, accomplishments, and information, yet most know far too little about these. The best retreats design short, fun games that help board members learn important information about their organization.

Have members pick a partner and practice reciting the mission. Play speed games to learn things like: the number of beneficiaries you serve, the size of your operating budget, and the percentage of funds that go to administration costs. Practice giving a brief overview of the programs you offer or a summary of your history. At the end of the exercise, pass out a sheet with all the answers so members can take it home to study.

9. Practice telling stories

Another skill of being a good mission ambassador (and fundraiser) is the ability to tell stories. Sharing information about an organization will satisfy people’s rational questions, but what emotionally moves people to give money, inspires commitment, and incites action is compelling stories.

Set aside time at the retreat for board members to break into pairs or small groups to share their “personal connection” stories: how they got involved, why they got involved, and their favorite way of being involved. Then have them share an “impact story.” This type of story focuses on the work and impact they’ve seen within the organization. It may be a firsthand experience they had while volunteering, or maybe it’s an emotional story of a beneficiary who went through one of your programs.

10. Provide engagement opportunities

Many boards have “seat warmer” board members. These people pat themselves on the back and tell all their friends they sit on the board, but when it comes to helping, they’re nowhere to be found. When called out, they’re quick to say, “We’re volunteers” or “We’re a governing board,” so we shouldn’t have to “work.” Phooey.

Today, the best boards, no matter how big the organization, get the work done. At the end of the retreat, pass out an “engagement form” listing dozens of ways members can get involved and contribute to the board's and the organization's work. Break the lists into categories (fundraising, advocacy, volunteering, committees, other work, and skills you’re looking for). Collect the responses and assign a committee to oversee members’ commitments and ensure they fulfill them.

11. Work in small groups

The best board retreats spend lots of time having people work in pairs and small groups (occasionally switching pairs and groups). This structure deepens personal relationships and allows quieter people to share opinions that might otherwise be muted in a large group setting.

Most small group talk is dominated by one or two people. Therefore, encourage everyone at the retreat to ask at least one person in their small group the four-word conversation starter question, “What do you think?” This is a simple and effective technique for involving everyone in the important discussions of the day.

12. Make time for personal connections

The deeper and more authentic the relationships between board members and between board members and key staff, the more cohesive and effective the entire group will be. There will also be less drama and more fun. This is why it’s imperative to carve out time at your retreat for people to make personal connections.

Besides small-group work, have board members pair up with a different person every 30 minutes or so to share an answer to a fun question that can be answered in under 30 seconds. For example, “What are your favorite interests or hobbies?” or “What food do you detest and why?” For laughs, have a few people share the unusual responses they heard from their partner.

13. Assign a notetaker and change champion

Board retreats can be a lot of fun, but the best board retreats achieve specific outcomes and impact. This is why it’s important to assign a notetaker who can track the retreat’s key takeaways and To-Dos.

Most retreat facilitators complement this process by providing step-by-step instructions for implementing the day's outcomes. This often includes a combination of tools such as a dashboard, an accountability process, and a variety of management templates.

Yet, outcomes are meaningless unless they are implemented. Therefore, you’ll want to assign a person, team, or committee responsible for managing the day's outcomes and ensuring the assigned work and tasks are completed.

14. Create a theme

You create themes for fundraising events because they establish mood and atmosphere. When hosting a board retreat, you don’t need to festoon the room with streamers and party favors (but some people do), but a good theme title and some exciting swag can set the tone and inspire a vision for the day. Think of an aspirational theme title. For example: “Impact Leadership: Ownership, Action, Results!”

15. Have fun!

Development retreats are powerful and meaningful, but they can also be FUN! Besides asking goofy “get-to-know-you” questions, choose two or three team-building exercises from the following list:

• Two Truths and a Lie: Each participant shares three statements about themselves—two factual and one fabricated—while the rest of the group attempts to identify the lie.
• Rose, Bud, Thorn: Participants take turns sharing a recent highlight or success (the Rose), an emerging idea or opportunity they anticipate (the Bud), and a current challenge they face (the Thorn).
• Find Ten Things in Common: Small groups work together to discover ten non-obvious traits, experiences, or interests they all share, bypassing superficial facts to build genuine connections.
• Simon Says: One leader issues rapid-fire physical commands, and participants must only execute actions preceded by the phrase "Simon says," testing active listening and quick reflexes in a lighthearted, energizing way.

Aim for exercises that take 10 minutes or less and get people laughing and out of their comfort zone. Yes, get a little wild and crazy. If you do this, the day will fly by, no one will get tired, and everyone will be walking around with smiles, saying, “What a great retreat!”

16. Serve light food

A surefire way to put people to sleep at a retreat and dull everyone’s enthusiasm is to serve heavy food. Forget the eggs, bacon, and cinnamon rolls at breakfast, and the spaghetti and meatballs at lunch. Instead, serve yogurt, fruit, and small muffins for breakfast. For lunch, think tasty salads, soups, and small finger sandwiches. Use small plates. Serve water and diet drinks, and keep fatty snacks to a minimum. Offering light, nutritious food and beverages will help ensure sharp minds and high energy throughout the day.

17. Keep the spirit alive

If you’ve hosted an outstanding retreat, those who attended will be fired up and ready to act. They will also feel a deep sense of connection with one another. To keep your team's momentum alive, it’s important to make time to celebrate your culture and achievements regularly.

At the retreat, create a game to brainstorm outings for the board and key staff (or the entire staff) to have fun and connect with each other. For example, you could host a barbecue, go bowling, attend a sporting event, or do a wine tasting. You may even want to include spouses/partners. It’s all about spending time together to smell the roses, nurture relationships, share experiences, and have fun.

Sample board retreat agenda

Here’s an example of what a retreat agenda might look like:

Session 1:

• 15 mins - Arrival and settling in, provide light refreshments
• 20 mins - Icebreakers and introductions
• 30 mins - Review of last retreat’s objectives and their success, review of the nonprofit’s mission
• Break, either for a 15-minute pause, or for lunch
• 10 mins - Icebreaker
• 45 mins - Review mission, values, and vision, and complete SWOT analysis. Suggest necessary adjustments.
• 15 mins - Establish preliminary goals and objectives to complete
• 30 mins - Assign work groups and work, begin brainstorming in small groups.
• 15 mins - Closing remarks.

Session 2:

• 15 mins - Arrival and refreshments
• 10 mins - Icebreaker
• 15 mins - Review progress from last session, re-align with goals.
• 20 mins - Approve your revised mission, vision, and values.
• 15-minute break
• 20 mins x 3 - Each work group presents their findings from the previous session’s assignments.
• 15-minute break, or lunch
• 30 mins - Brainstorm strategies to implement new team objectives and long-term planning goals.
• 30 mins - Establish preliminary timelines, budgets, and areas of responsibility in alignment with these new goals.
• 20 mins - Establish benchmarks of success, plan for next retreat, and closing remarks.

How to run a virtual or hybrid board retreat

Virtual and hybrid board retreats offer an innovative approach to team building by breaking down geographical barriers. They allow you to seamlessly connect with national or international colleagues without the heavy travel costs or scheduling nightmares.

When planning your virtual or hybrid retreat, be sure to:

• Invest in reliable video conferencing software to prevent technical disruptions and keep everyone engaged.
• Send physical swag bags or retreat materials to virtual attendees in advance to foster a shared, tangible experience.
• Designate a tech moderator whose sole job is to manage the chat, troubleshoot issues, and ensure remote voices get heard.
• Incorporate frequent, short breaks to combat screen fatigue and maintain high energy levels.
• Adapt icebreakers and small-group exercises to work seamlessly in digital breakout rooms.

While gathering everyone in the same physical room remains the ideal scenario for deep connection, incorporating virtual capacity provides immense value. Offering a hybrid or fully virtual retreat promotes accessibility and inclusivity for members who otherwise could not participate. Ultimately, a well-executed digital retreat still delivers strategic alignment and team unity.

Planning a board retreat on a budget

Nonprofit organizations often operate under tight financial constraints, making it challenging to justify the expense of a comprehensive board retreat. However, limited funds should never stop you from taking the time to strategize and connect as a team.

Here are some ideas to enjoy your retreat without breaking the bank:

• Ask board members or supporters to donate a unique space, such as an office suite, country club, or private pool area, to secure an inspiring venue for free.
• Tap into your local network to find a volunteer facilitator from another nonprofit organization, perhaps offering an exchange of services to help them with their own planning.
• Keep catering costs low by serving light, nutritious foods like yogurt, fruit, and small sandwiches instead of expensive catered meals.

By getting creative with venues, food, and facilitation, you can host a remarkably productive retreat on a shoestring budget. Remember that the initial investment of time and resources pales in comparison to the value gained. A successful retreat aligns your leadership, sparks fundraising momentum, and ultimately sets a long-term strategy that justifies every penny spent.

Nonprofit board retreat frequently asked questions

What is the purpose of a nonprofit board retreat?

A nonprofit board retreat provides leaders with a dedicated opportunity to step away from daily operations and usual meeting spaces to focus entirely on the future. It empowers the board and staff to establish long-term organizational strategy, realign with the core mission, and build stronger personal relationships. Ultimately, the retreat acts as an inspiring time to take stock of the organization's progress and propel the team toward a more positive, impactful future.

How long should a nonprofit board retreat be?

Plan for at least two sessions: use the first session to solidify your mission, vision, and values while establishing goals, and host a second session a few weeks later to develop strategies and timelines.

Who should attend a nonprofit board retreat?

Nonprofit board retreat attendees should include the entire board of directors and executive staff members; key supervisory staff who manage operations, programming, or human resources; and various stakeholders for specific areas, such as parents, community leaders, or partner nonprofits.

Do you need a facilitator for your retreat?

Yes, hiring an experienced external facilitator provides essential objectivity and ensures that the process stays on track while elevating all voices. You must find someone with specific experience in the nonprofit sector, as corporate consultants often miss key governance and fundraising issues. A great facilitator breaks the humdrum atmosphere, handles disagreements correctly, and provides fresh insights to make the day highly impactful.

What topics should your retreat cover?

Your first session needs to cover a review of the mission, a SWOT analysis, and the establishment of preliminary goals. The second session must focus on developing implementation strategies, establishing budgets, and assigning areas of responsibility. Covering these topics allows the facilitator and staff to successfully draft a final, comprehensive long-term organizational strategy.

What food should you serve at your retreat?

Serve light, nutritious food, such as yogurt, fruit, small sandwiches, and salads, to ensure participants stay sharp and high-energy throughout the day.

In summary

The best board development retreat will unite and inspire a board and key staff. They are strategic, yet practical. They are fun, yet bold. But most importantly, a meaningful and memorable retreat will leave everyone feeling motivated, passionate, and committed to making the changes necessary to take your board to the next level of performance, engagement, and impact so your mission can soar!