Vision
The heart behind the Winter Retreat Covenant is to ensure that every church making a verbal commitment to participate in The Pursuit Winter Retreat upholds that commitment in the interest of all churches involved. Each church that makes a commitment to participate understands that people, logistics, and financial resources are invested into The Pursuit Winter Retreat to ensure that every church is well served. When a church, for whatever reason, is forced to back out of this commitment, it negatively affects The Pursuit Winter Retreat and every church involved both logistically and financially. This signed covenant is a tool to more fully motivate each church involved in The Pursuit Winter Retreat to fulfill its commitment to participate.
Financial Requirements
First, to guarantee each church an available spot at The Pursuit Winter Retreat, each church must make a $500.00 non-refundable deposit to New Song Nashville by October 27th, 2026. Churches can make this deposit by using the ticket code “DEPOSIT” on The Pursuit Winter Retreat event on Eventbrite. The $500.00 deposit will be held in The Pursuit Winter Retreat Eventbrite event until registration closes on the first day of Winter Retreat. For every church that fulfills its commitment to participate in The Pursuit Winter Retreat, the $500.00 deposit will be refunded back to each church. For every church which, for whatever reason, backs out of its commitment to participate in The Pursuit Winter Retreat, the $500.00 deposit will not be refunded and will be held by The Pursuit Winter Retreat.
Second, each church must provide an estimate of the total number of students and leaders it plans to bring to The Pursuit Winter Retreat. This estimate is the basis for The Pursuit Winter Retreat’s fiscal budget. Suppose a church should back out of its commitment to participate in The Pursuit Winter Retreat. In that case, it will be held liable for $105.00 for every student and leader originally estimated to come to The Pursuit Camp (for example: an estimate of 8 students and 2 leaders would make a church liable for $1050.00). This liability only relates to a church that backs out of its commitment to participate in The Pursuit Winter Retreat. Should a church estimate an original amount of students (for example: 50 students) and exceed, match, or come under that estimate but still fulfills its commitment to participate in The Pursuit Winter Retreat, there is no financial liability.
Leader-to-Student Ratio
In the interest of providing the best and safest possible student experience at The Pursuit Winter Retreat, we ask each church to provide at least a one-to-seven leader-to-student ratio. In other words, for every seven students a church brings, they commit to bringing one leader (for example: 70 students equals 10 leaders). Each church may bring as many leaders as they desire. The one-to-seven leader-to-student ratio is simply a minimum. If this poses a challenge for a church, connect with the camp pastor about other solutions to reach the one-to-seven leader-to-student ratio.
Commitments
By signing this Retreat Covenant, each church is committing to:
- Fulfill its commitment to participate in The Pursuit Camp.
- Have at least one representative from their church at each scheduled Retreat Planning meeting and Admin Meeting (Admin/Youth Director or Youth Pastor). Leadership Team Director Meeting participation is only mandatory if you serve as a director/coordinator on one of the Leadership Teams.
- Retreat Planning Mtg #1: 11a-12:30p Thurs, Oct, 2 via Zoom
- LT Director Mtg #1: 6p-7p Sun, Oct 26 via Zoom
- Admin Mtg #1: 11a-12:30p Tues, Oct 28 via Zoom
- LT Director Mtg #2: 6p-7p Sun, Nov 16 via Zoom
- Retreat Planning Mtg #2: 6p-7:30p Tues, Jan 6 via Zoom
- Admin Mtg #2: 11a-12:30p Tues, Jan 20 via Zoom
- All Leader Mtg: 6:30p-8:30p February 1st @ New Song Nashville
- Ministry Training: 1p-3p January 10th @ New Song Nashville / 6p-8p January 25th @ New Song Nashville
- Retreat Debrief: 12p-2p Sat, Feb 21@ New Song Nashville
- Be held financially liable for the statements listed above.
- Provide one background-checked adult leader for every seven registered students.
- Fully submit to The Pursuit Winter Retreat’s registration process, rules, and guidelines.
- Pay the non-refundable deposit to the Pursuit Winter Retreat eventbrite.