Hospitality Coordinator



First of all, relax. You have been chosen by God for the role of Hospitality Coordinator for a very special reason. It was truly the Holy Spirit. He believes you can do it and He has given you all the skills it takes to make this happen.

Who am I and what am I doing?

The Hospitality Coordinator oversees all meals and snacks prepared for the retreat weekend. They should work with the Retreat Coordinator to involve past retreatants to help in this ministry. It’s important to keep all snacks and meals simple. They should provide adequate nourishment for the retreatants, but should not become a burden or focus of the retreat weekend.

Planning & Prayer
Planning and prayer are the keys to preparing to serve as the Hospitality Coordinator for a Light of the World retreat. Secondly, recruiting lots of help is vital as well. As the Hospitality Coordinator, your responsibilities include planning, ordering/buying, serving and cleaning up for all meals and snacks during the weekend. Be aware of special dietary needs.

We ask for team leaders who volunteer to help you for a designated amount of time, usually 3-5 hours, as well as bring 3-5 helpers with them during their shift. They may help you prepare for a meal, pick up food, or serve it or clean up after the meal. There is no way you can feed 40-80 people for a weekend by yourself.


32 Weeks Prior

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24 Weeks Prior

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20 Weeks Prior

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16 Weeks Prior

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12 Weeks Prior

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8 Weeks Prior

* Pray!

One of the most important parts of this retreat is prayer, prayer and more prayer. Prayer is the strong foundation upon which this entire evangelization process is built and cannot be stressed enough. Fortunately, in our Catholic faith we have an arsenal of prayer choices -- Mass, rosary, novenas, fasting, adoration, etc. -- to draw from.

Be aware of Team meeting dates and locations

The Retreat Coordinator and Main Evangelizer should have already secured these.

  • Team Meeting #1 - 4 weeks prior to retreat
  • Team Meeting #2 - 3 weeks prior to retreat
  • Team Meeting #3 - 2 weeks prior to retreat
  • Adoration Hour (optional) - week of retreat

Recruit volunteers

First, ask the Retreat Coordinator for a copy of the updated schedule. Then start recruiting people to help with meal times on the retreat. Start recruiting past retreatants first. You can get a list of past retreatants from the Retreat Coordinator.

Start planning meals

4 Weeks Prior

Go to Team Meeting #1

3 Weeks Prior

Go to Team Meeting #2

2 Weeks Prior

Confirm volunteers

Check in with all your volunteers to confirm that they are on-board and ready to go.

Go to Team Meeting #3

1 Week Prior

Go shopping

Purchase food, supplies, etc.

Go to Team Adoration Hour (if applicable)

Oversee setup of kitchen and dining area

During Retreat Weekend

Serve retreatants!

After Retreat Weekend

Give all receipts to Retreat Coordinator