OASV Retreat

Important Notice: Due to the current pandemic and shelter in place public health order, the 2021 retreat is being offered online, rather than in-person.

ANNUAL OASV RETREAT
Typically, the Annual OA Serenity Retreat is held at the Villa Maria Del Mar Retreat Center in Santa Cruz, California. In 2022, we hope you’ll join us at the in-person retreat for a meaningful community experience at this beautiful retreat center nestled along the shore of the Pacific ocean. We look forward to this annual event and encourage you to become a part of this amazing recovery weekend that can either serve to help jumpstart your recovery, or provide a welcome recharge of your spiritual condition.

Villa Maria Del Mar Retreat Center
Villa Maria Del Mar Retreat Center

The annual OASV retreat is open to all OA members and promises to help you find a closer connection to your Higher Power and a deeper understanding of the Twelve Steps. At the future in-person retreat, you may decide to attend every workshop, skip one or two, take a walk on the beach, sit and meditate, or even learn to hula hoop and boogie board. There is no right or wrong way to “do” YOUR retreat.

RETREAT THEME FOR 2021
The theme for the April 23-25, 2021 retreat is: The Big Book comes Alive for OA

  • To learn more about the 2021 retreat, please click here!
  • If you would like to register to attend the 2021 retreat slated for Friday-Sunday, April 23-25, then click here!
  • Suggested Donation for 5 Sessions is $25 (however, no one will be turned away!)

To make a donation of any size towards the retreat, please use the following email address oaserenity@gmail.com  to pay via Zelle (through your bank) or make a contribution using the PayPal app.

PAY BY CHECK
To pay by check, please send email to the above email address with “Pay for Retreat by Check” in the subject line. We will respond with instructions on how to make out your check and provide you with the complete mailing address.

Rewarding Service Opportunity – Join the Retreat Team Today!
Are you looking for a rewarding service opportunity? We are looking for people eager to work on the 2022 OASV Serenity Retreat Planning Committee to assist with this annual event. If you are interested and would like to review the open committee positions to gain an understanding of roles, responsibilities, and time commitments, please send email to: oaserenityretreat@gmail.com (in subject line add: “Join Retreat Team“).

CHECK OUT THE OPEN RETREAT TEAM POSITIONS: if interested, send email to: oaserenityretreat@gmail.com

Retreat Chairperson – Position filled!
Requirements: 1 year of abstinence; working knowledge of the 12 Steps and 12 Traditions of OA; has held a position on the Retreat Planning Committee in the immediate previous year.
Term: 2 year commitment.

  • Manages overall retreat planning efforts put forth by the Committee as a whole.
  • Coordinates overall schedule of Committee tasks.
  • Oversees all other retreat Committee positions.
  • Schedules and acts as Chair for all meetings held to coordinate the retreat (4-5 planning meetings/year – can be facilitated online).
  • Ensures follow-up and sends meeting reminders as needed.
  • Prepares a report for OASV Intergroup.

Retreat Co-Chairperson
Requirements: 6 months of abstinence; working knowledge of the 12 Steps and 12 Traditions of OA; mirrors efforts of the chair.
Term: 2 year commitment.

  • Assists Chair in managing overall retreat planning efforts put forth by the committee as a whole.
  • Assists Chair in coordinating overall schedule of committee tasks.
  • Helps Chair oversee all other retreat committee positions.
  • Mirrors the efforts of the Chair who schedules and acts as Chair for all meetings held to coordinate the retreat (4-5 planning meetings/year – can be facilitated online).
  • Assists Chair in ensuring follow-up and sending meeting reminders as needed.
  • Assists Chair in preparing a report for OASV Intergroup.

Retreat Secretary – Position filled!
Requirements:
no abstinence requirement; working knowledge of the 12 Steps and 12 Traditions of OA; has ability to capture meeting minutes and track details in digital form.
Term:
2 year commitment.

  • Works closely with Chairperson and Committee to set meeting dates and establish agenda.
  • Sends meeting notices, reminders, and agendas to Committee members.
  • Takes minutes at Committee meetings and distributes to Committee members afterwards.
  • Compiles responses to evaluation forms and presents results at wrap-up meeting following retreat.
  • Needed at all regular Committee meetings (4-5 times per year).

Retreat Speaker Seeker – Position filled!
Requirements: 1 month abstinence requirement; working knowledge of the 12 Steps and 12 Traditions of OA; willingness to source other retreats and meetings in search of great speakers/retreat leaders.
Term: 2 year commitment.

  • Prepares and maintains a list of potential speakers for upcoming retreats.
  • Contacts potential speakers to determine their availability and obtain their background information (e.g., how long in program, potential topic, experience in leading retreats).
  • Where possible, obtains podcasts for ease of selecting a future speaker.
  • Presents above info to Committee to assist them in selecting speaker and topic for retreat in the following year.
  • Works with Program Chair and upcoming speaker to confirms topic and any necessary supplies needed.
  • Gathers speaker suggestions during the retreat and puts them on master list.

Retreat Program Chair
Requirements: 1 month abstinence requirement; working knowledge of the 12 Steps and 12 Traditions of OA; strong organizational skills and experienced user of MS Word; able to make PDFs for emailing to Committee; point person at retreat caretaking the script, agenda, and service position signup clipboard.
Term: 2 year commitment.

  • Both Speaker Getter and Program Chair interface with upcoming speaker.
  • Works with Speaker Getter and upcoming speaker to get topic and agenda for script.
  • Creates draft retreat agenda and script; works with speaker to get any revisions.
  • Brings final draft agenda and script to last committee meeting (or emails Committee in advance of meeting) to discuss last revisions before finalizing.
  • Generates final agenda and script and emails to Committee members (Speaker Getter to email speaker).
  • Creates/Updates Welcome Letter and Retreat Schedule (a two-sided document) as retreat schedule becomes final.
  • Makes photocopies of agenda and script for Committee and also for binder on podium at retreat.
  • Makes photocopies of Welcome Letter and Retreat Schedule to be handed out with room keys during registration.
  • Makes photocopies of Evaluation Forms for literature table.
  • Posts Welcome Letter and Retreat Schedule on bulletin board in front lobby.
  • Posts open committee positions list on bulletin board in front lobby.
  • Circulates clipboard with open committee positions needing volunteers throughout the weekend.
  • Tweaks the agenda and script throughout the retreat.

Retreat Alternate Program Chair
Requirements: 1 month abstinence requirement; working knowledge of the 12 Steps and 12 Traditions of OA; strong organizational skills and experienced user of MS Word; able to make PDFs for emailing to Committee; point person at retreat caretaking the script, agenda, and service position signup clipboard; mirrors Program Chair.
Term: 2 year commitment.

  • Mirrors the Program chair who works with both Speaker Getter and Program Chair to interface with upcoming speaker.
  • Assists Program Chair who works with Speaker Getter and upcoming speaker to get topic and agenda for script.
  • Assists Program Chair to create draft retreat agenda and script; works with speaker to get any revisions.
  • Helps Program Chair to bring final draft agenda and script to last committee meeting (or emails Committee in advance of meeting) to discuss last revisions before finalizing.
  • Assists Program Chair with generating final agenda, script and emails to Committee members (Speaker Getter to email speaker).
  • Helps Program Chair to create/update Welcome Letter and Retreat Schedule (a two-sided document) as retreat schedule becomes final.
  • Assists Program Chair with making photocopies of agenda and script for Committee and also for binder on podium at retreat.
  • Assists Program Chair with making photocopies of Welcome Letter and Retreat Schedule to be handed out with room keys during registration.
  • Assists Program Chair with making photocopies of Evaluation Forms for literature table.
  • Assists Program Chair with posting Welcome Letter and Retreat Schedule on bulletin board in front lobby.
  • Assists Program Chair with posting open committee positions list on bulletin board in front lobby.
  • Assists Program Chair with circulating the clipboard with open committee positions needing volunteers throughout the weekend.
  • Assists Program Chair with tweaking the agenda and script throughout the retreat.

Retreat Treasurer – Position filled!
Requirements: 3 months of abstinence; working knowledge of the 12 Steps and 12 Traditions of OA; has ability to learn and manage financials; detail oriented.
Term: 2 year commitment.

  • Manages all Committee accounting; Drafts/updates retreat budget & forecasts, presenting the budget & forecasts at each Committee meeting.
  • Oversees online banking and reconciles monthly bank statements; communicates with bank concerning services and fees, tracking registration fees & costs.
  • Provides refunds to registrants as directed by Registration Chair/Co-Chair.
  • Recommends pricing structure for future retreats to Committee based on projected expenses.
  • Arrives at retreat 1 hour before check-in.
  • Makes cash available at retreat in small bills and coins for attendee purchases.
  • Collects 7th Tradition donations during retreat.
  • Collects literature payments from Literature Chair.
  • Collects Starbucks donations.
  • When final bill has been approved by registration, makes final payment to Retreat Center.
  • Collects receipts from Committee members and provides reimbursements as needed.
  • Makes final Income & Expense Report for wrap-up meeting and OASV Intergroup.

Retreat Alternate Treasurer
Requirements: 3 months of abstinence; working knowledge of the 12 Steps and 12 Traditions of OA; has ability to learn and manage financials; detail oriented; mirrors efforts and provides assistance to the Treasurer.
Term: 2 year commitment.

  • Assists the Treasurer in managing all Committee accounting; Drafts/updates retreat budget & forecasts, presenting the budget & forecasts at each Committee meeting.
  • Assists the Treasurer in overseeing online banking and reconciling the monthly bank statements; communicates with bank concerning services and fees, tracking registration fees & costs.
  • Assists the Treasurer in providing refunds to registrants as directed by Registration Chair/Co-Chair.
  • Assists the Treasurer in recommending pricing structure for future retreats to Committee based on projected expenses.
  • Arrives at retreat 1 hour before check-in.
  • Assists the Treasurer in making cash available at retreat in small bills and coins for attendee purchases.
  • Assists the Treasurer in collecting 7th Tradition donations during retreat.
  • Assists the Treasurer in collecting literature payments from Literature Chair.
  • Assists the Treasurer in collecting Starbucks donations.
  • When final bill has been approved by registration, assists the Treasurer with final payment to Retreat Center.
  • Assists the Treasurer in collecting receipts from Committee members and providing reimbursements as needed.
  • Assists the Treasurer in making final Income & Expense Report for wrap-up meeting and OASV Intergroup.

Retreat Contracts Coordinator – Position filled!
Requirements: 3 months of abstinence; working knowledge of the 12 Steps and 12 Traditions of OA; has ability to learn and manage contracts; detail oriented.
Term: 2 year commitment.

  • Checks calendar to make sure retreat does not coincide with important holidays (i.e., Passover).
  • Signs contracts with Villa Maria del Mar Retreat Center and ensures deposit paid for retreat two years in advance.
  • Acts as the prime point of contact with the Retreat Center PRIOR to retreat (e.g., discusses menu, submits “Needs Request Form,” provides Rooms Guarantee).
  • Obtains final Retreat Center invoice and arrange payment by Treasurer.

Retreat Publicity Coordinator – Position filled!
Requirements: 6 months of abstinence; working knowledge of the 12 Steps and 12 Traditions of OA; has ability to learn and manage online postcard design and ordering process (Vistaprint), as well as a working understanding of online event promotion (such as Eventbrite).
Term: 2 year commitment.

  • Responsible for postcard production (or online promotion) and distribution of any other retreat marketing material.
  • Provides Committee members with extra postcards as needed.
  • Coordinates with Chair to gather pertinent facts for new postcard or online promotion for following year’s retreat.
  • Works with OASV webmaster to ensure that the retreat is promoted on the OASV website and that promotion is extended out to the OASV Social Media accounts and to Eventbrite registration.
  • Presents proposed new postcard and online promotion design to Committee for approval.
  • Works with previous year’s email list to send out save-the-date, open registration, final email alerts as part of the retreat promotion.
  • Orders new postcards in time for upcoming retreat.
  • Publicizes retreat via Lifeline, OASV Intergroup, R2, and World Service websites, using social media posts via OASV.org and anything additional that helps reach other OA members who may have interest in attending.

Retreat Assistant to the Publicity Coordinator
Requirements: 3 months of abstinence; working knowledge of the 12 Steps and 12 Traditions of OA; has ability to learn and manage online postcard design and ordering process (Vistaprint), as well as a working understanding of online event promotion (such as Eventbrite); mirrors efforts of the publicity coordinator to familiarize themself with the role and requirements.
Term: 2 year commitment.

  • Assists the Publicity Coordinator with postcard production (or online promotion) and distribution of any other retreat marketing material.
  • Assists the Publicity Coordinator in providing Committee members with extra postcards as needed.
  • Helps Publicity Coordinator coordinate with Chair to gather pertinent facts for new postcard or online promotion for following year’s retreat.
  • Assists Publicity Coordinator to work with OASV webmaster to ensure that the retreat is promoted on the OASV website and that promotion is extended out to the OASV Social Media accounts and to Eventbrite registration.
  • Learns from Publicity Coordinator how to develop, design, and present proposed new postcard and online promotion design to Committee for approval.
  • Learns how to work with previous year’s email list to send out save-the-date, open registration, final email alerts as part of the retreat promotion.
  • Assists Publicity Coordinator with making new postcards in time for upcoming retreat.
  • Assists Publicity Coordinator with publicizing the retreat via Lifeline, OASV Intergroup, R2, and World Service websites, using social media posts via OASV.org and anything additional that helps reach other OA members who may have interest in attending.

Retreat Registration Coordinator
Requirements: 6 months of abstinence; working knowledge of the 12 Steps and 12 Traditions of OA and has ability to learn and manage key components of the online registration process (such as Eventbrite).
Term: 2 year commitment.

  • Updates Retreat web page on OASV.org as needed.
  • Registers people who are unable to register themselves online.
  • Oversees scholarship process.
  • Works with Treasurer to facilitate cancellations.
  • Works with Publicity Coordinator, reporting to Committee on total registration numbers.
  • Manages room assignments for in-person attendees.
  • Emails room assignments to Villa Maria Del Mar two weeks prior to retreat.
  • Updates room assignments and number of attendees to Villa day before retreat
  • Arrives at the Retreat 2 hours prior to check-in.
  • Acts as mentor for Registration Co-Coordinator.
  • Prepares and delivers a report on the state and numbers of registrations.
  • In late March/early April timeframe, prepares and delivers final headcount and room count to committee and to Villa Maria Del Mar retreat center.
  • In April, prepares web page for promotion of the next year’s retreat; make ready to go “live” immediately after current retreat.
  • Ability to learn and manage the online registration process.
  • Must have previously held either the Registration Chair or Co-registration Chair.
  • Works closely with Co-Chair to prepare them for assuming responsibility either in their absence or for when they step down.

Retreat Registration Co-Coordinator
Requirements: 3 months of abstinence; working knowledge of the 12 Steps and 12 Traditions of OA; has ability to learn and manage key components of the online registration process (such as Eventbrite); supports the Retreat Registration Coordinator, filling-in as needed.
Term: 2 year commitment.

  • Updates Retreat web page on OASV.org as needed.
  • Registers people who are unable to register themselves online.
  • Oversees scholarship process.
  • Works with Treasurer to facilitate cancellations.
  • Works with Publicity Coordinator, reporting to Committee on total registration numbers.
  • Manages room assignments for in-person attendees.
  • Emails room assignments to Villa Maria Del Mar two weeks prior to retreat.
  • Updates room assignments and number of attendees to Villa day before retreat
  • Arrives at the Retreat 2 hours prior to check-in.
  • Acts as mentor for Registration Co-Coordinator.
  • Prepares and delivers a report on the state and numbers of registrations.
  • In late March/early April timeframe, prepares and delivers final headcount and room count to committee and to Villa Maria Del Mar retreat center.
  • In April, prepares web page for promotion of the next year’s retreat; make ready to go “live” immediately after current retreat.
  • Ability to learn and manage the online registration process.

Retreat Hospitality Coordinator – Position filled!
Requirements: 3 months of abstinence; working knowledge of the 12 Steps and 12 Traditions of OA; has ability to learn and manage key components of hospitality; able to rally and manage a team of on onsite volunteers responsible for hospitality and retreat support.
Term: 2 year commitment.

  • Arrives one to two hours prior to check-in at Villa Maria Del Mar.
  • Signs up and confirms volunteer greeters for one-hour shifts throughout the retreat.
  • Signs up and confirms volunteers to make announcements and perform other tasks during the retreat and furnishes the volunteers’ names for agenda and script to Program Chair.
  • Provides informal orientation to those who need assistance.
  • In charge of preparing love notes and name tags.
  • Arranges an optional Friday evening Icebreaker (delegates the facilitation of activity).
  • In February/March timeframe, arrange for Speaker gift and thank you card.

Retreat Alternate Hospitality Coordinator 
Requirements: 1 month of abstinence; working knowledge of the 12 Steps and 12 Traditions of OA; has ability to learn and manage key components of hospitality; able to rally and manage a team of on onsite volunteers responsible for hospitality and retreat support; mirrors efforts of the hospitality coordinator.
Term: 2 year commitment.

  • Arrives one to two hours prior to check-in at Villa Maria Del Mar.
  • Assists Hospitality Coordinator with signs up and confirmation of volunteer greeters for one-hour shifts throughout the retreat.
  • Helps Hospitality Coordinator sign up and confirm volunteers to make announcements and perform other tasks during the retreat and furnishes the volunteers’ names for agenda and script to Program Chair.
  • Helps Hospitality Coordinator to provide informal orientation to those who need assistance.
  • Assists Hospitality Coordinator with the preparation of love notes and name tags.
  • Helps Hospitality Coordinator  to arrange an optional Friday evening Icebreaker (delegates the facilitation of activity).
  • In February/March timeframe, helps Hospitality Coordinator to arrange for Speaker gift and thank you card.

Retreat House Liaison
Requirements: 3 months of abstinence; working knowledge of the 12 Steps and 12 Traditions of OA; has ability to learn and manage key components of working with the Nuns at the retreat center to serve as single point of contact during the retreat.
Term: 2 year commitment.

  • Arrives two hours prior to check-in to help with communication and attention to details.
  • Meets Sister Hostess; confers on duties at retreat.
  • Acts as single point of contact for retreat house DURING retreat.
  • Serves as point-person during the retreat to assist with any questions or complaints.
  • Coordinates with Sister Hostess for her welcome and any other needed announcements.
  • Provides Sunday lunch count to retreat house, as well as any other information that may be required.

Retreat Literature Coordinator – Position filled!
Requirements: no abstinence requirement; working knowledge of the 12 Steps and 12 Traditions of OA; manages literature supplies and orders what is needed.
Term: 2 year commitment.

  • Arrives at Retreat Center one hour prior to check in.
  • Purchases and brings literature, notebooks, and pens to retreat to have available for sale.
  • Arranges with Treasurer to have petty cash available for literature purchases.

Retreat Extra Activities Coordinator – Position filled!
Requirements: no abstinence requirement; a playful nature and willingness to get creative about things for members to do at the Retreat that are self-loving and fun!
Term: 1 year commitment.

  • Contribute fun and creative ideas, and the means to execute upon them, at the Retreat to encourage self-care, fellowship, and fun for the retreat attendees.

If you are available to be of love and service in another capacity, please check out the various other open OASV service positions by clicking here!