Planning a retreat with other chapters is one way to make connections within your state.

For example, in a region, the OCCM chapters may decide to plan a retreat that will incorporate all of their chapter members; this gives all of the chapter presidents in the region an opportunity to work together. Below are some steps we would like to highlight in regards to working together to plan a meaningful and successful retreat. 

1. The first step is to develop proper communication with other Chapter Presidents. Let them know about your Chapter and your desire to cooperate in such activities. This can be done through the Regional Director of that state since his or her service is to communicate with all the Presidents of his or her state. 

2. After meeting with the Chapter Presidents, getting to know each other, and expressing the desire to work together, the next step is to discuss such activities and the willingness of your members to participate. The key here is to try to break the ice among the students and get them out of their comfort zone so that they are willing to travel and meet new students.

3. Upon agreement of the where/when/what/why and how the third step will be to notify the advising priest for your Chapter for input.

Please keep in mind, OCCM is under the Coptic Orthodox Diocese of the Southern United States and all its plans affiliations must abide by the faith and the teachings of the Coptic Orthodox Church of Alexandria and the guidance of diocesan Bishop or his designee. 

Key Roles 

• Once these critical steps have been defined and are well established, the Presidents can then proceed with the planning, setting the agenda, looking for potential locations to host the event, and seeking a speaker. Having a shared retreat brings lots of joy and challenges; joy in getting to meet new people of the same faith and same club, yet challenges in getting to work with new people.

• Therefore, the Regional Director of that particular state can be the overall person in charge of the retreat (setting the meeting times according to the majority, leading the meetings, keeping track of what should be done) since he/she is already a Chapter President in the state and has been voted to be Regional Director by the majority of the chapter presidents.

• The Regional Director is tasked with developing a strategy to get every President (university) involved. The Regional Director is also the person in charge of reporting to the advising priest and keeping him up-to-date with the retreat plan. He/she is also the person in charge of notifying the OCCM President of what is happening. The OCCM President is responsible for reporting to the designee or the Bishop of the diocese.

• The advising priest should be made aware that it is recommended for him to make travel plans with the group wherever they choose to host the retreat.

• The joint retreat is the work of all the Presidents and their committees (if they wish to involve them) and cannot be achieved through just one person. The success of the joint retreat is dependent on the cooperation of the Presidents and their willingness to work together to provide an atmosphere where Christ can be present among His youth.

• As a courtesy, be sure to invite the designee of the Bishop, the President of OCCM and the Vice President to see what a wonderful job you’ve done and so that they too can participate.