Skill Building

1. Commuter Institute

When the cost and/or logistics of a residential retreat are beyond your capacity or budget, it may be worth considering a “commuter” Institute as a way to get started. If you choose to go this route, it can be helpful to consider how you can create a retreat-like environment with location, program, meals, and other experiences.

Example from the Field: For their first Institute, Connecticut was faced with limited planning time and a “barebones” budget; however, Institute organizers didn’t let these limitations stop them. They held a commuter-style, two-day retreat where participants drove back and forth each day rather than staying overnight. The retreat was successful and well-received, but the organizers planned to include lodging next time.

Pros & Cons: 

• Pros: A commuter format lowers costs by avoiding lodging expenses, requires less logistical planning, accommodates daytime-only participants, and may be a more convenient option for local teams. This format is most feasible in small states with short drive times.

• Cons: A commuter format may result in less relationship building, fewer activities, and a diluted experience compared to an immersive retreat. Overnight lodging facilitates richer networking opportunities and avoids participant fatigue from driving.

2. Virtual Institute

The Northeast Farm to School Institute was designed to include in-person and virtual components; however, the Institute can be adapted to be 100% virtual.

Example from the Field: During the COVID-19 pandemic, Nebraska hosted their Institute virtually by necessity. As with so many things at the time, the Institute organizers learned it was possible, although far from optimal, to conduct an Institute without an in-person component.

Pros & Cons:

• Pros: A virtual format allows more teams and team members to participate without having to travel. This brings down barriers for some participants to join a team due to time, financial, health or other commitments.

• Cons: Building relationships and connections between teams, coaches, and peers is more difficult to accomplish online. Casual networking may feel awkward or forced in a virtual setting, and there is no way to conduct the hands-on learning experiences that are often cited as one of the best parts of the retreat.

3. Timing of Institute Retreat

The Northeast Farm to School Institute and other Institutes have been successful holding a summer retreat, when schools are out of session. Yet, other states or regions may have different scheduling considerations to take into account.

Example from the Field: Organizers of the Massachusetts Farm to School Institute chose to hold their retreat in the fall because they found it difficult to schedule teachers in the summer due to the late and variable end to the school year, and they didn't want to compete with the nearby Northeast Farm to School Institute. Their retreat normally takes place at the end of September or in early October and was run on a Thursday and Friday in 2022. They end their Institute in the late spring following a school-year timeline.

Pros & Cons:

• Pros: Holding the retreat in the fall allowed coaches to meet with their teams before the program and the weather was still good. A fall retreat also granted the organizers more spaciousness in planning.

• Cons: Because the retreat was held in the fall and not the summer, teams weren’t able to hit the ground running with garden projects at the start of the school year. Since school is back in session, teacher release time may be a challenge for a retreat during the week. Further, teachers may not want to work on a weekend and organizers may not want to ask them to.

4. Length of Institute Retreat

The Northeast Farm to School Institute holds a three-day retreat. Due to resource constraints as well as participant energy levels, many state and regional adapters have developed shorter retreats.

Example from the Field 1: In Maine, Institute organizers shortened “the academy” from previous years based on feedback that three full days was exhausting and too long for participants. They shortened it to 2.5 days. Additionally, organizers didn't pack a completely full schedule and provided more opportunities for participants to process information and take breaks.

Example from the Field 2: The Massachusetts Farm to School Institute holds a two-day retreat rather than the traditional three-day experience. The shortened length was due in part to the COVID-19 pandemic, which prompted organizers to carefully evaluate the purpose of in-person time. Their two-day retreat includes significant team time, experiential workshops, learning journeys, and key presentations.

Pros & Cons:

• Pros: A shorter retreat is less resource intensive and less exhausting for participants and organizers.

• Cons: There is less time available for many valuable in-person activities such as hands-on learning, working as a full team in a retreat setting, and peer networking.

5. Retreat Workshops

So little time, yet so much to cover! There are many ways to structure the workshops and presentations that are offered during a retreat.

Example from the Field 1: Organizers for the Maine Farm to School Institute opted for more plenary sessions and fewer concurrent workshops to expose teams to certain key information, rather than splitting into separate sessions. This was a modification they made to accommodate a small number of teams (three). Many Institutes use online sessions to dive deeper into role-specific topics, such as procurement or curriculum design.

Example from the Field 2: With a few years of experience, organizers of the Massachusetts Farm to School Institute have come up with a good formula. According to one organizer, “We basically do team time, one set of workshops, one set of learning journeys, a panel presentation, and something keynote-like, and that's basically all of the programming."

Pros & Cons:

• There is no perfect formula for structuring retreat activities, workshops, and presentations. With limited time, organizers must weigh the pros and cons of different options, recognizing that any choice involves trade-offs. It’s critical to carefully review the needs and capacities of the teams attending to design the retreat to best support them.