Quilting 101 - How To Host A Quilt Retreat

Grab a few quilting friends and head away for a weekend of sewing, laughter, good food and social interaction using my tips for a successful quilt retreat!

Spending time with people who share your love of quilting is medicine for the soul. Having friends with common interests increases your sense of belonging and deepens social connection, promoting better health and emotional wellbeing.

A weekend at a quilt retreat enables you to learn more about your craft and it's easier to make new friends because there's less pressure striking up a conversation when you share common interests - new friendships can be harder to make as we age. 

Last year, a friend and I organised a three-day quilt retreat and I thought I'd share what worked for us, what we'll do differently this year and how we planned the weekend.

Let's go:

Location & Accommodation:

For me, the most inspiring place to be is in the country. I thrive near a river or lake with stunning reflections, the sun rising or falling behind contoured landscapes, trees in every shape, size and hue, soft green grass to relax on and the sound of birdlife singly sweetly in every direction - heavenly!

Decide where you feel the most inspired, perhaps its high in the mountains where seclusion and clean air revitalise the soul or a quaint country village with surprises around every corner. Find a location with adequate accommodation, easy access to cafes or restaurants for a night out, basic amenities like supermarkets, bakeries, doctors etc., space to set up sewing spaces, good phone coverage, kitchen facilities and reasonable pricing for large groups.

Think outside the box and research campsites, wedding venues (during the off season), Airbnb's, converted schools/churches, youth hostels or church groups, school camp accommodations - anywhere that offers safe accommodation and access to the things you consider a priority.

The perfect location will depend on how many people are planning to attend or how many you want to invite, and it should offer the host/s the least amount of work in set up and clean up, running the event and organising what's required for a successful retreat.

Consider how accessible the venue is as well - mums with little children feel more comfortable being a shorter distance from home, and less travelling time means more retreat time, right?

Time of Year:

Is there ever a wrong time of year for a quilt retreat? Weekends usually work the best and we chose a long weekend which gave us plenty of time to relax and create together.

It's inspiring to quilt on a cold rainy day, or to sit outside in the summer sun and hand quilt. There's no perfect time of year because there's beauty to be found in all four seasons. Venues tend to be cheaper in the off season, so that might influence your decision.

Go with the time of year that inspires you!

Guest Invitations:

Our craft group consists of seven adorable and talented ladies and what began as a private quilting class I was asked to teach, has now become a weekly catch up where we sew, knit, crochet, discuss books, share recipes and craft together - ok we eat, chat and hold our projects a lot! ;)

Each of us asked a mum, daughter, friend or workmate who loved to craft, and it was such a beautiful weekend with fourteen crafters. We learnt so much from each other, we shared tips and tricks and we all left feeling very inspired.

Even though it was a quilt retreat, being inclusive of other crafters was an enrichening experience so if your craft group is a small group, considered inviting other crafters for a diverse weekend. Ladies chatting and knitting are great company for quilters.

If your craft group or quilting guild is large, make sure you ask for some help with the preparation and organising because it can be a lot of work and you want to enjoy yourself as well.

Provisions:

Before you can determine the cost for each guest to attend, decide on the provisions you plan to make available (sometimes the venue will include these in the cost).

We provided tea, coffee, herbal teas and each of my craft girls cooked a snack - a slice, muffins, cookies etc. We also purchased crisps, nuts and fruit and we provided a detailed menu which allowed our guests to bring their own if they required special dietary needs or preferred their own snack/meal.

Oh, and we supplied chocolate, because...........

Our venue supplied tables and chairs, ironing boards and power cords, and every guest brought their own tools for their projects. Crafters are generous souls and share tools, but we also provided a basket of extra thread, sewing machine needles, scissors, rotary blades, tape measures, tape for securing power cords and any of our old cutting mats and rulers, just in case - it's easy to forget something!

We also provided a first aid kit, which thankfully no one needed!

Cost:

We provided each guest with a detailed list of costs for full transparency. With supermarket apps it was easy to tally our grocery haul, and we did include a link to the restaurant menu for a dinner on the second night, so they could prepare for any additional costs.

The ladies in our small group, did mention it was unnecessary for the full break down of costs but with larger groups I think showing people what they are paying for is the correct thing to do - useful or not! Do what feels comfortable to you.

I would also suggest collecting a down payment prior to the quilt retreat to help you secure the venue etc.

Pre-Retreat Information Pack:

A Pre-Retreat Information Pack is necessary to give your guests all the relevant information.

Things to include in the pack are:

• Date and location - including travel distance, Google directions and check in and check out times.
• Breakdown of cost and details for payment i.e. PayPal or bank details.
• List of provisions that will be provided by you.
• List of provisions that need to be supplied by the guest - e.g. bedding, food, sewing supplies, surge protectors, ironing boards, irons, donations for prizes, projects for sew and tell etc.
• Itinerary for the weekend including away from retreat activities.
• Extra expenses - menu for dinner etc., excursions you have planned.
• Location of amenities close to retreat location - hospital, quilt shops, markets etc.
• Food menu for the weekend - informing them to bring their own special dietary requirements.

Itinerary:

In our quilt retreat information pack, we did include an itinerary and we may have deviated from it a bit, but it did give everyone an idea of what to expect. It doesn't need to be set in stone and allow time for guests to do their own thing as well - a carload of ladies went to the local market while others stayed behind and sewed.

I think an itinerary would be beneficial for larger groups especially if you plan a guest speaker, a trip to a quilt shop, show and tell, or simply so guests are aware of mealtimes.

People appreciate structure and its less intimidating if they know of what to expect.

Food:

Our venue had a kitchen for us to prepare meals and we took slow cookers so we could set and forget - curries are easy and you only need to add rice and bread rolls and you have a meal. The ladies enjoyed preparing food with each other and we all shared in the clean up, so it worked well.

Some venues will cater for you, but the overall cost will be more expensive.

We had one meal at a restaurant, and we visited a local bakery for fresh rolls and bread to prepare breakfasts and lunches.

At the end of the weekend, everyone shared the leftovers and took home what wasn't consumed - their husbands were very grateful apparently.

For us, this worked well but with larger groups you will have to adapt how you plan to feed everyone! Perhaps you can consider having larger events catered.

Theme:

It's not necessary to have a theme, but it can be fun! 

You could have a colour or seasonal theme and decorate the sewing area accordingly. Be creative and have some fun with it.

Our theme was to simply get cosy and create and it made for a relaxing and enjoyable weekend - a lot of it spent in pyjamas or sweats and it was effortless and comfortable!

We decided to let everyone work on their own projects, but you could also choose a pattern and all sew the same quilt or make it a UFO challenge weekend and support each other in finishing these forgotten projects.

{photos from Google Images}

Name Tags:

If you have a large group attending your quilt retreat, name tags will help everyone introduce themselves and communicate better during the retreat.

We had a small group and didn't think name tags would be necessary but some of us are old and forgetful (me!) and it would have been beneficial and more polite.

You can search for ideas on Pinterest or get crafty and design something fun that coincides with your quilt retreat theme.

Retreat Games:

We began our quilt retreat with a cheese and wine night and a few games. This was so much fun, and it broke the ice and set the relaxed tone of the weekend.

Pinterest is full of ideas for quilt retreat games, and I have a Quilting Acronym Booklet on the blog with two games that you might find useful. Simply click the link below to download:

You can offer prizes (fat quarters, chocolate) or award handmade medals for the winners to wear during their stay. 

Guest Speaker:

A guest speaker can be an inspiring addition to your quilt retreat. It's an opportunity to learn from other creatives and it doesn't have to be quilt related - consider local artists, authors, small business owners, or any creative close to your venue.

We didn't have a guest speaker, but I've since discovered a very talented gentleman in the vicinity who demonstrates stained glass - I've bookmarked this idea for our next retreat!

Show and Tell:

Show and tell is an inspiring element of a quilt retreat. Learning the story behind people's projects or their process is refreshing and a great form of inspiration.

Not everyone will feel comfortable sharing their work, but they will enjoy learning from others!

Relaxation:

One of our craft girls kindly led us in a morning meditation, and it was a peaceful and motivating way to start our days. We released the stresses of life to the subtle breeze as we sank deeply into the cool grass, sun on our skin, birdsong in the air, with not a care in the world. 

It was a wonderful bonding experience and those who decided not to meditate went for a walk in nature with their morning coffee - equally as inspiring and therapeutic.

Ensure your guests have a chance to unwind, stretch their bodies, or curl up and just be during their stay. Perhaps play some boppy music to encourage everyone to move their bodies throughout the day, set up a quieter space for reading or handcrafts when they need a break, or provide a basket of beautiful bathroom products to give them a relaxing experience - who doesn't appreciate a luxury shower?

You want everyone going home relaxed, inspired and excited for the next retreat!

Special Treat:

We ended our retreat with a movie and ice cream night. We purchased tubs of ice cream, toppings and sprinkles, made popcorn and lounged around in pyjama's watching a cheesy rom com. It was the perfect way to celebrate an inspiring weekend, new friendships and our shared love of all things handmade.

Keep it simple and consider things like a wine night, make your own pizzas, roast marshmallows over a campfire, or hold an impromptu talent night - just have fun with it and end the retreat on a high! 

I hope these tips help you plan a successful quilting retreat where everyone feels included, safe and inspired, and goes home refreshed and feeling creative. 

Being the host of a quilt retreat might sound daunting, but it was actually quite rewarding and fun! Start with a small group of friends and let your annual retreat grow organically. It's the perfect creative therapy and beneficial for your mental health.

Take the plunge and host a quilt retreat! You won't regret it!

PIN FOR LATER:

Happy quilting :)