A LinkedIn search for “retreat facilitator” yields 2,000+ results, while “training facilitator” returns 30,000+ results, and “workshop facilitator” generates 40,000+ results.
As a former event planner with experience serving on multiple boards, I now speak professionally for a living. Over the years, I’ve discovered that identifying and selecting the right facilitator for an event can quickly become an overwhelming task if you don’t have a thoughtful selection process in place.
In this article, I share:
- Creative ways to find potential retreat facilitators (beyond speakers bureaus)
- Key steps to take when identifying the right facilitator (and common mistakes to avoid)
- Essential questions to ask before hiring a potential facilitator
Unique Ways To Find Potential Retreat Facilitators
While speakers bureaus can be a tempting option for finding a retreat facilitator, they often come with a significant drawback: a hefty fee of as much as 50%—on top of the facilitator’s standard rate.
There are plenty of resources that discuss how to work with speakers bureaus, so I want to share some alternative approaches that can help you save money and still find the perfect fit for your next retreat.
Here are a few creative and effective ways to discover a facilitator for your upcoming company or leadership retreat:
Membership Organizations
Membership associations and organizations offer a valuable opportunity to identify potential talent within a specific industry or area of expertise. These subject matter experts are often heavily involved in their field and can provide warm introductions to other speakers if they’re unavailable for your event.
For example, if you’re looking for a facilitator with expertise in careers, you might turn to Career Directors International (CDI), a global leader in the career development space. Similarly, if you need someone with experience in the human resources industry, TroopHR, the premier community and resource for HR leaders, could be an excellent resource.
Facilitating a workshop at the TroopHR Retreat at The Ritz-Carlton in Naples, FL.
LinkedIn is an incredibly powerful tool for finding facilitators. You can leverage the platform’s robust search functionality to identify experts based on specific criteria such as background, education, expertise, mutual connections, or geographical location.
You can also monitor individuals who frequently post about their speaking engagements on LinkedIn or other social media platforms. These posts allow you to glean insights into their experience and presentation style, allowing you to assess their suitability and reach out about having them facilitate your next retreat.
Speaking to 2,000+ live attendees (20,000+ replays) for The Premium Lounge with LinkedIn’s Andrew Seaman and Calm’s Rohini Venkatraman.
Research Speakers At Similar Events
Another effective strategy is to research speakers who have facilitated comparable events.
If an organization has hosted a similar training program, consider reaching out to the event organizer to ask who they hired and what their experience was like.
When I worked in the nonprofit space and served on boards, this approach proved to be one of the quickest and most efficient ways to learn who was worth investing in, and it saved me countless hours of research.
4 Important Steps For Selecting The Best Retreat Facilitator
Planning a retreat is a significant investment of time and resources, and selecting the right facilitator can make all the difference in creating an impactful, memorable experience. Here are 4 steps to help you choose the best person for your event:
1. Understand their process for developing and designing workshops.
For starters, you want to understand how the facilitator designs their workshops and speaking experiences. This will help you determine whether their approach aligns with your company’s goals and the specific needs of your event.
Many presenters rely on pre-packaged, “canned” presentations that allow them to deliver the same talk repeatedly with minimal customization. While this approach can work well for keynotes or large-scale events, it is often not suitable for more tailored experiences.
If your organization is planning something highly customized, such as a leadership retreat, team-building workshop, or strategy session, you’ll want to ensure the facilitator has the expertise and experience to design bespoke sessions. Custom experiences often require a facilitator who can build content from the ground up to meet your unique objectives.
Delivering a custom keynote workshop to 150+ attendees in Denver, CO.
2. Gain an understanding of their typical audience.
Next, you want to learn about the facilitator’s typical audience and assess whether their expertise translates effectively to your group. While many speakers can adapt their material to diverse audiences, others will have limitations in their ability to connect with certain demographics.
This is especially true if your audience consists of technical professionals, managers, or executives. These groups often require a facilitator who understands their specific challenges and can navigate nuanced discussions effectively. The last thing you want is a speaker who feels out of place or unprepared to engage meaningfully with your audience.
Facilitating a Myers-Briggs Type Indicator (MBTI) workshop for 35 leaders at a company’s annual sales kickoff in Las Vegas.
3. Learn how they gained their expertise.
As you evaluate potential facilitators, take time to explore how they developed their subject matter expertise. Is their knowledge purely theoretical, or is it backed by research and lived experience?
There’s no single “right” way to become an expert, but understanding the potential facilitator’s background will help you assess whether their approach will resonate with your audience. Consider what type of expertise (academic, personal, or practical) will best align with your event’s goals and the participants’ expectations.
4. Speak with multiple service providers.
Once you’ve identified several potential facilitators, schedule chemistry calls to assess how well they align with your organization and the event you’re planning. These conversations are invaluable for gauging their communication style, flexibility, and overall fit for your retreat.
By speaking with multiple candidates, you’ll gain a clearer sense of who is best equipped to deliver the experience you envision for your audience.
Leading multiple workshops for a private equity company’s high potential program at their New Jersey headquarters.
Questions To Ask When Speaking To Potential Retreat Facilitators
Speaking of which, you want to ask thoughtful and thorough questions when speaking with candidates to ensure they’re the right fit for your event. Here are a few questions to consider asking before moving forward:
- How did you gain your expertise in this topic?
- Can you walk me through your process for developing your presentations?
- Who is your typical audience, and how do you tailor your approach to different groups?
Please don’t be afraid to ask detailed or challenging questions. After all, this person will be engaging live with your audience, so they should be ready to think on their feet and show you they’ve got the expertise and flexibility needed to deliver exactly what you’re looking for.
Mistakes To Avoid When Selecting A Retreat Facilitator
Here are a few of the biggest mistakes I see event planners make when selecting a retreat facilitator:
- Skipping the vetting step. Many facilitators come highly recommended through word-of-mouth referrals, but that doesn’t mean you should skip your due diligence. Take the time to thoroughly vet their workshop design process, review their testimonials from past attendees, and evaluate their overall fit for your event. Just because a colleague or friend recommends them doesn’t guarantee they’re the right choice for your retreat.
- Choosing the least expensive option. While budget is always a consideration, selecting a facilitator based solely on cost can backfire. Remember that a retreat represents a significant investment, not just in the speaker’s fee but also in the time and salaries of every staff member attending. Allocating additional funds for the right facilitator can make the difference between a lifeless event and one that’s truly productive.
- Prioritizing flash over substance. You might be tempted to select a facilitator because they’ve recently published a New York Times bestselling book or have a massive social media following. While these accomplishments are impressive, they don’t always translate into an engaging or impactful experience for your attendees. Be sure to prioritize facilitators who can deliver meaningful value over those with surface-level appeal.
Guiding an intimate group coaching experience for 12 attendees at a bucolic retreat center in rural New York.
Final Thoughts
Whether you’re planning a company workshop, training program, or leadership retreat, I hope this guide provides you with a clear framework to select the best facilitator for your event. What might initially feel like an overwhelming process can quickly become second nature when you have a solid approach in place.
If you’re looking for a highly caffeinated, trauma-informed professional speaker with expertise in careers and mental health, please feel free to reach out and discuss how we may be able to collaborate on your event.
And if I’m not the perfect fit for your speaking needs, I’ll gladly provide you with a referral to trusted industry colleagues. I’m here for you! You’ve got this!
