DIY Writing Retreat Toolkit: Logistics & Supplies

Location, location, location

People's preferences around work environment vary, but factors to consider in choosing a retreat space include...

• Accessibility (ensure any individual needs are taken into account);
• Reliable Wi-Fi/internet (unless hosting a 'digital detox' retreat);
• A comfortable seat and sufficient workspace for each participant;
• Access to drinking water, toilets, and electric outlets.

Booking a room in advance provides the obvious benefit of guaranteed access to the space when your group needs it.

• The Academic Skills team can offer a room in Hartley to host a retreat for up to ~8 participants: just submit our Here to Help contact form and say you're interested in booking 2067 for a student writing retreat.
• Additionally, group study rooms across several Southampton campuses can be reserved via the Library website.
• It's also worth checking if you can reserve specific student spaces through your faculty/school.

It isn't a must, but a touch of novelty can be nice: distancing yourself from day-to-day, familiar spaces can put you in the mindset to make the most of the retreat. This needn't be elaborate! Perhaps you book a room in Building 100 if you normally study in Hartley, or take the bus to NOC if you're normally based on Highfield. You can also think about non-university spaces such as a branch of the city library, a co-working hub, or someone's house.

Stuff and things

Good news: you don't need any fancy equipment to run a writing retreat! Before the retreat, it's helpful to distribute a 'kit list' to everyone taking part with a reminder to bring anything they might need to write comfortably, such as...

 – Laptop and charger

 – Notebook and pens/pencils

 – Relevant notes, articles, books, etc.

 – Headphones (as needed for noise cancellation or focus music)

 – Water bottle, reusable coffee cup, and snacks

It's nice to have post-it notes for writing down session goals, but for a free alternative, you can set up a Whiteboard for everyone to share their goals. Having extra pens and scrap paper on hand is always welcome! 

You should also add to your kit list(s) any materials needed for optional wellbeing and community activities (discussed on the next page).

Agreeing a group contract

For a retreat to be successful, everyone participating should be on the same page about what to expect. If the term group contract sounds a bit daunting, you can also think of this as setting ground rules or making sure everyone is on the same page. 

Chat with participants in advance either in person or via messaging to invite their suggestions. Here are some questions to consider:

• Should everyone agree to close email, Teams, etc. during the writing sessions?
• Should everyone mute their phones or even put their phones in a communal basket (out of sight, out of mind...) during writing sessions?
• What is expected in terms of sounds/noise? Can everyone agree on ambient sound (e.g. a soundtrack of rain, study/focus music, pure silence) throughout the room, or should people plan to use their own headphones?
• Can you agree in advance to give your all to the goal setting and reflection elements?

These are only examples: be open to expectations others may have about how to behave in the space, participate and interact, etc.

The DIY Writing Retreat Toolkit - Downloadable Companion (link will open file) includes a packing checklist, a table to record agreed expectations, and a box to make notes about the retreat location.

Now you have sorted out a location, figured out what to bring, and ensured everyone is on the same page: great! Up next, we'll look at ways to keep spirits and energy levels high throughout the retreat, ensuring everyone is primed to do their best work from start to finish.