Turning a Merger Into Momentum: A Seamless Retreat That Sparked Connection and Clarity
Client: Pahara Institute at Lone Rock Retreat
Event: “ONE Team” Retreat
My Role: Event Logistics Lead + Experience Designer
Their Goal: Welcoming Two Teams Into One
In 2025, the Pahara Institute and Lone Rock Foundation faced a pivotal moment: two previously distinct teams were merging into a single, unified entity.
An in-person retreat presented the perfect opportunity for the new organization to build cross-team connections, clarify its shared direction, and begin shaping a joint culture. There was real significance to getting it right: for many, it was the first chance to meet face-to-face—including campus team, remote team members, and recent hires.
“I felt excited and energized by the opportunity to have our full team (Pahara & Lone Rock) together in person for the first time. We were going to connect in new ways and start to build as one team.”
–Vanessa Rodriguez, Executive Vice President of People
My Approach: Logistics as a Bridge to Culture
My role was more than operational—it was about creating the conditions for connection and clarity with ease and care. My goal was to design a space where every team member felt seen, aligned, and energized about what’s ahead.
I partnered closely with internal stakeholders and facilitators to co-create an experience that was inclusive, intentional, and inspiring. That work unfolded in three phases:
Phase 1: Strategy and Early Planning
Collaborated with senior leaders to align on retreat objectives and session outcomes.
Developed a planning flow to balance internal stakeholder’s existing commitments and retreat planning needs.
Facilitated agenda design across multiple iterations, balancing structure with flexibility.
Phase 2: Operational Execution
Managed all logistics, including travel coordination, lodging, meals, activity scheduling, signage, and space setup.
Oversaw vendor relationships for wellness experiences, lodging and meals, swag, and printing.
Coordinated shipping, supply lists, and setup timelines—ensuring materials were in-hand well in advance.
Phase 3: Onsite Facilitation & Real-Time Adaptation
Arrived early to set up and serve as the central point of coordination throughout the event.
Provided in-the-moment support for facilitators and leadership in real time.
Created a welcoming, cohesive space—down to the signage, swag bags, and even a joyful birthday celebration.
The Outcome: A Unified Team With A Shared Vision
The retreat brought together 28 team members—both on campus and virtual. Based on our post-retreat survey, we successfully delivered on every major goal with care and intentionality:
Connection was fostered through creative, low-pressure activities that opened space to begin building authentic, lasting relationships across the organization.
Clarity emerged through focused sessions on strategy and values, allowing participants to leave more aligned on the organization’s direction and decision-making.
Culture was sparked by moments of vulnerability, celebration, and mutual respect—laying the foundation for a strong, shared sense of belonging.
Joy was unmistakable—from standout meals to a flawlessly executed group photo, participants consistently described the retreat as meaningful, energizing, and fun.