Shadstone Ninja Retreat 2024 recap – Iloilo, Philippines

Two years ago was our last Ninja team retreat. The ninjas are the code name for our amazing team at Shadstone. Special forces team.

This was the longest retreat by far – with 3 full days of activities and an arrival day and a departure day. This was to make sure the most time could be applied to having good conversations. Working online is great, but once people meet and know each other in real life – we see a lot of improvements in coordination and communication.

Day 1: Tues December 3, 2024 – Arrival and Welcome

Location: Airport | Talisayan Beach Resort

12:00 PM – 6:00 PM: Arrival and Check-In

Team arrives at the venue, check in to their rooms, and receive welcome kits including laptop sleeves.

1:00 PM – 3:00 PM: Free Time and Settling In

Team have time to explore the venue, relax, or engage in informal networking.

3:00 PM – 3:30 PM: Afternoon Snacks

Light refreshments and snacks served in a casual setting, allowing for further networking and relaxation.

6:30 PM – 8:00 PM: Welcome Dinner

9:00 PM – Lights off

Day 2: Wed December 4, 2024 

7AM – 8:30 AM – Breakfast and Preparation

9:00 AM – 9:15 AM: Opening Remarks – Mike

• Details: Welcome address and overview of the day’s schedule.

9:15 AM – 9:45 AM: Session 1: 

• Speaker: Ms. Janette
• Topic: Leadership & Teamwork

Icebreaker Activity: “Group Symphony”

• Objective: This game fosters active listening, teamwork, and clarity in communication.
• Materials Needed:
  • List of animal sounds (one per participant/team).
  • Handkerchief for blindfold.
• Preparation: Assign animal sounds to each participant.
• Instructions: Participants make animal sounds to find their team members.
• Pro Tip: Add a timer to increase excitement.
• Goal: Teams should identify each other by matching sounds.

9:45 AM – 10:15 AM: Session 2: 

• Speaker: Alvin
• Topic: Mike’s AI Avatar Project 

10:15 AM – 10:30 AM: Morning Coffee Break

• Light refreshments available.

10:30 AM – 12:00 NN: Daily Work Sync 

• Checked portal and other tasks for continuous flow of operations.
  • Breakout Sessions

12:00 – 1:00 PM: Lunch Break

1:00 PM – 1:45 PM Session 3

• Speaker: Diezah
• Topic: Social Media Performance Assessment and Improvement

Team Building Game: “Tower of Collaboration”

• Objective: Foster creativity and teamwork.
• Instructions:
  • Teams build the tallest free-standing tower using marshmallows, spaghetti sticks, tape, and string.
  • Time limit: 20 minutes.
• Materials Needed: Marshmallows, spaghetti sticks, masking tape, string.

1:45 PM – 2:15 PM: Session 4 : 

• Speaker: Phenie and Rona
• Topic: Creating Standard Templates

2:30  – 3:00 PM: Post-Session Networking & Discussions

• Activity: Informal group discussions on session topics to share insights and experiences.

3:15 PM – 3:30 PM: Closing Remarks

• Activity:
  1. Recap of the day’s learnings.
  2. Q&A session.

3:30 PM onwards: Afternoon Coffee Break

• Refreshments: Coffee, tea, and light snacks.
• Work Sync

5 PM: Wind down and Dinner outside the Resort

9 PM : Lights off

Day 3: Thurs December 5, 2024 – Team Building and Strategic Planning

6:30 AM – 7:30 AM: Breakfast at the Resort

• Details: Enjoy breakfast with delicacies and coffee/tea.

7:30 AM – 8:00 AM: Warm-Up & Morning Energizer / Preparation

• Activity: Stretching and a short guided meditation.
• Materials Needed: Yoga mats or towels (optional).

9AM – 12 NN: Strategic Planning 2025 & Project/Task Discussion

• Objective: Discuss team goals, review key milestones, brainstorm upcoming projects, and delegate tasks.
• Materials Needed:
  • Flip charts, markers, sticky notes, pens, laptops (optional).
• Agenda:
  • Work Sync
  • Financials & Decision Making Involvement
  • Review and adjust team goals for 2025.
  • Brainstorm tasks for upcoming projects.
  • Task delegation and assignment of responsibilities.

10:00 AM – 10:15 AM: Morning Coffee Break

• Refreshments: Coffee, tea, and light snacks.

12:00 PM – 1:30 PM: Lunch at the Resort

• Details: Lunch with a variety of options.

1:30 PM – 2:15 PM: Skills Sharing Session 1:

• • Speaker: Mike

• Topic: Crypto Payments/Hamza

• Materials Needed:

2:30 PM – 3:00 PM: Secret Santa Activity

• Objective: Strengthen bonds and celebrate the holiday spirit.
• Instructions:
  • Gifts are distributed by a “Santa”.
  • Each person opens a gift and shares a thank-you message.
• Materials Needed:
  • Gifts brought by participants.
  • Festive decorations (optional).

3:00 PM – 3:30 PM: Afternoon Coffee Break

• Refreshments: Coffee, tea, and light snacks.

3:30 PM – 4:00 PM: Skills Sharing Session 2: Speaker

• • Speaker: Michelle

• Topic: Trust Fund Basics

• Materials Needed:

4:15 PM – 5:00PM: Skills Sharing Session 3:

• • Speaker: Michelle

• Topic: Financial Management

• Materials Needed

5:30 PM – 6:30 PM: Freshen Up & Free Time

• Details: Relax and prepare for dinner.

6:30 PM – 8:30 PM: Dinner at the Resort

• Location: The resort’s dining area.
• Menu: A mix of local cuisine and seafood specialties.

8:30 PM – 9:30 PM: Karaoke and Leisure Evening

• Objective: Relax and enjoy some fun and leisure time together.
• Activity: Team karaoke session.
• Materials Needed: Karaoke machine, music selection.

9:30 PM – 10:00 PM: Wind Down

• Details: Quiet time for relaxation; optional bonfire by the beach (if available).

10:00 PM: Lights Out

• Rest and recharge for the next day’s activities.

Day 4: Fri December 6, 2024 – Reflection, Leisure, and City Exploration in Iloilo

6:30 AM – 7:30 AM: Breakfast at the Resort

• Enjoy a hearty breakfast, coffee, and tea.

7:30 AM – 8:00 AM: Morning Reflection: “Gratitude Circle”

• Objective: Reflect on experiences from the past days and express gratitude.
• Instructions:
  1. Gather in a circle; each team member shares one thing they’re grateful for from the retreat.
  2. Conclude with a short guided reflection or prayer (optional).
  3. Group Photo: Capture a final team photo.
• Materials Needed: None.

8:00 AM – 10:00 AM: Leisure Time at Talisayan Resort | Prepare for Checkout

• Enjoy the resort’s amenities, take photos, or relax by the beach/pool.

10:00 AM – 11:00 AM: Checkout from Talisayan Resort

• Logistics: Ensure all luggage is packed, and rooms are cleared. Assist with the checkout process.

11:00 AM – 12:00 PM: Travel to City Hotels

• Transportation: Arrange shuttles or vans.
• Activity: Enroute, enjoy scenic views and short stops for group photos if desired.

12:00 PM – 1:30 PM: Lunch at a Local Restaurant in Iloilo City

• Recommended Venues: La Paz Market (for authentic batchoy), Tatoy’s Manokan & Seafood, or Breakthrough.
• Menu: Local delicacies, seafood, and Filipino comfort food.

1:30 PM – 2:30 PM: Check-In at City Hotels 

• Distribute room assignments and allow time for settling in.

2:30 PM – 6:00 PM: City Tour in Iloilo

• Itinerary Highlights:
  1. Jaro Cathedral: A heritage site and iconic symbol of Iloilo.
  2. Molo Church: Known as the “Feminist Church” for its all-female saints on display.
  3. Casa Mariquit: A historical museum showcasing Iloilo’s rich cultural past.
  4. Esplanade Walk: Enjoy a stroll by the Iloilo River with picturesque views.
  5. Smallville Complex: Quick stop for souvenirs or refreshments.
• Transportation: Group vans or arranged tour bus.
• Materials Needed: Comfortable walking shoes, water bottles, and cameras.

6:30 PM – 8:30 PM: Dinner at a Local Restaurant in Iloilo City

• Recommended Venues: Farm to Table Iloilo, Iloilo Business Park, or Netong’s Original La Paz Batchoy.
• Menu: Mix of traditional and contemporary Iloilo cuisine.

8:30 PM – 9:30 PM: Reflection & Closing Activity

• Objective: Wrap up the day and retreat experience.
• Instructions:
  1. Each team member shares their most memorable experience from the retreat.
  2. Distribute small tokens of appreciation or certificates of participation.
• Materials Needed: Tokens, certificates, and a gratitude journal (optional).

9:30 PM – 10:00 PM: Wind Down

• Relax and prepare for the following day’s departure.

10:00 PM: Lights Out

• Rest and recharge for the final day.

Day 5: Sat December 7, 2024 – Farewell and Departure Itinerary

6:30 AM – 7:30 AM: Breakfast 

Enjoy a relaxed breakfast.

8:00 AM – 9:30 AM: Packing and Hotel Checkout

• Instructions: Ensure all personal belongings are packed. Assist with checkout.

9:30 AM – 11:30 AM: Team Drop Off at the Airport

• Logistics: Arrange transportation to Iloilo International Airport.
  • Departure times will vary depending on individual flight schedules.
• Farewell: Organizers will formally bid farewell to departing team members.

11:30 AM Onwards: Free Time for Extended Stays

• Details:
  • Team members extending their stay can explore Iloilo further at their own expense.
  • Recommended places to visit:
    1. Miag-ao Church (UNESCO World Heritage Site).
    2. Garinfarm Pilgrimage Resort (nearby for a spiritual and scenic experience).
    3. Festive Walk Mall for shopping and dining.

Optional Note:

• For those staying longer, provide a list of trusted transportation options, restaurants, and contact details for assistance if needed.

12:00 PM – 1:00 PM (for late flights): Lunch at Airport or Nearby Café

• Individuals waiting for later flights may enjoy lunch at the airport or nearby restaurants.

I was a bit quiet-er this time – for a few reasons (1) I got food poisoning early on in the event, (2) trying to have the team be a team – not await for me to drive things, (3) just lately in this mindset of transition. Decades of work. What is the next stage.

Some very exciting things coming and we will push ahead.

Investing in the team was the smartest decision I’ve made. The team is everything. You need to take care of them first as that is essentially the product.