That is a good point, specifically the part about if they cannot find the time, then it wont be of value. I am thinking that for this reason, that we do NOT set the exact date of the retreat, but rather state that we will make the date to match up with the schedule of the winners

I know that doesnt quite solve the problem, but also leaves JV's room to dream (that they will in fact have free time.....sometime.... lol...) and that may be a great "implied benefit" in itself.