When people think about forensic science, they usually picture lab work, crime scenes, and courtroom testimony.
But what doesn’t get talked about as often is the training behind it, and the people responsible for delivering that training!
At Gap Science, we don’t all work at a single forensic unit in the same lab or agency. We’re a distributed instructor team of forensic professionals from across the country who come together to teach courses, develop content, and support training within a forensic small business.
And when your team is built that way, connection doesn’t happen automatically. Communication is often limited to scheduled calls and collaboration tends to be task-based. Without shared space, even strong teams can start to feel a little disconnected over time.
So in December 2021, we decided to do something about it.
This wasn’t a reward trip or a formal conference. It was a structured attempt to do something that forensic organizations often overlooked during this time: build real, human connection after a long stretch of COVID-era distance and screen-based interaction.
And as it turns out… the setting on the water in Fort Lauderdale played a bigger role than we expected.
The Setting: A Waterfront House Designed for Connection
The retreat took place at a private waterfront home in Fort Lauderdale, Florida.
And honestly? The environment mattered just as much as the agenda.
The house included:
✨ multiple shared living spaces
✨ six bedrooms for the team
✨ a pool and jacuzzi
✨ open outdoor gathering areas
✨ and direct access to the water
But the real value wasn’t in the amenities. It was in what the space allowed.
There were no conference rooms. No hotel hallways. No formal separation between “work time” and “everything else.”
Instead, conversations just… happened. On the patio, around the kitchen island, by the pool, along the water’s edge. And that kind of environment is more powerful than it might seem for a team to connect.
Welcome Gift Boxes, A Small Detail That Set the Tone
Before the retreat even started, we made sure each instructor was greeted with a personalized welcome gift box. And while it might sound like a small gesture, it actually set the tone for the entire retreat.
Each box included:
- a personalized cup with their name
- a “hangover kit” (because, realistically… we knew the vibe of a team retreat weekend)
- a notebook for notes and ideas
- a Gap Science t-shirt
- and a custom gift box
It wasn’t about the items themselves. We wanted each person attending a retreat to feel like they were being intentionally welcomed as part of a team.
Arrival Day: Building In-Person Team Connection
Friday, December 10
By the time everyone arrived on Friday evening, there was a noticeable shift in energy.
For many team members, this was one of the first extended in-person gatherings after a long stretch of remote or limited interaction during the COVID period. Even strong, collaborative teams can drift when communication becomes purely digital or task-based.
So the first evening wasn’t structured, it was intentionally simple.
Dinner was a pasta bar set up at the house. Everyone built their own plates and conversations started slowly, then naturally expanded.
No agenda or formal kickoff. Just people, in the same physical space again.
Day Two: Structure, Strategy, and Shared Perspective
Saturday, December 11
The second day was more structured, but in a way that still felt relaxed and intentional.
We didn’t overly pack the schedule and included just enough activities to elevate the energy of the group.
Morning – Slow Start with Brunch
The morning started exactly how you’d want it to:
- sleeping in with coffee in hand
- casual conversations over a shared grazing table
- and mimosas with mix-and-match juices
There was no pressure to jump into work mode and “be productive.” Instead, the focus was simply being present together.
Midday – Team Alignment Meeting
Later in the day, we shifted the tone into a structured team conversation.
This was not a performance review session or a status report meeting. It was a forward-looking alignment discussion focused on:
- what went well over the past year
- where we saw opportunities to grow
- ideas for future courses and content
- and how we wanted to move forward as a team
And one of the most important aspects of this session was it wasn’t top-down. Everyone contributed! Ideas moved across the group, not just from us as business owners.
We believe when communication is only top-down, innovation slows down. But when it becomes shared, we start to build momentum and innovation accelerates.
Evening: A Change of Scenery
That evening, the team headed out to dinner at Twice Removed in Fort Lauderdale, just a short ride from the house.
This break from the home environment created a natural reset after “planning mode” and “relationship-building mode.” But the conversations didn’t stop! They just became more relaxed for a deeper level of connection between team members.
Later that night, we boarded a private boat for a tour through the Fort Lauderdale waterways and enjoyed the city lights reflecting across the surface. But that wasn’t even the best part! An unexpected parade of boats fully lit in Christmas lights moved through the waterways with us.
This became the most memorable and defining moment of the retreat.
Day Three: Capturing the Team We Built
Sunday, December 12
The final morning looked a little different. For the first time, we wanted to capture the team while we were all together.
We had a professional photoshoot that included:
- individual headshots
- group photos
- updated imagery for our website and marketing
At first glance, it might seem like a simple branding task. But after years of fragmented interaction, this was one of the first times the full team was visually documented in the same space.
If you’re not a forensic small business, you may not realize how much this matters for your organization’s identity. Because our audience doesn’t just connect with what we do or what we offer – they connect with who is doing the work.
Key Takeaways From the Fort Lauderdale Instructor Team Retreat
Looking back, a few things became really clear.
1. In-Person Interaction Builds Communication Fast
Even strong, well-connected teams experience a shift when they’re together in person.
Communication becomes faster, clearer, and more natural.
2. Environment Shapes Conversations
A waterfront home created a completely different rhythm of communication and deeper conversations that wouldn’t have happened in a traditional meeting environment.
Where you meet matters.
3. Shared Experiences Stick
You might forget parts of a meeting, but you don’t forget moments like that boat parade.
And those shared experiences become reference points for trust moving forward.
A Practical Takeaway for Instructor Teams
If you’re leading or coordinating a forensic instructor team or training program, especially one that’s distributed by states, countries, and time zones:
You can’t rely on task-based communication alone to build long-term team cohesion.
At some point, you need intentional time together outside of the same day-to-day operations.
Why This Retreat Still Matters Today
The Fort Lauderdale 2021 retreat became the foundation for how Gap Science approached team culture moving forward.
It shaped:
- how we approach team conversations
- how we design future retreats
- and how we think about team connection within a distributed instructor team
It reminded us that connection doesn’t just support the work. In many ways… it is the work.
Next in the Series
The next retreat took place in Cave Creek, Arizona in 2022.
A completely different environment, a completely different phase of team development, and new lessons about growth, structure, and leadership maturity.
