HOST A CONFERENCE
Ministerial Requirements
Dear Pastor/Church Leader,
Warmest greetings, in the name of our Lord and Savior, Jesus Christ. It is our honor to be considered for an invitation to minister at your church.
Pastor Lynn Hayden normally travels with her assistant, but occasionally ministers alone. The following describe the basic and ordinary ministerial requirements. However, any or all may be modified to suit your particular situation or event.
It is our pleasure to serve you and your church body in any capacity, particularly through the arts. Please allow us to help you (or whomever is the assigned coordinator) put together a powerful, life changing conference that will propel your church to the next level in Him.
We will continue communication with the coordinator from now until the time of the event. If you have any questions, please do not hesitate to contact our ministry. I look forward to hearing from you soon. Until then, I am:
Dancing For Him, Lynn M. Hayden
WILL YOUR CHURCH WORK?
If you can answer these next few questions affirmatively, then we can proceed to the remaining details and initial contact.
1. Will your sanctuary or fellowship hall hold 80-100 “moving” people? If it is going to be in the sanctuary, are some of the pews/chairs moveable? Does this sanctuary area have an excellent sound system already in place? Sound quality is utmost! Gyms do not work well. Does the sanctuary have a platform?
2. Is your church less than 1 hour from the airport?
3. Are the hotels less than 20 minutes away from the church?
4. Are there restaurants less than 20 minutes away from the church?
5. Is the church easy to find or access for those who will be driving?
6. Do you have a dance team or a small group of volunteers that would be willing to help Dancing For Him before, during and after the event (set up; clean up; transportation, etc.)? We would need people on Thursday afternoon (Wednesday afternoon if it is on the West Coast) and a sound person to do the sound check on Thursday afternoon.
7. Is your church with in the continental United States? Those churches outside of US borders will need to discuss different arrangements with Pastor Lynn. Thank you.
COST TO THE HOST OR HOST CHURCH
With the exception of meals for Pastor Lynn and her assistant and that which is offered or volunteered, there is absolutely no cost to the host church In times past, the host church would pay for airfare for two people, hotel and meals for two as well as an honorarium of over $2000.00. NOW, Dancing For Him Ministries incurs all the expenses and keeps all the workshop registrations to cover cost. So this format saves the church around $4000.00.
WHO PAYS REGISTRATIONS?
Any and all church and dance team members who would like to attend must each pay the appropriate registration fee in the appropriate time frame. The host coordinator and one assistant, with whom Pastor Lynn will be in constant communication, may attend for free. Of course, anyone outside the church membership who would like to attend would pay the conference fee as well.
EVENT PROMOTION
Dancing For Him Ministries (DFH) will do most of the advertising through its own e-mailing list and web site.
If the host wants to do their own local advertising (through fliers, newspaper, radio, etc.), that would be up to them and they would be completely responsible for any and all expenses associated with that endeavor. Local advertising is optional, but encouraged and recommended. In other words, DFH will not be charged for any unexpected expenses.
TRAVEL
If a location is more than an hour and a half away from Pastor Lynn's residence, she will fly to the closest airport. She would possibly be flying with or meeting her traveling companion. A volunteer (from the church or dance team) would need to pick her/them up from and bring her/them back to the airport at the appropriate times.
LODGING/MEALS
If Pastor Lynn is traveling alone, she prefers to stay with someone willing to house a minister in their home. This could be either the conference coordinator, or another responsible person (female) or people (couple or family) who attend the host church and who have a quiet extra room and would be willing to provide a light breakfast in the morning. If she is traveling with her assistant, they both prefer to stay in a host home. However, it it is not possible for both of them to stay with church members, they are willing to stay at a motel/hotel near the meeting location. One that has a continental breakfast is best. DFH will pay for the hotel and would just need the name and phone number to make arrangements. They would much rather get to know the people, though and stay in a host home.
During the conference, light, healthy fare is appreciated. Many hosts will have people in the church who love to cook or make sandwiches and salads. They bring them in and we stay right there at the church to eat, rather than going out. Sometimes, when there is more time, like on Thursday night the host likes to take us out to dinner after we've set up. As time draws more near an event, we can talk in more detail about meals.
In any event, if not staying with a volunteer who is offering transportation, a responsible volunteer will be needed for transportation to and from the home/hotel early enough to be at the church at the appropriate time. Promptness of the volunteer is utmost!
We usually stay for the Sunday morning service at the host church. Therefore, we are free to leave either that afternoon or Monday morning. We can also travel on Sunday morning if you choose. Either way, we’ll need a volunteer to drive us back to the airport at the appropriate time.
SET UP
In order to be well rested for ministry, it is better for DFH ministers to arrive the day before the event. For West Coast events, Pastor Lynn must arrive two days before to account for jet lag. The person who volunteers to pick Pastor Lynn up at the airport will need to take her to the church immediately, to set up her tables. We’ll need to make sure the church will be open and the conference room is clean and ready before arrival. We'll need a few volunteers at that time to help fold hand outs, tear name tags, put packets together, and help Pastor Lynn with her products.
At that time, she will need a few volunteers to help set up about four or five 6’-8’ cafeteria-type tables for the product area. These should be in the same room where she’ll be teaching or at least near the entrance/exit where people will be coming in or leaving.
We’ll also need two 6’-8’ cafeteria tables for the sign in/registration area, wherever that may be, as well as one smaller table in the area where Lynn will be teaching. This needs to be big enough for iPod speaker system, notes and books.
It would be nice if someone would volunteer to make some simple signs to direct the public to the conference area as well.
CLEAN UP
After the event is finished, clean up will need to follow immediately (after the Saturday evening event). Often, the church will need to be put back in order perfectly (as if nothing had previously taken place). Therefore, we will need as many volunteers as possible.
Pastor Lynn will also need helpers to put her belongings away (products, etc.). She is ordinarily totally exhausted (spiritually, physically, mentally) by that time and will especially need help then.
MUSIC
Pastor Lynn brings her own iPod for class and ministry time. It is ideal to have the iPod connected directly into the house sound with an eighth inch reducer. If this is impossible, then a mic with a stand can be placed in front of Pastor Lynn's iPod speaker doc.
SOUND
Pastor Lynn prefers to have a “hands free” microphone available the entire time (head set or lapel). Please have the appropriate extra batteries available. We’ll need a sound person to run the soundboard (at least initially and during the Saturday evening dance concert). As long as the board is initially adjusted upon arrival on Thursday, it should be fine until Saturday evening. She’ll also need a hand held microphone for activities and testimonies, etc.
LOVE OFFERING
Most workshop coordinators (or someone who feels gifted to do this) receive a love offering for Pastor Lynn during the evening worship service as well as the Saturday evening concert. This gives the participants an opportunity to be a blessing and give.
OTHER NEEDS
The day of the event, Pastor Lynn will need a couple of volunteers to be there a half an hour early to open the doors, turn on lights and heat/air (where applicable) and then be ready to greet the people. They will need to be responsible people who can manage last minute registrations and handing out ‘hand outs’ and name tags, etc. They must be friendly and alert.
During the product table sales times, Pastor Lynn would appreciate a couple of volunteers to help her with that. She'll need one person to just bag products and put a thank you note in them and one person to help with the sales.
We'll also need to have several Kleenex boxes available for ministry times.
If her assistant is not with her, Pastor Lynn will need at least one person to kind of “watch out” for her to make sure she drinks plenty of water and breaks for lunch and dinner. Lynn tends to give without stopping and needs a friendly reminder. A volunteer will also be needed for transportation to the local restaurants for meal breaks and back. Other specifics may be communicated as the event draws near.
PASTOR’S RESPONSE
Step one, in event coordination, is a confirmation letter or phone call from the Pastor, Pastor’s secretary, administrator, or dance leader stating their agreement with all the above requirements. Then we need to set a date.
One step at a time, the accomplishment of a successful workshop/conference is attainable. We always give glory and honor to our Lord for the tremendous work that He accomplishes through His willing vessels.
Thank you. I look forward to hearing from you. Blessings!
CONTACT US ABOUT HOSTING EVENT: lynnmhayden@mac.com
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