Host A Conference

GUIDELINES AND INFORMATION

Please make sure your Pastor or church administrator either reads or understands and agrees to the following page, before we secure a conference date. Also, whomever will be the conference coordinator must read and understand the entire page.

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 ministers alone, but occasionally travels with a ministry partner. 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 50-80 "moving" people? 
  2. If it is going to be in the sanctuary, are some of the pews/chairs moveable? 
  3. Does this sanctuary area have an excellent sound system already in place (able to play an iPod from the platform)? Sound quality is utmost! 
  4. Does your church have a “hands free” microphone (head set or lapel)?
  5. Gyms do not work well and we prefer not to use them. 
  6. Does the sanctuary have a platform? 
  7. Does the sanctuary have carpet?
  8. Is your church less than 50 minutes from a major airport?
  9. Are the hotels less than 15 minutes away from the church?
  10. Are there restaurants less than 10 minutes away from the church?
  11. Is the church easy to find or access for those who will be driving?
  12. 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) to help set up the information on the registration tables and a sound person to do the sound check on Thursday afternoon.
  13. Are you and your church/team confident that you can personally recruit at least 20 people to be full paid participants in the event (from your church and local area churches)?

Is your church with in the continental United States? Those churches outside of US borders will have different arrangements. You may read them here.

Those churches/organizations who desire Lynn to teach at your event will have different arrangements. You may read them here. 

COST TO THE HOST OR HOST CHURCH

With the exception of lodging, meals and transportation (back and forth from the airport/conference location) for Pastor Lynn and possibly her assistant and that which is offered or volunteered, as well as all those in the church who register and pay their conference registration fees,  there is very little cost to the host church (see specific details below).

In other words, in years past, the host church used to pay air fare and all conference expenses along with an honorarium. Now DFH pays for Pastor Lynn's air fare, advertising and does all the administration. 

WHO PAYS REGISTRATIONS?

Any and all church and dance team members who would like to attend must each pay the appropriate registration fee within the appropriate, scheduled time frame. The host coordinator and one assistant, with whom Pastor Lynn will be in constant communication, may attend for free. The assistant should be able to help out at the registration table early on Friday and Saturday mornings. 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 pay her own airfare and fly to the closest major 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. It is easiest to meet in the baggage claim. 

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. If it is not possible for either of them to stay with church members, they are willing to stay at a motel/hotel near the meeting location. However, that hotel expense would be the responsibility of the host church (not DFH). One that has a breakfast included is preferred. If it is in the hotel restaurant, the bill will be added to the room. 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. Also, please make sure Lynn has plenty of bottled water, as while teaching, she drinks water continually. Click here to see what kind of food Pastor Lynn prefers.

While not expected, it would be nice, since the meals will be very simple and light, to include some of the students (from the on line school) that may accompany Lynn. They will be asked to bring or buy their own lunches and dinners on Friday and Saturday, but it would be nice if we could all fellowship together. So, again, while it is not a requirement for the host church, it is a request if you have people who will like to bring in food. 

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! Along these lines, as soon as the Friday evening session is complete, please make arrangements for someone to take Pastor Lynn back to the host home/hotel immediately. Once she says good bye to everyone on Saturday evening, please make sure she will be able to leave right away (not wait until everyone is gone and then lock up). Thank you.

On very rare occasions, Lynn stays for the Sunday morning service at the host church. However, she typically will need to leave for the airport very early Sunday morning in order to be back at the office on Monday. 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 products. We'll need to make sure the church will be open and the conference room is clean and ready with tables set up, before arrival. We'll need a few volunteers at that time to help fold hand outs, tear name tags (if we have them), put packets together, and help Pastor Lynn with her products.

Before Pastor Lynn arrives, she will need a few volunteers to set up about three to 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 one 6'-8' cafeteria table for the sign in/registration area, wherever that may be, as well as one smaller table in the area where Lynn will be teaching, on the platform. This needs to be big enough for iPod speaker system, notes, water, snack and books. Again, it is important that these tables be set up before Pastor Lynn arrives, because once she is there, it takes about two hours to just arrange the products, registration area and sound check.

Also, we'd appreciate your placing clean, plain (no pattern) matching table cloths on the tables before she arrives.

It would be nice if someone would volunteer to make some simple signs to direct the public to the conference area as well. 

SHIPMENTS

Immediately following the conference that precedes yours, Lynn will be sending two Priority Mail boxes to your church address. These will be some products and product table items she'll need for your event. Later, there will be one large UPS box that will arrive at the host church. These will be products from DFH's shipping company. Finally, there may be small, miscellaneous packages that contain hand out material (catalogues, etc.). 

If no one is at the church facility during the day, but then receive notices from the various postal services, please be sure to pick up the items no later than two days before the event. Or if no one is at the church office normally, you may provide a good address to where they may be delivered (at least one month before the event). These products must be waiting on the covered pre-set tables, before Lynn's arrival. 

Once she arrives at the church, it takes normally about two hours to organize and put out the products and registration information, do a sound check, etc. You may open them ahead of time and set out the contents on the tables to save time, if you like. Then Pastor Lynn will just arrange them. We need to keep the empty Priority boxes to use in sending things to the next conference. However, the large box may be discarded.  

CLEAN UP

After the event is finished, clean up will need to follow immediately (after the Saturday evening concert). 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 must 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 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 conference coordinators (or someone who feels gifted to do this) receive a love offering for Dancing For Him Ministries during the Friday evening worship service. This gives the participants an opportunity to be a blessing and seed. 

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 sound, 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. It would be nice if they were part of the crew present on Thursday afternoon to learn how to process registrations.

During the product table sales times, Pastor Lynn would appreciate a volunteer to help her with that. She'll need one person to just bag products and put a thank you note in them and possibly one other person to help with the sales (depending on the size of the crowd).

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. Other specifics may be communicated as the event draws near. 

STEPS TO SECURE A DATE

  1. Step one, in event coordination, is a confirmation email from the Pastor, Pastor's secretary, administrator, or dance leader/coordinator stating their agreement with all the above requirements. 
  2. Once you get permission/agreement with your leadership, contact Pastor Lynn about any dates that may be available, so I can pray about it. Not every inquiry results in a conference. She prays about each event.
  3. Once we have a solid date, then we’ll need a list of local information from you (listed below). We can not hold open any dates for anyone. Only when we will have gone through all the steps and I have the local information will I reserve a space. 

LOCAL INFORMATION

  1. Your dance team's name (if any)
  2. Your Pastor's name
  3. Your church's name, address and phone #
  4. Name and acronym of the closest major airport 
  5. The Names, addresses and phone numbers of at least 3 closest hotels 
  6. A Written blurb about or list of the area restaurants
  7. Your name, phone #, email address and waiver
  8. The name, phone #, email address and waiver of your assistant, who may come for free and who will assist with registration/set up, etc.

Please do not send local information until you’ve completed steps 1-3 for securing a date.

One step at a time, the accomplishment of a successful 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. we look forward to hearing from you. Blessings!

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CONTACT US ABOUT HOSTING EVENT: hosting@dancingforhim.com