If you can answer these next few questions affirmatively, then we can proceed to the remaining steps.
There is very little cost to the host church. They are responsible for lodging for Pastor Lynn (or the main instructor who is sent) and possibly an assistant; all meals while there; and transportation (back and forth from the airport/conference location); Kleenex and bathroom paper products; as well as all those in the church who register and pay their conference registration fees (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, printing, web design, posters, carries all the many associated ministry expenses and does all the administration. This makes it very easy and inexpensive for the host church.
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.
If your group registers and wants to qualify for the group rate, it must be at least 5 fully paid, participating adults. This would exclude you and the assistant (as you two would be free). In other words there must be 5 people who pay the registration to count as a group for the group discount. If you would like to add other people after a certain cut off date, that additional person/people would pay the group rate appropriate for the particular time frame.
*The host and the assistant must still register (preferably as soon as it is posted) so we will have their waiver forms and ask to receive a coupon code to get a discount of whatever the earliest cut off rate is for that particular conference. So, if the host and the assistant register before the earliest savings cut off date, it will be free. If they register after the early savings cut off, they will receive a coupon code that will subtract the earliest savings cut off amount from the current rate.
Dancing For Him Ministries (DFH) will do most of the advertising through its own e-mailing list, Facebook 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. DFH will create a poster that you may print out to post around to other churches, should you desire.
With the exorbitantly rising cost of travel and many other expenses associated with the ministry, there must be a minimum of 30 people with paid registrations by the early savings date for Pastor Lynn (or another teacher) to come. This is when she purchases her airline ticket. If there are less than 30 people registered, she will discuss with the host, individually, the possibility of postponement until the following year. So it is vital that the host be confident that they can encourage at least 20 of the minimum 30 people to attend, by spreading the word locally to area churches, teams and ministries.
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. Or Pastor Lynn will call the host (once she picks up her luggage) who would wait in the cell phone lot. Then Pastor Lynn would meet them out at the curb side pick up area.
If not staying with someone who is coming to the event, a responsible volunteer will be needed for transportation to and from the home/hotel early enough to be at the church conference location at the appropriate time.
Promptness of the volunteer is utmost! Along these lines, as soon as the Friday and Saturday evening sessions are complete, please make arrangements for someone (other than the one who needs to lock up) to take Pastor Lynn back to the host home/hotel immediately after saying good bye to everyone. 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, she'll need a volunteer to drive her and possibly her assistant, back to the airport at the appropriate time. Thank you.
Should the host church cancel the event, for whatever reason, they will be responsible for all pre-conference expenses, paid to DFH immediately upon cancellation notice. This includes cost of the instructor's air fare and all pre-registrations. It is vital that once an event is posted that it continues and does not cancel for any reason.
Should DFH have to cancel (this has only happened only about 3 times in over 20 years), Pastor Lynn will refund the pre-registrations.
Hours of preparation, prayer, advertising, web design, art work, etc. go into setting up a conference. It is advertised to over 8000 people on the DFH mailing list and over 5000 in Facebook. Also, once DFH pays the Facebook managers to post it in the events section, it can not be removed (without much difficulty). More importantly, though, attendees make plans well in advance. They take days off of work and sometimes purchase airfare way in advance, in faith that the host church will follow through with the event. It is vital that the entire church leadership is aware of this, has approved and is aware of the event before filling out the form on step 3.
The form on Step 3 is your secure agreement. That is your “contract” if you will. It is very serious business that we have absolute agreement that the church does not cancel. That is why it is so important for you (the host) to read and understand all of the information in the host pages and that leadership confirms and secures it on all the church’s calendars (so no cross communication between departments) before your space can be reserved. I’m sure you can imagine the devastating ripple effect if a church were to cancel an event, wreaking havoc in the integrity of both your church and DFH. Thank you for taking it seriously and remaining true to your word while upholding the contract.
If Pastor Lynn is traveling alone, she can 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 can stay in a host home.
If it is not possible for either of them to stay with church members, they can 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 the only breakfast is in the hotel restaurant (not an included buffet), the bill will be added to the room. It is nice to get to know the people, though and stay in a host home, which saves the church a hotel expense.
During her/their stay, the host is responsible for all of Pastor Lynn and possibly and assistent's meals. Light, healthy fare is appreciated. Many hosts will have people in the church who love to cook or make sandwiches and salads or casserole. They bring them in and we stay right there at the church to eat, rather than going out. If church members are preparing meals for the host and the team, Pastor Lynn will join you and share in that meal. In other words, please, no need to fix anything separate or special for Pastor Lynn. Sometimes, when there is more time, 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.
While not expected, it would be nice, since the meals will be very simple and light, to include your dance team and some of the students (from the on line school) that may accompany Lynn. They will be asked to and be prepared 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 only if you have people who would like to bring in food.
Since the conference begins with worship, first thing in the morning, please do not provide coffee, donuts, muffins and such to the attendees. It is important that people begin focusing their attention on the Lord in worship and not be distracted by food and fellowship. If you desire to offer it to your team and it can all be put away by 7:30 am, in preparation to begin receiving guests, that is fine. But please do not make this available after 7:30AM. Thank you.
If she is staying in a host home: In the morning, Lynn prefers: 2 Cups of strong coffee with sweetened non-dairy creamer (favorite flavor is the Sweet Italian Cream, but any flavor is just fine ); some simple fruit (like blueberries, raspberries or banana); a hard boiled egg or some sort of nuts (any kind). Another option would be a bagel, English muffin, bran muffin or whole grain toast with margarine. Apple juice (for medication in the AM only, water the rest of the day). Please remember she will only be eating 2-3 small breakfasts, so no need to go overboard. These are only suggestions to get one or two of the items. No need to get them all:)
If she is staying in a hotel that has a breakfast buffet, there is no need to give her any extra breakfast items. Thank you.
There is no need to provide snacks while Pastor Lynn is teaching. She is entirely focused on the conference. Please have someone keep an eye on her water bottles, though, as she drinks continually throughout the day.
During the lunch and dinner breaks: she appreciates either a healthy dark green salad, tuna sandwich, baked fish, or any kind of light and healthy meals that someone in the church might like to prepare. Or, if need be the host can order in Subway or Panera Bread, for example. She tries to stay away from meat and dairy (as per her cardiologist). Really, though, what ever the host provides will be greatly appreciated. Again, if church members are preparing meals for the host and the team, Pastor Lynn will join you and share in that meal. No need to make something special.
Please keep in mind that there is no time to go out to eat during the conference and it is best to bring the meals in the church.
For more important details specific to the conference set up, please read through STEP 3 - SET UP. It is important that you eventually read all the hosting details found on these pages.
Now on to: Step 2 - Secure A Date...