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. In a Friday night/Saturday all day conference, Pastor Lynn will arrive before 12:00 Noon on Friday.
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 (if a West Coast location, it would be on Thursday afternoon). In a Friday night/Saturday all day conference, depending on when the flight arrives, we may need to stop somewhere for lunch before going to the church to set up.
We will need to make sure the church will be open and the conference room is clean and ready with chairs already moved and tables with cloths already set up, before Pastor Lynn's arrival.
Before Pastor Lynn arrives, she will need a few volunteers to set up about four to five 6'-8' cafeteria-type tables with clean, plain (no pattern) matching table cloths for the product area. These should be in the same room where she'll be teaching or at least very near the only entrance/exit where people will be coming in or leaving.
We will also need one 6'-8' cafeteria table for the sign in/registration area, wherever that may be.
She will need one smaller table and chair in the teaching area, on the platform. This needs to be big enough for iPod speaker system, notes, water, snack and books.
These two tables don’t necessarily need table cloths, but if you have them, they would look nice.
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 on the pre-set up tables, registration area and do a sound check. This is vital that it be set up ahead of time.
Please keep in mind that Pastor Lynn will have spent often many, many hours in preparation, packing and travel. She often arrives at the conference location completely exhausted and will need to just set things up on the tables so she can then eat quickly and go to sleep. Or in the case of a Friday morning arrival, will need to set up and pretty much go right into teaching.
Thank you so much for your kind consideration in taking care of her physical needs by having everything set up ahead of time and getting her to the host home or hotel by 8:00 PM (or 10:00PM for a Friday night/Saturday conference) at the very latest. It is vitally important that she be well rested for the intensity of the conference.
It is also requested and advised that the chairs in the sanctuary be moved before she arrives. Often conference hosts will ask the men of the church to help after Wednesday night service (if you have one). Many hands make light work.
It would be nice to have one chair behind the product table, one chair up on the platform by Lynn's teaching table and one or two chairs behind the registration table.
For setting up, it is nice to have several chairs temporarily placed in front of the product table, so the boxes of products and suit cases may be placed on them. This way, the products are easy to reach to be placed on the tables (rather than bending to the floor and back up). Once we’ve emptied the boxes and suitcases, we can remove the chairs.
It is nice to have several chairs lining the perimeter of the facility, in case some have to have a chair. Also, it serves as a nice place for people to put their belongings.
We will need a few volunteers on Thursday afternoon or Friday afternoon (when Lynn arrives) to help tear and insert name tags, set up check in and check out areas, and help Pastor Lynn set up her products.
Once registration and product tables are finished being organized, Lynn will teach two volunteers how to greet the people and receive new registrations. She will also teach them how to receive credit card payments for the products and how to help at the product table. These two volunteers who are there on Thursday afternoon and learn must also be able to help early on Friday morning (or Friday afternoon if Friday night/Saturday conference) for registration and help during product table times. Often, Lynn will have on line students there to help, but if she does not, we will need two helpers that can learn on Thursday (or Friday afternoon) and help on Friday afternoon and Saturday morning. Thanks!
It would be nice if someone would volunteer to make some simple signs to direct the public to the conference area as well.
Immediately following the conference that precedes yours, Lynn will be sending one or two Priority Mail boxes to your church address. These will be some products and product table items she will 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, once you 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 chairs in front of the tables, before Lynn's arrival.
You may open them ahead of time and set out the contents on the tables to save time, if you like. This is especially helpful if she can only get a later flight. 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.
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.
Pastor Lynn brings her own iPod for class and ministry time. It is important to have the iPod connected directly into the house sound with an eighth inch reducer, so she may control it from the platform. She changes songs often and can not have her iPod back in the sound booth. It must be played from the platform.
Pastor Lynn must have a "hands free" microphone available (head set or lapel). She will also need a "hand held" microphone the entire time. Please have the appropriate extra batteries available.
She plays music and talks over either mic a few times during the conference, so both must be heard clearly. Early sound preparation is vital.
We will need a sound person or at least someone who has a good grasp of the soundboard to do a sound check and set up the iPod from the platform on Thursday, or Friday afternoon (depending on the type of conference) upon arrival. They or someone with a working knowledge of sound must run it during the evening dance concert.
As long as the board is adjusted upon arrival on Friday afternoon (or Thursday), it should be fine until Saturday evening. The sound must be checked early in the afternoon on Friday, if it is a day and a half conference (or the day before the event if a 2 day) because we will be playing music immediately at the start time (Friday afternoon for day and a half conference; or at 7:45AM on Friday morning for 2 day). Coming in on Friday morning (for the 2 day) or Friday late afternoon (for the 1.5 day) to do the sound check will not work. People will be coming into an atmosphere of worship. This MUST be done well in advance. Thanks.
While not required or requested by Pastor Lynn, most conference coordinators like to receive a love offering for Pastor Lynn during the Saturday evening concert. This gives the participants an opportunity to be a blessing and seed into Dancing For Him Ministries, and helps her with ministry expenses.
Should the host need to have help with their expenses (Kleenex, toilet paper, food, etc.), then the offering for Pastor Lynn will be done on Friday evening, and the host will be welcome to take a second offering for themselves on Saturday evening.
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 (12 and 5 on both Friday and Saturday and 8:30PM Friday), Pastor Lynn would appreciate a volunteer to help her with that. She will 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 will 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.
Here is an 18 minute video from a previous conference host. You may find this helpful.
Please fill out this form and submit it as soon as possible. Conferences must be set up 8 months to one year in advance. Once your form is received, reviewed, prayed about and posted, it will be official and no one else may take your place on the calendar. I will then send you the link so you may double check to make sure I have all the information posted correctly. Then we will begin promotions and I will also get the airline ticket. Then I will send you a coupon code so you and your assistant may come for free. (details on that in STEP 1).
Please do not send this local information until you’ve completed steps 1-2 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!
Contact us about hosting an event: [email protected]