Checking the Charges

Ever see a registration fee for a dance or worship arts conference and wonder why? There are several factors that go into determining whether an event can be hosted free of charge or if registration fees are necessary. I want to share with you a little bit of the happenings behind the scenes to get a better understanding of the charges...

FREE CONFERENCES AND EVENTS
It is easier to host free events when the facility, speakers, and sponsors are able to support or eliminate any financial expenses tied to the event. For my first three dance conferences, I hosted the gathering free of charge (to attendees), but the truth is, I paid for them out of my own pocket as a love offering to the dance community.

For my very first conference in 2003, the church donated the building, although we returned 10 percent of the offering back to the church. The food was donated by members of the church and all of the teachers (three of us) donated their time to teach the participants. For the evening dance concert, we received a freewill offering. What may not have been as obvious were the other expenses that went into preparing: administrative costs (printing, postage, ink), and hotel accommodations (I lived outside of the immediate area and the event started early in the morning). Unfortunately, many of the participants were not big "givers" so there was no profit derived from this conference (and I operated it at a natural loss, but a spiritual gain!)

My second conference moved to a larger facility. Though the church was donated again, we still gave a love offering for participation. In addition, I had to pay for the food to feed the participants myself. Expenses also increased. I now had a website, more printing costs (brochures and registrations forms), postal expenses (mailing out information), decorating fees, and gave the janitor a cleaning fee. We again received a love offering for the conference, but it did not cover the expenditures of the event.

The third conference proved even more challenging. The location that was donated before now came with a rental fee. The conference was still free for participants, food was still included, and administrative costs continued to grow. Since I was working a full-time, well-paying job, this was not an undue burden. To make things even more interesting, I moved to Las Vegas and still hosted this conference in Los Angeles, CA. This meant that I had to travel to get there for meetings and for the conference. (Do you see where this is going?).

PAID CONFERENCES AND EVENTS
After relocating to Las Vegas, the ballgame changed completely for my 4th event. Venue rentals for hotels, churches, and community centers proved to be expensive in this city. Since most people visit Vegas for vacation, I decided to host the event at a hotel. Many hotels have large food and beverage minimums or require hefty fees for meeting room rental space. In addition, bringing speakers from out of town entails flights, hotel arrangements, and love offerings. This did not include sound, decor, administrative costs, or transportation! All of this had to be factored in and a registration fee was charged. Although the experience was phenomenal, the expense far outweighed the return! I learned to make adjustments for the future.

By my 5th conference, I'd learned how to budget more carefully. I scaled down the size of the venue, looked for cheaper meeting room space, and narrowed down the list of invited speakers. I raised registration rates that included food served by the hotel and offered a better conference overall. We ended up being able to meet all budgetary needs for the conference!

I will be hosting my 6th conference in two weeks. Over the years, I have learned that it takes an army of supporters behind the scenes to move into success. Although ministry costs when delivering on a level of excellence, the return on investment always outweighs the natural expenses. There are some hosts who are able to "sponsor" their own conferences and workshops. As value increases, others may buy ad space, make donations, or provide in-kind gifts that will reduce the overall cost of the gathering.

Next time you consider attending a conference based on price, consider all that takes place behind the scenes. There is great value to be found in gatherings of all levels. The key is to consult God concerning which events to attend and seeking Him for the provision. As is is often said, "Where God guides, He provides."

Join us at "Worship, Incorporated," National Worship and Dance Conference August 11th-13th in Las Vegas, NV.

For the exciting details, visit us on our site:
http://www.rainreinreign.com/conference.html

Who's Buying? Who's Flying?

Jesus paid the ultimate price for us to move freely in Him. In the ministry of movement, dancers who plan conferences, special events, retreats, concerts, etc., may need to fly someone in as a guest. On the other hand, going to conferences and events out of our local areas may mean that we need to make travel arrangements ourselves in order to get there. As I was preparing for an upcoming event, I realized the benefit of receiving the price paid on behalf of another.

Searching for airline tickets can be a challenge for many reasons. The following tips will help us make the process easier:

Schedules
If you are purchasing a ticket for a guest, it is a good idea to consider the travel schedule. We may cause the traveler unnecessary stress by booking tickets with layovers that last several hours, do not provide enough time to transfer to a connecting flight, or involves multiple stops before reaching the final destination. If you've ever been in these situations, you may be able to identify with the need for extra prayer along the way.

Also, some travelers may need to arrive after a certain time or fly out early to honor previous commitments to work, ministry, or family. We should ask for these requests in advance and be able to collect this information in writing. When we purchase tickets early, not only will they most likely be cheaper, the best schedule will also be more practical to book.

If it is possible, we should not make our decisions simply based on what benefits our pockets the most. In the best of circumstances, direct flights are preferred. Unless the financial difference is major, blessing our guests with the least stressful journey will be appreciated and remembered.

Carrier
Some airline carriers charge baggage fees, others do not. While many guests may not require us to pay for baggage fees, it's nice to not spend the price of a plane ticket getting the bags to and from the destination. When we are flying, we may decide to "travel light" based on baggage fees. I personally remember one trip where I has to pay over $100.00 in baggage fees alone because I was also vending at a conference! Unless the profit margin is phenomenal, this may not be good for business...

Rewards
Praise God for rewards! Because someone else paid a price for a ticket, I have been able to reap the benefits. For example:

Free Flights: Many airlines reward frequent fliers with round-trip airfare after meeting so many miles or flight segments. In most cases, the person who earned the flight can give his or her reward to someone else! I have been able to fly for free or at a very minimal fee because someone decided to bless me with their miles or free trip ticket. I have saved LOTS of dollars not only for myself, but for ministry guests using this benefit. (Please Note: This is not the same as a "Buddy Pass" which often means that there is no guaranteed seating or schedule consideration. Let's not make things worse if we can avoid them.) Using the rewards system means a guaranteed seat and schedule.

Paid in Full
It is a blessing when someone is able to pay for a ticket to fly us to a ministry event! Even though the passenger benefits, the passenger does not necessarily have to be the one to pay for the journey. The "buyer" and the "flyer" do not have to be one and the same. The bonus is that the "buyer" does not get to claim the miles toward travel rewards, but the "flyer" does! How wonderful it is to experience the grace of God! Even though the flyer may not have had to provide the finances for the journey, it is still acceptable to earn credit for the flight.

Many times, the "price" paid for those invited to minister is a spiritual one. At the same time, we must not take advantage of the good will of others by then demanding first class seating, luxury vehicle transportation, and 5-Star accommodations. Some may have encountered less than ideal circumstances along the way that make this entitlement seem like a requirement. We must search our hearts and motives. There are people in the world who are suffering, sleep in huts, and walk by foot to every destination. We must be thankful for those who are able to provide for the laborers wages, but we must also be obedient to the assignment given to us, even if it means we must be responsible for the journey ourselves. Take flight!

(New King James Bible Version)

John 4:37
For in this the saying is true: ‘One sows and another reaps.’

1 Corinthians 9:11-12
If we have sown spiritual things for you, is it a great thing if we reap your material things? If others are partakers of this right over you, are we not even more? Nevertheless we have not used this right, but endure all things lest we hinder the gospel of

2 Corinthians 8:18-21
And we have sent with him the brother whose praise is in the gospel throughout all the churches, and not only that, but who was also chosen by the churches to travel with us with this gift, which is administered by us to the glory of the Lord Himself and to show your ready mind, avoiding this: that anyone should blame us in this lavish gift which is administered by us— providing honorable things, not only in the sight of the Lord, but also in the sight of men.

How Would You Rate It?

There is a science to conference planning and event management. It may be exciting to think of potential speakers, class topics, dates, and locations, but if we do not plan for the reality of the business side of ministry, we may be headed for failure. Although we all need to hear from God in terms of what He specifically wants us to do, we can use Godly wisdom and expertise when planning events.

One issue that is often debated are registration costs for ministry conferences. In many cases, registration does not cover the complete cost of the event expenses. Because event hosts do not want conference cost to be out of reach, additional fundraising efforts are put in place. Many factors go into determining the price of admission. If the price is set too low, the burden of meeting the financial obligations falls on the event host. If the price is too high, attendance may be low and goals may not be met.

HOTELS
If the event is being hosted at a hotel, there are often costs associated with booking the meeting room space. Meeting room space is often determined by the amount of food & beverage purchased. In the case of most dance conferences, there is little to no F&B, so meeting room space is often charged to the organization by a daily rate. Depending on the size of the room, this could cost thousands of dollars! When purchasing food & beverage, the hotel will usually offset the costs of the meeting space by the amount of food purchased. If a pre-determined minimum is met, this will often result in low-cost to no-cost meeting room space.

Upon signing a contract with the hotel, an initial deposit is usually required, ranging from several hundred dollars to several thousand depending upon where the event is hosted and the projected total cost. Since this money is needed up front, event hosts may run an "Early Bird" Registration Rate to raise enough capital to cover these costs. As the event draws closer, several payments can be made to the venue, with payments usually due in full a few days before the event.

When dealing with hotels, we must be careful not to overestimate our attendance or amount of rooms needed, as this may end up costing us BIG BUCKS! Looking to cancel less than 30 days before a scheduled event? Be prepared to pay the piper. We may want to run the contract by a lawyer or other experienced event planner so that we do not run into any potentially devastating financial surprises. Even churches are charging facility usage fees that require a signed contract. Let's be sure to count the cost before building.

TRAVEL & ACCOMMODATIONS
If using speakers from outside of the event area, there are often travel costs associated with hosting them. Although some conferences encourage speakers to cover their own travel costs, many others provide travel arrangements and sleeping rooms for out of town guests at the expense of the ministry.

If the event is planned far enough in advance, we can save money on airfare and book our guests during optimal flight times or preferred airline carriers (all carriers are not created equal!). Hotel rooms may also be booked on behalf of the speakers, and in some instances, speakers may share rooms. Be sure to obtain permission before pairing up a speaker with a roommate.

Hotels charge a nightly rate for sleeping rooms, with payment in full due at check-out. If the event runs more than 2 days and several speakers are involved, this could also cost thousands of dollars. If you are not covering room service and incidentals, be sure to inform your speakers that these charges will be their responsibility. Regular Registration Rates may cover these costs, as well as go toward any related F&B.

ADMINISTRATION & MISCELLANEOUS EVENT EXPENSES
In many cases, there are other areas that event hosts must spend money. Need a conference logo? Planning to send out flyers? Handing out registration bags? Printing conference booklets? Hiring someone to design the location atmosphere? Hosting a dinner for speakers? Need a 1-800 number? Need a website? Shall I go on?

Conference extras can be the saving grace or the destruction of our ministry events. Little amounts can add up to much if we are not prepared for them. We must pray to determine if we really want or need something when it comes to our plans. What is not necessary is an expendable item. Let's make sure to have the needs in place before purchasing the optional items. Late Registration Rates may cover the printing of conference materials, but flyers and other promotional materials may need to take place earlier.

HONORARIUMS & LOVE OFFERINGS
We will not get into whether we agree or disagree with honorariums vs. love offerings. The reality is that bringing in speakers costs. Registrations and fundraising efforts can help offset the costs of these. If possible, we should try to have checks ready in advance and in envelopes so that we handle business with the greatest level of care and discretion.

LAST MINUTE NECESSITIES
Speakers may need transportation to and from the airport. If a car, van, or limo rental is needed, this is a cost the organization usually incurs. Gift baskets and welcome packets are other nice items to include for special guests. If we are providing meals for speakers or other allowances, we should factor this into our projected budgets. At-the-Door Registrations may provide some petty cash or money to help settle the final hotel bill.

REALITY CHECK
If we do not give people incentive to register early, we may not have the funds we need in time to meet our obligations. For many conferences, Group Registrations are offered discounts for booking a certain minimum number of registrations. Many people wait until the last minute to pay for registrations. If the majority of delegates did this, the event may be in jeopardy of cancellation.

Running a successful event takes more than faith. Our faith must have works to go along with it. We must pray and seek God and exercise good judgment when planning events. When we find out what works, we know that God will be pleased with our stewardship.

New King James Version

1 Chronicles 28:19
“All this,” said David, “the LORD made me understand in writing, by His hand upon me, all the works of these plans.”

Psalm 127:1
Unless the LORD builds the house, they labor in vain who build it; Unless the LORD guards the city, the watchman stays awake in vain.

Luke 6:48
He is like a man building a house, who dug deep and laid the foundation on the rock. And when the flood arose, the stream beat vehemently against that house, and could not shake it, for it was founded on the rock.