Motivating and inspiring your team is among the financial and business expert’s main principles for courageous leadership, which range from big picture items such as vision, communication and relationship to the nitty-gritty like debt and time management. Here are some of Ramsey’s tips for recognizing employees:

➔ Recognize in writing.
➔ Recognize in front of peers.
➔ Recognition doesn’t have to be expensive.
➔ Remember birthdays.

Learn more about Dave Ramsey here.

Taxes
Canada’s Foreign Convention and Tour Incentive Program  offers reduced tax incentives for international groups that hold their meetings in the country. For rebate information, requirements and forms go to the FCTIP website.

Passports
Passports are required for any air travel outside the U.S. and its territories. They’re no longer cheap (for adults, $135; for kids under 16, $105), can take up to two months to process, and first-timers must apply in person. For forms and info, go to travel.state.gov/passport.

Mobile Phones
The new iPhone 4S is a world phone. It can be bought from AT&T, Verizon and, for the first time, Sprint. Even if you get your iPhone 4S from Verizon, whose CDMA network is incompatible with the GSM networks used in most other countries, you’ll still be able to make calls overseas, either through Verizon or by inserting another carrier’s SIM card. Whatever mobile phone you use, you should call your wireless provider to make sure it is ready to make and receive calls in a foreign country. You can also check with your carrier for the exact rates in the countries where you’ll be traveling. Calls will be charged on a per-minute basis. For subscribers with U.S. cell phone service, domestic voice, text message or data plans do not apply when traveling in another country. SMS text messaging is typically the cheapest way to communicate with people in the country where you’re traveling and also with people back home in the U.S.

Attendee Info
Create your own international tip sheet for attendees and include with event information.

Online Resources
The State Department posts current travel warnings and alerts on its site at travel.state.gov, which also has passport information. While the customs process has become more streamlined there are still certain restrictions and requirements. For specific dos and don’ts, choose “Tips for Traveling Abroad” on the international travel page. Lonelyplanet.com is also a useful site for international travelers. Users can click on the world map for information on global destinations, including crime and practical concerns.

<< Return to International Understanding

Site Selection and Negotiations

1} Reach out and don’t be afraid to go after the city you want, but keep your cards close and do your shopping first. Don’t declare your top choices right away.
- Stephen Hahn, Marriott International

2} Get together with the rest of your planning staff before you begin negotiations and decide on a price ceiling. We’re not under the illusion that we can stay at $79 or $89 a night forever, but we come up with a range of what hotels might give us and what our participants are willing to pay. We basically look at our history and come up with a steady progression of price increases. If a city can’t give us the price we need, we walk away. We don’t waste that city’s time.
- Rachel Swartzendruber Miller, Mennonite Church USA

3} Don’t base site selection entirely on price. You’ll always find people who are prepared to underprice their services just to get business. But how good and reliable are they? Next time you’re tempted to make a buying decision based entirely on price, think again.
- Susan Friedmann, “Meeting & Event Planning For Dummies”

4} Sit on the contract a while before you sign. Realize that hotels have room to bend a little. With that said, however, look for the hotel that will give your participants the best overall experience. Sometimes that will mean added cost to you (it may not be the best offer/proposal), but our end goal is always to give the participants a great experience that will make them feel that their investment was worth it.
- Aileen Reid, Church of God of Prophecy

5} I always have a few extra rooms in my “basket” – five to six extra rooms for those people who walk in and ask if we have rooms. I ask that attendees cancel with me rather than the hotel, because I keep a running waiting list of attendees so I can replace any canceled reservation. I start the wheels turning with the hotel early so that I can make changes and still maintain the integrity of the room count with the hotel without worrying about attrition. We have got to work together as a team.
- Margie Cody, Florida General Baptist Convention

6} Of course you always want to get the best deal, but you also have to be mindful that you’re representing a religious organization and you need to do that in a godly manner.
- Sherry Eschenberg, Presbyterian Church in America

7} Always stop in and check out the public restrooms in the hotel or facility.
- Stephanie Hudson, Providence Events

8} Before contracting a hotel or convention center, ask if it utilizes a union labor force and specifically which departments are in the unions.
- Monica Compton, Pinnacle Productions Inc.

9} If a destination or property is new to you, go beyond the site visit tour and really experience a property, putting yourself in your attendees’ shoes. If possible, visit on your own and spend some time in the lobby.
- Cynthia Rich, independent planner

Communication
E-mail, site visits, phone calls

10} Don’t be afraid to stay in communication. Be willing to ask basic questions like ‘How do you like to keep in touch?’ Some people are phone people and others prefer e-mails.
- Pat Davis, The Protestant Women of the Chapel

11} Remember the old real estate axiom – location, location, location? Well, think instead: communication, communication, communication.
- Rachel Swartzendruber Miller, Mennonite Church USA

12} It seems obvious to do a site visit for an event, but sometimes there isn’t adequate funding – especially for new events – to travel and see the facility beforehand. This can cause major issues. To lessen those problems, communicate all your needs to the host location and facility beforehand, especially if you don’t see the site in advance.
- Will Engle, American Volleyball Coaches Association

Going Green
Recycling, teamwork, goals

13} Encourage and award attendees for going green. Hand out “I was caught green-handed” buttons or offer contests for practices like carpooling and recycling, allowing the winners to go first in the food lines.
- Nancy Wilson and Cathy Kretz, CMPs, from their green meetings webinar

14} Have processes in place to make sure everyone understands their goals. Document everything you’ve done, the good and the bad. The most effective learning tools are the barriers and obstacles you’ve overcome.
- Kimberly Lewis, U.S. Green Building Council

15} Going green is not just one step. It’s a journey, and it’s important to set up a green team to come up with what your organization’s goals are and to assess your progress, your failures and your successes.
- Tracey Messina, Convene Green Alliance

16} Many green practices can be cost-saving or cost-neutral for both the supplier and the planner, including using china service rather than disposable dishware at meals, requesting that hotels change linens every other day and moving registration online to drastically reduce the cost of postage and paper.
- Amy Spatrisano, Meeting Strategies Worldwide

17} Make sure extra food is being donated and promote that fact to raise awareness among attendees and your organization.
- Joan Eisenstodt, hospitality consultant and educator

Meeting Fundamentals
Budgets, RFPs, programs

18} Always show up early for meetings and/or site visits unannounced. In that time, walk around, interact with staff members and ask questions so you are confident they will be able to help your guests should they have questions.
- Terry Tycholis, Can-Am Police-Fire Games

19} Keep in mind the things attendees hate: waiting in line, jam-packed schedules, PowerPoint, being talked at by speakers, bad food, misspelled name badges, bad signage, poor e-mail marketing, websites with no contact info and having to pay for Wi-Fi.
- Keith Johnston, PlannerWire

20} Consider when schools are in session or on a break when scheduling your event.
- Marge Carlisle, Little People of America

21} Date your ideas, but don’t marry them. Don’t be afraid to take risks, actually do what you say you’re going to do and think outside the box.
- Billy Kirsch, Kidbilly Music

22} When attending events, it’s fine to collect 10 or more business cards, but narrow them down to three or four of the most important connections you’ve made.
- Bob Littell, NetWeaving

23} Use online registration. After the event, you will have a long list of the most active members of your organization, along with their mailing addresses, home addresses, e-mail addresses and other contact information. Use this list as a membership database and build on it between events.
- Sarah McNeely, Attendee Management Inc.

24} Ask your suppliers and attendees what will make your show successful for them before you begin planning.
- Chris Price, Graphic Arts Show Company

25} Have a separate room block for exhibitors. If you have space in your regular room blocks and can move them to the closer hotel, there will be no attrition.
- Janet Graff, CMP, Mednax Inc.

26} Calculate all of the program, promotion and travel costs and divide this by the minimum number of people you hope to have. Don’t forget to add in costs for your speakers and resource personnel. Add this amount to the per-person costs and make this your per-person charge. If more people attend than your minimum estimate, you will have some money left over for next year’s deposit and promotion.
- Larry Beatty, Jumonville Christian camp and retreat

27} A comprehensive Request for Proposal should provide an overall evaluation of your meeting. Think of it like a resume, which offers job experience, references, history and more.
- Donn Oswald, Greater Phoenix Convention and Visitors Bureau

28} Early planning is key. Be sure to be specific on your needs and expectations. Leave no detail uncovered or assumed. Everyone will be happier in the end if you follow these three simple rules.
- Amy Beadle, Springfield (Ill.) CVB

29} Whenever you need to make a change to some existing system, program, schedule or event, have a pool of people, or a “consequence team,” that can help you evaluate potential decisions and repercussions. This team could be other planners, friends, staff or outsiders, but a combination of all would be a great mixture. Sometimes when we bounce ideas off other planners, they only offer us one perspective, but an outsider may offer a totally new perspective that we hadn’t considered.
- Dean Jones, Connect and Rejuvenate Marketplace

30} When branding an event, make it simple. Whittle your message down to the essentials; remove everything else.
- Bruce Turkel, author and branding expert

Food & Beverage
Action stations, wish lists, wow factors

31} Any meeting planner who wants to get the biggest bang for the buck should always talk to the chef. And don’t let any salesperson say you can’t talk to the chef.
- Janet Pickover, Site Inspections Plus

32} Dessert is a good place to go for the “wow” factor. Face it, attendees can not like the salad, find the meal just OK, but if you wow them with the dessert, they’ll remember the whole meal as being fantastic.
- Steve Enselein, Hyatt Hotels Corporation

33} I sit down and start creating a budget. I’ll start with a wish list – everything I want to have. I’ll see what money we have in sponsorships and see how realistic that wish list is. If it’s not, then we start paring it down.
- Chrysta Bolinger, Catholic Campus Ministry Association

34} Move away from lengthy meals to more action stations, where attendees can mingle and sample.
- Giorgi Di Lemis, Gaylord Hotels

35} Always use a trained bartender. This is not the place to cut corners.
- Bonnie Wallsh Associates

Security
Privacy, protection, legal issues

36} From the moment we first consider a city, we look at the experiences of other groups in the area, crime statistics, even weather conditions.
- Jerry Mapstone, Life Impact Ministries

37} Make sure the hotel and meeting center has a good paper shredder and find out what security measures are practical.
- Joan Eisenstodt, hospitality consultant and educator

38} A force majeure provision should be included in every contract. It is also important to include a catchall provision such as the following: “or any other cause beyond the parties’ control.”
- Barbara Dunn, hospitality attorney

39} Make sure all exits are clearly visible, and all aisles, walkways and exits are clear of obstructions. Make sure all drapery and scenic material have been fireproofed.
- Scott Reagles, Initial Production Group

40} Tell attendees about emergency plans during housekeeping sessions.
- Joan Eisenstodt, hospitality consultant and educator

41} Partner with law enforcement agencies in the early planning stages for a better understanding of any overall threats, including recent crime information, as well as potential threats directed towards either the event or the facility.
- Bonnie Wallsh, Bonnie Wallsh Associates

Technology
Texting, Twittering, widgets

42} Ask the hotel or conference center for power cords left in lost and found. Keep them at the registration desk in case attendees need to recharge their electronic devices. They’ll thank you profusely.
- Cate Smith, Education Law Association

43} Mass text messages or text blasts are a great way to keep your group informed during an event.
- Natalie Konowal, Sigma Chi Fraternity

44} Engaging an audience ensures continuous attentiveness during longer presentations. During a 60-minute presentation, getting audience feedback after each 20-minute span of time can ensure that attendees’ brains remain in the “active” rather than “passive” mode so they retain more information.
- Ray Hansen, IML audience response systems

45} If you have decided that you are going to implement an event community, you need to teach people how to use it. You need to have a session and allow people to ask questions and really be patient, speak in plain English and not text terms. Do a one-hour Twitter 101 session to really give people an overview; it helps them not only for the event but it teaches people a new skill.
- Jessica Levin, Seven Degrees Communications

46} Go beyond Facebook and Twitter and utilize platforms like LinkedIn and Second Life to promote your event and get attendees involved.
- Martin Hess, American Club Association

47} Provide a website widget of the Twitter hashtag that users can post on blogs, personal pages and websites. This can be done using Twitter Fall, TwitterFountain, TweetGrid or Widgetbox.
- Jeff Hurt, Velvet Chainsaw Consulting

48} I could have my intern Twitter great things about us all week long, but when someone else Twitters about us who’s a trusted source, that is what’s most significant. Developing solid relationships with influential people in your niche audience who use social media is an incredible use of your time and energy. Those people, when they talk about you, they are going to drive attention and traffic in your direction.
- Matt Markins, Randall House

49} You have to rethink, reposition and promote a dream that will meet the needs of people that attend and equip them to make a difference in line with your mission statement. Traditional marketing strategies are not enough. Viral marketing through networkers who have a vested interest in the success of the event is crucial.
- Martin Deacon, Call2All

In the industry
Questions, service, travel

50} If there’s anything you can do to help the planner before or after you at a hotel or facility, then do it. Work with other planners to make their jobs easier. It always comes back to you one way or another.
- Jeff Johnston, American Contract Bridge League

51} Association memberships are expensive. Not only is there a yearly membership fee, but there are luncheons and other monthly events that cost money to attend. Instead of joining every association that may fit your need, focus on one that could bring you the most benefit, and once you chose that one association, get involved.
- Christine Doyle, Meeting Planning For You

52} Travelers should always plan for a trip to last a couple days longer than they anticipate. That means bringing extra money or credit cards that you can put a room on. When you are prepared, you aren’t as stressed by an unexpected situation.
- Thelma Goodwin, Usher Association

53} No question is a dumb question.
- Sandra Schutrop, Hilton Hotels

54} Rely on your CVB as much as possible.They have a wealth of information to share and services they can provide. For big events, you actually become really good friends because you’ve worked together so much. They really can put the world at your fingertips, and anything that you need in that city, they can help you find.
- Sheri Clemmer, 59th Session of the General Conference of Seventh-day Adventists

55} Don’t brush off anyone. You never know when that destination or service will turn out to be the exact fit you’ve been looking for.
- Dean Jones, Connect and Rejuvenate Marketplace

Trade Shows
Swag, sponsors, show floor

56} Give out trinkets (pens, magnets, paperweights, etc.) with the date of next year’s event on it.
- Susan Perry, The Perry Group

57} When it comes to sponsorship, if you don’t have the time to invest in it or don’t have the skill set to organize it, outsource it.
- Louise M. Felsher, CMP, meeting and event consultant

58} This positive environment is composed of many small details. Putting down carpet, for example, creates a more comfortable environment. As a result, they may stay on the show floor two or three hours longer, making them more likely to spend more.
- Susan Friedmann, “Meeting & Event Planning For Dummies”

Speakers
References, storytelling, timing

59} Tell a speaker the goals of your program and what you want to achieve. My story is my story. I have my core speech, but I’m always happy to adapt it to meet the needs of the group.
- Joan Brock, speaker

60} Talk with your speaker of choice about the timing of their presentation. Comedy is useless before 10 a.m. so don’t even bother earlier than that.
- Anita Renfroe, speaker

61} If your conference depends on a key speaker as an attendance draw, the speaker must be well known and able to talk about major issues that relate to the majority of your group. Appoint two or three people to research speakers and musicians. Get recommendations from other groups that have done similar retreats. Most program directors are willing to share information and ways to contact speakers and musicians. Word-of-mouth is usually the best way to find the professionals you want.
- Larry Beatty, Jumonville Christian camp and retreat

62} Request that speakers send you a list of six people you can call for a personal phone reference. When they give you the list, be sure to call the last three on the list. This will ensure that you are getting a true assessment, since most people will list the best references first.
- Dallas Teague Snider, author and speaker

63} Tell all the speakers one month before, one hour before and just before they speak how much time they have. Let them know that they will receive a sign (timer) to know when time is up. With prestigious speakers, this detail is sometimes avoided. Don’t avoid the discussion; they will understand.
- Pegine Echevarria, author and speaker

Volunteers
Excitement, training, empowerment

64} Try to get people within your organization to volunteer. If they have a reason to come and get something out of it, they will be more likely to be excited about volunteering.
- Stephanie Hudson, Providence Events

65} Just because someone is willing to step up to the plate doesn’t mean that he or she will be a productive volunteer. You want to know how they get along with people and work on a team. For big events, a selection team can help to weed out inappropriate candidates and let them down gently without having it seem personal. Just accepting someone who expresses interest in volunteering can sometimes do more harm than good if that person alienates or undermines others on the team. I would rather have eight really good volunteers than 25 I’m not sure about.
- Hank Hilliard, Young People’s Ministries

66} Rather than referring to them as volunteers, we call them conference assistants. The team of assistants dons staff vests for events. It is important to empower volunteers to offer quality and effective customer service.
- Robin Kluever, International Network of Children’s Ministry

Youth Events
Safety, music, social media

67} Inviting the community to come together to be a part of youth events is important. There are a number of local networks of churches. The National Network of Youth Ministries is a great place to start to find other churches in the area.
- Ken Allen, Dare2Share

68} Accommodating teens’ biorhythms means starting morning sessions around 10:30 and letting kids stay up later. Setting up expectations before youth arrive on site is important. Kids get missional if you cast them in that light, and a little positive peer pressure goes a long way.
- Mark Matlock, Youth Specialties

69} The first thing we do is talk to the hotel to find out who else will be there and what else is going on at that time. We’ve had hotels tell us honestly that there are weeks we don’t really want to come.
- Chuck Wallace, Student Venture, Campus Crusade for Christ

70} We make sure all doors to the event space are locked except for one set where parents drop off their kids and another set where parents pick up their kids. At registration, parents sign their kids in and get a pass that allows them to enter the room. No pass, no entrance.
- Nita Leckenby, Children’s Conferences International

71} Look for a band or worship leader who is humble and prays while leading, has a certain level of professional skill and understands they are not doing a concert but leading people to God in prayer.
- Scott Anthony, St. Joseph and St. Patrick parishes

72} Everything this generation deals with is based on technology. To be relevant, use video, multimedia, Internet, social media, text messaging – anything to do with technology because that is how kids today relate to the world.
- Marquis Boone, Real Anointed Worshippers

73} You need to be intentional and have a team of people dedicated only to promoting green initiatives. It is something that interests youth of today so much.
- Kymone Hinds, Central States Youth Ministries

74} Anyone who works with children at events needs to fill out a written application, which should be followed up by checking references and a criminal background check.
- Joy Melton, author, lawyer and minister

Inspiration
Journeys, faith, relationships

75} Enjoy the journey, and know where you are going and leading. You can’t do it alone; travel in the direction that God leads you.
- Larry D. Collins, North American Christian Convention

76} If you believe in what you’re doing, just keep on pushing forward toward it. Look at your marketing and pray for ideas that don’t cost a dime.
- Amy Cato, Lifeway

77} We need to shift our thinking from building programs to building relationships with kids.
- Hank Hilliard, Young People’s Ministries

78} We all wish to be good stewards. If we really take seriously what we understand as our role as humans responsible for God’s creation, then there is a moral and theological obligation for people of faith to take care of what we have been given.
- David Melton, North Georgia Conference of the United Methodist Church

More Tips:

• Jason Ryan Dorsey speaks Gen Y’s language

• James Spellos speaks in html and twitter talk

• Bonnie Wallsh speaks about anything and everything meetings

• Barbara Dunn speaks the truth about legal and contract issues

• Monica Compton speaks from the planner’s perspective

• Scott Reagles speaks from behind the scenes

These are difficult times. Businesses, nonprofits, and professional and faith-based organizations are finding they have to stretch their dollar — like the rest of us — to make ends meet.

Some are canceling events, thinking that they simply cannot afford to have them this year. But at what price?

Today’s faith-based meeting planners are probably more dependent than ever on the relationships they’ve built over time. They’re the bread and butter of the organization. Web conferences, social networks and high-tech meeting tools have their place, but there are times when there is just no substitute for face-to-face communication. A firm handshake and a smile were, after all, what most organizations were founded on.

There are some very practical steps you can take to reduce the overall budget for your next faith-based meeting. First on the list is choosing the right venue. Do you choose a first-tier location, hoping that the destination alone will draw people to your event? Or do you look into second- or third-tier cities to offer a more affordable event that remains focused on the true purpose of your get-together: getting together.

First-tier cities, such as San Francisco, New York or Chicago, are generally more expensive, not only for the meeting space itself, but for lodging, food and beverage. Even the hundreds of small must-have items and services may carry higher costs.

Second- and third-tier cities are not only less expensive, but they also tend to be more willing to work with you to make sure that the bottom line fits within your budget. They’re competing a little harder for your business. Quite often, it shows in the quality of service they deliver as well.

Here are nine more cost-saving tips to consider when planning faith-based meetings and conferences:

1. Choose your location wisely. Call around. Get pricing and weigh the pros and the cons of each venue. Don’t lose sight of the reason you’re putting on the event: to solidify relationships, exchange ideas and build unity among the group.

2. Manage your budget through flexibility. Being flexible with the date of your event can score major savings. This same attitude, when applied to other budgeted needs, can add up to significant reductions in cost.

3. (Almost) everything is negotiable. In this economy, nearly everything is negotiable. Find a meeting venue that is willing to work with you to meet your budget needs.

4. Plan five-star events on a shoestring. Food costs can add up, particularly where waste is concerned. Poor timing in the serving of desserts, coffee and other incidentals can leave them sitting out with no one to enjoy them. Bulk orders in food and beverages also can save money.

5. Find star power on a budget. Headline speakers can end up being a significant cost for an event. Consider looking for local speakers to reduce costs for travel, seek out a corporate sponsor, or as always, try to negotiate. Often speakers are willing to reduce fees for the chance to promote a book or other personal interest.

6. Go digital with registration. Online registration can save up to 90 percent, compared with the cost of traditional paper and pen. This service is also more reliable, and it provides easy-to-use contact information that can be used to promote your next event.

7. Get audiovisual costs in focus. AV costs can add up unexpectedly. Identifying specific needs ahead of time, including all the incidentals such as cables and cords, can avoid unnecessary rental and set-up fees. Last-minute orders usually come at a premium.

8. Use more volunteers. Volunteers, while not as reliable as employees, can provide invaluable assistance at faith-based meetings, often in exchange for a free lunch or admission to your event. When working with volunteers, train them on their various tasks prior to the day of the event and be sure to have people identified as backups, just in case. Thank volunteers publicly for their help. That’s another important relationship to build.

9. Use electronic handouts. Providing electronic handouts saves a lot of money that would otherwise be spent on print and paper. It’s also better for the environment; attendees can download only the information they are interested in, rather than throwing away papers they do not want.

Face-to-face communication remains the single most important method for connecting with others. When it comes to exchanging important ideas or building a relationship, nothing beats eye contact in getting the message across. Exchanges such as these build memories, much more than a text or Tweet on your PDA. And memories endure.

The complete white paper, “9 Money-Saving Tips: The SMERF’s Guide to Frugal Meeting Planning,” is available at ontariocc.com. Amita Patel is director of sales and marketing for the Ontario Convention and Visitors Bureau and assistant general manager of the Ontario Convention Center in Ontario, Calif.

1} Reach out and don’t be afraid to go after the city you want, but keep your cards close and do your shopping first. Don’t declare your top choices right away.
- Stephen Hahn, Marriott International

2} Get together with the rest of your planning staff before you begin negotiations and decide on a price ceiling. We’re not under the illusion that we can stay at $79 or $89 a night forever, but we come up with a range of what hotels might give us and what our participants are willing to pay. We basically look at our history and come up with a steady progression of price increases. If a city can’t give us the price we need, we walk away. We don’t waste that city’s time.
- Rachel Swartzendruber Miller, Mennonite Church USA

3} Don’t base site selection entirely on price. You’ll always find people who are prepared to underprice their services just to get business. But how good and reliable are they? Next time you’re tempted to make a buying decision based entirely on price, think again.
- Susan Friedmann, “Meeting & Event Planning For Dummies”

4} Sit on the contract a while before you sign. Realize that hotels have room to bend a little. With that said, however, look for the hotel that will give your participants the best overall experience. Sometimes that will mean added cost to you (it may not be the best offer/proposal), but our end goal is always to give the participants a great experience that will make them feel that their investment was worth it.
- Aileen Reid, Church of God of Prophecy

5} I always have a few extra rooms in my “basket” – five to six extra rooms for those people who walk in and ask if we have rooms. I ask that attendees cancel with me rather than the hotel, because I keep a running waiting list of attendees so I can replace any canceled reservation. I start the wheels turning with the hotel early so that I can make changes and still maintain the integrity of the room count with the hotel without worrying about attrition. We have got to work together as a team.
- Margie Cody, Florida General Baptist Convention

6} Of course you always want to get the best deal, but you also have to be mindful that you’re representing a religious organization and you need to do that in a godly manner.
- Sherry Eschenberg, Presbyterian Church in America

7} Always stop in and check out the public restrooms in the hotel or facility.
- Stephanie Hudson, Providence Events

8} Before contracting a hotel or convention center, ask if it utilizes a union labor force and specifically which departments are in the unions.
- Monica Compton, Pinnacle Productions Inc.

9} If a destination or property is new to you, go beyond the site visit tour and really experience a property, putting yourself in your attendees’ shoes. If possible, visit on your own and spend some time in the lobby.
- Cynthia Rich, independent planner

Communication
E-mail, site visits, phone calls

10} Don’t be afraid to stay in communication. Be willing to ask basic questions like ‘How do you like to keep in touch?’ Some people are phone people and others prefer e-mails.
- Pat Davis, The Protestant Women of the Chapel

11} Remember the old real estate axiom – location, location, location? Well, think instead: communication, communication, communication.
- Rachel Swartzendruber Miller, Mennonite Church USA

12} It seems obvious to do a site visit for an event, but sometimes there isn’t adequate funding – especially for new events – to travel and see the facility beforehand. This can cause major issues. To lessen those problems, communicate all your needs to the host location and facility beforehand, especially if you don’t see the site in advance.
- Will Engle, American Volleyball Coaches Association

Going Green
Recycling, teamwork, goals

13} Encourage and award attendees for going green. Hand out “I was caught green-handed” buttons or offer contests for practices like carpooling and recycling, allowing the winners to go first in the food lines.
- Nancy Wilson and Cathy Kretz, CMPs, from their green meetings webinar

14} Have processes in place to make sure everyone understands their goals. Document everything you’ve done, the good and the bad. The most effective learning tools are the barriers and obstacles you’ve overcome.
- Kimberly Lewis, U.S. Green Building Council

15} Going green is not just one step. It’s a journey, and it’s important to set up a green team to come up with what your organization’s goals are and to assess your progress, your failures and your successes.
- Tracey Messina, Convene Green Alliance

16} Many green practices can be cost-saving or cost-neutral for both the supplier and the planner, including using china service rather than disposable dishware at meals, requesting that hotels change linens every other day and moving registration online to drastically reduce the cost of postage and paper.
- Amy Spatrisano, Meeting Strategies Worldwide

17} Make sure extra food is being donated and promote that fact to raise awareness among attendees and your organization.
- Joan Eisenstodt, hospitality consultant and educator

Meeting Fundamentals
Budgets, RFPs, programs

18} Always show up early for meetings and/or site visits unannounced. In that time, walk around, interact with staff members and ask questions so you are confident they will be able to help your guests should they have questions.
- Terry Tycholis, Can-Am Police-Fire Games

19} Keep in mind the things attendees hate: waiting in line, jam-packed schedules, PowerPoint, being talked at by speakers, bad food, misspelled name badges, bad signage, poor e-mail marketing, websites with no contact info and having to pay for Wi-Fi.
- Keith Johnston, PlannerWire

20} Consider when schools are in session or on a break when scheduling your event.
- Marge Carlisle, Little People of America

21} Date your ideas, but don’t marry them. Don’t be afraid to take risks, actually do what you say you’re going to do and think outside the box.
- Billy Kirsch, Kidbilly Music

22} When attending events, it’s fine to collect 10 or more business cards, but narrow them down to three or four of the most important connections you’ve made.
- Bob Littell, NetWeaving

23} Use online registration. After the event, you will have a long list of the most active members of your organization, along with their mailing addresses, home addresses, e-mail addresses and other contact information. Use this list as a membership database and build on it between events.
- Sarah McNeely, Attendee Management Inc.

24} Ask your suppliers and attendees what will make your show successful for them before you begin planning.
- Chris Price, Graphic Arts Show Company

25} Have a separate room block for exhibitors. If you have space in your regular room blocks and can move them to the closer hotel, there will be no attrition.
- Janet Graff, CMP, Mednax Inc.

26} Calculate all of the program, promotion and travel costs and divide this by the minimum number of people you hope to have. Don’t forget to add in costs for your speakers and resource personnel. Add this amount to the per-person costs and make this your per-person charge. If more people attend than your minimum estimate, you will have some money left over for next year’s deposit and promotion.
- Larry Beatty, Jumonville Christian camp and retreat

27} A comprehensive Request for Proposal should provide an overall evaluation of your meeting. Think of it like a resume, which offers job experience, references, history and more.
- Donn Oswald, Greater Phoenix Convention and Visitors Bureau

28} Early planning is key. Be sure to be specific on your needs and expectations. Leave no detail uncovered or assumed. Everyone will be happier in the end if you follow these three simple rules.
- Amy Beadle, Springfield (Ill.) CVB

29} Whenever you need to make a change to some existing system, program, schedule or event, have a pool of people, or a “consequence team,” that can help you evaluate potential decisions and repercussions. This team could be other planners, friends, staff or outsiders, but a combination of all would be a great mixture. Sometimes when we bounce ideas off other planners, they only offer us one perspective, but an outsider may offer a totally new perspective that we hadn’t considered.
- Dean Jones, Connect and Rejuvenate Marketplace

30} When branding an event, make it simple. Whittle your message down to the essentials; remove everything else.
- Bruce Turkel, author and branding expert

Food & Beverage
Action stations, wish lists, wow factors

31} Any meeting planner who wants to get the biggest bang for the buck should always talk to the chef. And don’t let any salesperson say you can’t talk to the chef.
- Janet Pickover, Site Inspections Plus

32} Dessert is a good place to go for the “wow” factor. Face it, attendees can not like the salad, find the meal just OK, but if you wow them with the dessert, they’ll remember the whole meal as being fantastic.
- Steve Enselein, Hyatt Hotels Corporation

33} I sit down and start creating a budget. I’ll start with a wish list – everything I want to have. I’ll see what money we have in sponsorships and see how realistic that wish list is. If it’s not, then we start paring it down.
- Chrysta Bolinger, Catholic Campus Ministry Association

34} Move away from lengthy meals to more action stations, where attendees can mingle and sample.
- Giorgi Di Lemis, Gaylord Hotels

35} Always use a trained bartender. This is not the place to cut corners.
- Bonnie Wallsh Associates

Security
Privacy, protection, legal issues

36} From the moment we first consider a city, we look at the experiences of other groups in the area, crime statistics, even weather conditions.
- Jerry Mapstone, Life Impact Ministries

37} Make sure the hotel and meeting center has a good paper shredder and find out what security measures are practical.
- Joan Eisenstodt, hospitality consultant and educator

38} A force majeure provision should be included in every contract. It is also important to include a catchall provision such as the following: “or any other cause beyond the parties’ control.”
- Barbara Dunn, hospitality attorney

39} Make sure all exits are clearly visible, and all aisles, walkways and exits are clear of obstructions. Make sure all drapery and scenic material have been fireproofed.
- Scott Reagles, Initial Production Group

40} Tell attendees about emergency plans during housekeeping sessions.
- Joan Eisenstodt, hospitality consultant and educator

41} Partner with law enforcement agencies in the early planning stages for a better understanding of any overall threats, including recent crime information, as well as potential threats directed towards either the event or the facility.
- Bonnie Wallsh, Bonnie Wallsh Associates

Technology
Texting, Twittering, widgets

42} Ask the hotel or conference center for power cords left in lost and found. Keep them at the registration desk in case attendees need to recharge their electronic devices. They’ll thank you profusely.
- Cate Smith, Education Law Association

43} Mass text messages or text blasts are a great way to keep your group informed during an event.
- Natalie Konowal, Sigma Chi Fraternity

44} Engaging an audience ensures continuous attentiveness during longer presentations. During a 60-minute presentation, getting audience feedback after each 20-minute span of time can ensure that attendees’ brains remain in the “active” rather than “passive” mode so they retain more information.
- Ray Hansen, IML audience response systems

45} If you have decided that you are going to implement an event community, you need to teach people how to use it. You need to have a session and allow people to ask questions and really be patient, speak in plain English and not text terms. Do a one-hour Twitter 101 session to really give people an overview; it helps them not only for the event but it teaches people a new skill.
- Jessica Levin, Seven Degrees Communications

46} Go beyond Facebook and Twitter and utilize platforms like LinkedIn and Second Life to promote your event and get attendees involved.
- Martin Hess, American Club Association

47} Provide a website widget of the Twitter hashtag that users can post on blogs, personal pages and websites. This can be done using Twitter Fall, TwitterFountain, TweetGrid or Widgetbox.
- Jeff Hurt, Velvet Chainsaw Consulting

48} I could have my intern Twitter great things about us all week long, but when someone else Twitters about us who’s a trusted source, that is what’s most significant. Developing solid relationships with influential people in your niche audience who use social media is an incredible use of your time and energy. Those people, when they talk about you, they are going to drive attention and traffic in your direction.
- Matt Markins, Randall House

49} You have to rethink, reposition and promote a dream that will meet the needs of people that attend and equip them to make a difference in line with your mission statement. Traditional marketing strategies are not enough. Viral marketing through networkers who have a vested interest in the success of the event is crucial.
- Martin Deacon, Call2All

In the industry
Questions, service, travel

50} If there’s anything you can do to help the planner before or after you at a hotel or facility, then do it. Work with other planners to make their jobs easier. It always comes back to you one way or another.
- Jeff Johnston, American Contract Bridge League

51} Association memberships are expensive. Not only is there a yearly membership fee, but there are luncheons and other monthly events that cost money to attend. Instead of joining every association that may fit your need, focus on one that could bring you the most benefit, and once you chose that one association, get involved.
- Christine Doyle, Meeting Planning For You

52} Travelers should always plan for a trip to last a couple days longer than they anticipate. That means bringing extra money or credit cards that you can put a room on. When you are prepared, you aren’t as stressed by an unexpected situation.
- Thelma Goodwin, Usher Association

53} No question is a dumb question.
- Sandra Schutrop, Hilton Hotels

54} Rely on your CVB as much as possible.They have a wealth of information to share and services they can provide. For big events, you actually become really good friends because you’ve worked together so much. They really can put the world at your fingertips, and anything that you need in that city, they can help you find.
- Sheri Clemmer, 59th Session of the General Conference of Seventh-day Adventists

55} Don’t brush off anyone. You never know when that destination or service will turn out to be the exact fit you’ve been looking for.
- Dean Jones, Connect and Rejuvenate Marketplace

Trade Shows
Swag, sponsors, show floor

56} Give out trinkets (pens, magnets, paperweights, etc.) with the date of next year’s event on it.
- Susan Perry, The Perry Group

57} When it comes to sponsorship, if you don’t have the time to invest in it or don’t have the skill set to organize it, outsource it.
- Louise M. Felsher, CMP, meeting and event consultant

58} This positive environment is composed of many small details. Putting down carpet, for example, creates a more comfortable environment. As a result, they may stay on the show floor two or three hours longer, making them more likely to spend more.
- Susan Friedmann, “Meeting & Event Planning For Dummies”

Speakers
References, storytelling, timing

59} Tell a speaker the goals of your program and what you want to achieve. My story is my story. I have my core speech, but I’m always happy to adapt it to meet the needs of the group.
- Joan Brock, speaker

60} Talk with your speaker of choice about the timing of their presentation. Comedy is useless before 10 a.m. so don’t even bother earlier than that.
- Anita Renfroe, speaker

61} If your conference depends on a key speaker as an attendance draw, the speaker must be well known and able to talk about major issues that relate to the majority of your group. Appoint two or three people to research speakers and musicians. Get recommendations from other groups that have done similar retreats. Most program directors are willing to share information and ways to contact speakers and musicians. Word-of-mouth is usually the best way to find the professionals you want.
- Larry Beatty, Jumonville Christian camp and retreat

62} Request that speakers send you a list of six people you can call for a personal phone reference. When they give you the list, be sure to call the last three on the list. This will ensure that you are getting a true assessment, since most people will list the best references first.
- Dallas Teague Snider, author and speaker

63} Tell all the speakers one month before, one hour before and just before they speak how much time they have. Let them know that they will receive a sign (timer) to know when time is up. With prestigious speakers, this detail is sometimes avoided. Don’t avoid the discussion; they will understand.
- Pegine Echevarria, author and speaker

Volunteers
Excitement, training, empowerment

64} Try to get people within your organization to volunteer. If they have a reason to come and get something out of it, they will be more likely to be excited about volunteering.
- Stephanie Hudson, Providence Events

65} Just because someone is willing to step up to the plate doesn’t mean that he or she will be a productive volunteer. You want to know how they get along with people and work on a team. For big events, a selection team can help to weed out inappropriate candidates and let them down gently without having it seem personal. Just accepting someone who expresses interest in volunteering can sometimes do more harm than good if that person alienates or undermines others on the team. I would rather have eight really good volunteers than 25 I’m not sure about.
- Hank Hilliard, Young People’s Ministries

66} Rather than referring to them as volunteers, we call them conference assistants. The team of assistants dons staff vests for events. It is important to empower volunteers to offer quality and effective customer service.
- Robin Kluever, International Network of Children’s Ministry

Youth Events
Safety, music, social media

67} Inviting the community to come together to be a part of youth events is important. There are a number of local networks of churches. The National Network of Youth Ministries is a great place to start to find other churches in the area.
- Ken Allen, Dare2Share

68} Accommodating teens’ biorhythms means starting morning sessions around 10:30 and letting kids stay up later. Setting up expectations before youth arrive on site is important. Kids get missional if you cast them in that light, and a little positive peer pressure goes a long way.
- Mark Matlock, Youth Specialties

69} The first thing we do is talk to the hotel to find out who else will be there and what else is going on at that time. We’ve had hotels tell us honestly that there are weeks we don’t really want to come.
- Chuck Wallace, Student Venture, Campus Crusade for Christ

70} We make sure all doors to the event space are locked except for one set where parents drop off their kids and another set where parents pick up their kids. At registration, parents sign their kids in and get a pass that allows them to enter the room. No pass, no entrance.
- Nita Leckenby, Children’s Conferences International

71} Look for a band or worship leader who is humble and prays while leading, has a certain level of professional skill and understands they are not doing a concert but leading people to God in prayer.
- Scott Anthony, St. Joseph and St. Patrick parishes

72} Everything this generation deals with is based on technology. To be relevant, use video, multimedia, Internet, social media, text messaging – anything to do with technology because that is how kids today relate to the world.
- Marquis Boone, Real Anointed Worshippers

73} You need to be intentional and have a team of people dedicated only to promoting green initiatives. It is something that interests youth of today so much.
- Kymone Hinds, Central States Youth Ministries

74} Anyone who works with children at events needs to fill out a written application, which should be followed up by checking references and a criminal background check.
- Joy Melton, author, lawyer and minister

Inspiration
Journeys, faith, relationships

75} Enjoy the journey, and know where you are going and leading. You can’t do it alone; travel in the direction that God leads you.
- Larry D. Collins, North American Christian Convention

76} If you believe in what you’re doing, just keep on pushing forward toward it. Look at your marketing and pray for ideas that don’t cost a dime.
- Amy Cato, Lifeway

77} We need to shift our thinking from building programs to building relationships with kids.
- Hank Hilliard, Young People’s Ministries

78} We all wish to be good stewards. If we really take seriously what we understand as our role as humans responsible for God’s creation, then there is a moral and theological obligation for people of faith to take care of what we have been given.
- David Melton, North Georgia Conference of the United Methodist Church

More Tips:

• Jason Ryan Dorsey speaks Gen Y’s language

• James Spellos speaks in html and twitter talk

• Bonnie Wallsh speaks about anything and everything meetings

• Barbara Dunn speaks the truth about legal and contract issues

• Monica Compton speaks from the planner’s perspective

• Scott Reagles speaks from behind the scenes

By Jennifer Garrett and China DeSpain Freeman

Despite the best intentions to keep teens safe at conferences, there is always the danger that something could go wrong. Take, for example, the tragic story of brothers Jemar, Demar and Marc Claybrooks and their friend Aaron Shields, who rode home with a fellow teenager from a December 2008 Youth Alive conference in Louisville, Ky., because the van they rode in to get to the event was full, according to local news reports. The car was a stolen vehicle, and a police chase and crash ensued, which resulted in the deaths of the four teens. The example is extreme, but it does illustrate the critical importance of contingency planning for youth meetings.

“With Exposure Youth Camp, we have around 1,000 kids there in a hotel and conference center for three days. We put a great amount of time and effort in establishing safe boundaries and a security force. We also do our best to keep a proper ratio of chaperones for the young people’s safety.”

Some things are within your control when you are planning an event: location, activities, schedules, etc. The safety of students, as well as their ability to find trouble, is something you should consider when making those decisions. Life Center Fellowship conference planner Jermaine Collins recommends researching the neighborhood in which the hotel is located. “A lot of hotels have clubs, and a lot of the youth will get a little itchy,” Collins says. “I don’t want to pick a hotel where nothing goes on, but I have to watch for beer consumption, wine and if there is a lot of party activity.” Collins advises having additional activities planned to avoid inappropriate attractions.

If your group is attending a larger conference, meeting on your own can provide a good way to check in with students. “We have a planned, structured youth group time, when group leaders can discuss what’s going on in the conference with the youth,” says Jim Midgett, youth pastor of Halifax Christian Church in Nova Scotia, Canada. That time can not only serve to keep tabs on the safety of the students but also to find out what is on their minds and what they are getting from the conference. It also ensures that the adults in your group are accessible to the students. Many groups have students sign an honor code or code of conduct beforehand so that both sides know what is expected.

Proper medical records, release forms and background information on each student ensures that if a situation does arise you are prepared and know how to handle it. Identify the closest medical facilities to your destination, just in case. Being prepared for a medical emergency also includes the proper insurance. Insurance can include a medical professional on your team with you, coverage for staff members and transportation coverage. Appropriate release forms for each student attending should include the student’s personal medical coverage as well. Eric Spacek, Senior Church Risk Manager for Guide One Insurance, advises that churches check with their insurance carriers for special-event policies, limitations in coverage territories, and whether any or all youth, adults, volunteers and employees are afforded coverage. You should also find out who is liable for damage to property at the event. The person (or credit card) who reserves the room is often held liable for damage, so proper paperwork either with students or the venue should entail who is held responsible if this occurs.

Spacek notes a few precautions:

• Thorough screening and selection of all workers (employees or volunteers) who work with children;
• Proper supervision at all times;
• Documentation and reporting of accidents or incidents. Forms to help with this would include: worker application form; reference form; criminal background check authorization form; an activity consent form; and a consent to treat or medical form.
• Check the driving records of volunteer drivers and the insurance of the car they are driving, including whether they have adequate limits.

Tips to keep teens out of trouble:

• Require one adult to chaperone every 5-10 kids, and make sure the pastor or the church has approved each adult.
• Make sure teens who room together are the same gender and already know each other, especially if they are sharing a bed.
• Always make sure adult chaperones have their own bed.
• Make sure teens and adults never meet alone one-on-one. Any meetings between an adult and a student should happen in a public venue.
• For smaller events, have security (even if it’s only parents) patrol the area to keep an eye out for unfamiliar adults.
• Have everyone at the conference wear a name badge or wristband as an identifier.
• Do background checks on all staff and volunteers. Helpful Web sites:

equifax.com
churchvolunteercentral.com/shepherdswatch
churchstaffing.com/store/backgroundcheck.aspx
protectmyministry.com

• Make sure both the event and staff have proper insurance coverage.
• If the event is at a hotel, check with the hotel to see what else might be happening at the same time, and make sure that those event participants won’t interfere with your conference.

Henry Lancaster, the housing chairman for Way of the Cross Church/Youth for Christ, has outlined some rules he asks youth to follow. Anyone caught breaking the rules is automatically sent home.

• Respect the authority on site.
• Know your surroundings.
• When leaving the facility, always travel in groups of at least three.
• Immediately report any strangers who approach you.
• Abide by the given curfew.
• Lock room doors at night and know who (other than any roommates) has authorized access to the room.

By Kate Burton

Did you hear the one about the speaker who fell flat? Who didn’t connect with the audience? Whose message was in contradiction to the focus of the gathering?

Odds are you’ve sat through a presentation or two like that somewhere along the way. And, most likely, you weren’t the one who booked that speaker.

So how can you avoid speaker missteps?

“If a group has a good purposeful idea about what they want to accomplish at their meeting, I can partner with them and help them accomplish that,” says Christian humorist Anita Renfroe. “But sometimes it seems like they just want to fill a slot. The most valuable information I can have is what a group’s desires and goals are for the event, and then I can spend my time with them really serving their event.”

Renfroe uses that same basic approach to all her performances, whether playing before small groups in church basements as she did in the 1990s or being seen live by a nationwide audience of millions when she’s on “Good Morning America” as a comedic contributor. The pastor’s wife and mother of three got her start singing funny songs for small church groups. Along the way she published a few books and DVDs. But it wasn’t until last year that she got her big break—accidentally—when her kids persuaded her to post a clip of a recent performance on YouTube.

Passed from mother to mother, friend to friend, the clip—a hilarious rendition of Renfroe’s take on being a mother to the tune of the “William Tell Overture”—got millions of hits and propelled her into the big time.

These days, she’s a regular contributor to “Good Morning America” and spokesperson for Luvs diapers, as well as a main attraction at the Women of Faith conferences. But Renfroe hasn’t left her roots behind—she’s still playing for church groups, as well as other faith-oriented groups like the Fresh Grounded Faith Event in Corona, California; the Kennedy Road Tabernacle in Brampton, Ontario; and the Life Network Event in Colorado Springs, Colorado, to name just a few on her schedule this winter.

Regardless of the audience size, Renfroe’s well aware of addressing the varying needs of different kinds of audiences.

“When I have the details of what they want to accomplish, I can tailor what I do to meet their goals and then we have a real synergy in partnering towards a common goal,” she says.

Like many speakers, she has her core talks, which she’ll adjust as necessary to fit the audience. “I take some time to find out the culture of the group—and their problems, needs, inside jokes, and so on—so I can talk specifically about what’s funny to this particular group,” she says, noting that she’d approach a corporate group, for example, differently from a faith-based group. “My faith is who I am and I always share my faith,” Renfroe notes. “But with a religious group, I feel more free to use church vernacular, for example.”

By the same token, she’ll approach a group of all women differently from a mixed-gender audience. “I rein it in a little when there are guys in the audience,” she laughs. “With an all-female group, the topics are pretty much unlimited—I can go anywhere—but when there are men in the room, I have to frame things a little differently so there’s no embarrassment.”

Regardless of the demographics of the audience, Renfroe says, “When people are laughing in response to what I say, I feel God’s pleasure and know that I’ve helped spread joy in the world.”

Renfroe is one of the many speakers and performers who are a good fit for planners of faith-based meeting. So where do you go to find appropriate speakers? Right here’s a good start. We’ve put together a list of 10 speakers, from the funny to the most serious, from the little-known to top names to set you in the right direction. Also, take a look at “Tips from the Pros” for more practical advice on choosing speakers and working with them to enhance the goals of your program.

Humorists

ANITA RENFROE

Whether it’s a lighthearted song about the challenges of life as a mom (for a sense of Renfroe’s inimitable style, check out her “William Tell Momsense” on YouTube) or a look at the deep, dark secrets of a woman’s purse, Anita Renfroe’s take on women, life, families, and faith is bound to get your audience laughing and nodding in agreement. Her most recent project is the DVD It’s Probably Just My Thyroid, complementing several humorous books, including Songs in the Key of Solomon; If You Can’t Lose It, Decorate It; and If It’s Not One Thing, It’s Your Mother.
More information: www.anitarenfroe.com

Booking information: Contact Tony Johnsen at the speakers bureau Creative Artists Agency (www.caaspeakers.com) at (615) 383-8787 or tjohnsen@caa.com. Renfroe lives in the Atlanta area. Her fee is negotiable.

MIKE WILLIAMS

If Renfroe is ideal for a woman’s gathering, Mike Williams is high on the list for a men’s gathering, though, like Renfroe, his family friendly “clean comedy” transcends gender. From individual churches to comedy clubs to larger faith-based events like the Gaither Praise Gathering and Focus on the Family, Williams has been keeping ‘em laughing for almost two decades. Blending a Christian approach with a healthy dose of sarcasm, his books include Men Moved to Mars When Women Started Killing the Ones on Venus and his Turkey Soup for the Sarcastic Soul series. Hear his unique brand of comedy in his 13 CDs, 14 DVDs, and as the host of the new comedy series “The Comedy Bus!” He’s also a frequent performer on the “Family Comedy Minute,” broadcast daily on more than 600 radio stations everyday, and has a daily show on XM Satellite Radio Channel 151. More information: http://mikewilliams.tv

Booking information: Contact Brian Scheer at (615) 599-8955 or brian@kendavis.com. Williams is based in Lakeland, Florida. His fee ranges from $3,000-$6,000, plus expenses.

Social Justice

CATHERINE HICKS

She might be best known for her role as Annie Camden, the mother on the long-running television series “7th Heaven,” but these days Catherine Hicks is also making a name for herself as a spokesperson for Catholic Relief Services (CRS) about the situation in Darfur and Sudan. That’s just one of the multiple topics the actress can address, including other personal passions that range from starvation around the world to first-hand knowledge of issues that address the health and welfare of the elderly, based on her own experiences caring for an aging parent with dementia. Another topic close to her heart revolves around her teenage daughter’s experiences with OCD and depression, as well as the experiences of working mothers, based on her own life and her role as the quintessential mother on the longest-running family drama in the history of television. Hicks’ talks are informed by her background as a theology major in college, especially the role of faith as a basis for social action and personal healing. More information: www.allamericanspeakers.com or Hicks’ webpage at www.catherinehicksonline.com

Booking information: Contact the All American Speakers Bureau at (800) 698-2536 or info@allamericanspeakers.com. Hicks is based in Los Angeles. Speakers fees are determined on an individual basis.

DR. TONY CAMPOLO

An author, sociologist, pastor, and social activist, Dr. Tony Campolo speaks on multiple topics, many touching on the ideas of social justice in a variety of ways. Campolo is author of 35 books, most recently The God of Intimacy and Action: Reconnecting Ancient Spiritual Practices, Evangelism, and Justice and Red Letter Christians: A Citizen’s Guide to Faith and Politics. The books and much of Campolo’s philosophy revolve around the concept of “holistic Christianity,” a multi-faceted religious approach that includes mystical spirituality, evangelism, and social justice. A professor emeritus of sociology at Pennsylvania’s Eastern University, Campolo is also the founder of the Evangelical Association for the Promotion of Education (EAPE), an organization that develops schools and social programs in cities across North America and in third-world countries. The outspoken speaker has appeared on such programs as “The Colbert Report,” “Nightline,”  “Politically Incorrect,” “Crossfire,” and more as a media commentator on religious, social, and political matters. More information: www.tonycampolo.org

Booking information: See the inquiry page at www.tonycampolo.org, or contact James Warren at (610) 341-1722 or jwarrend@eastern.edu. Campolo is based in the Philadelphia area. An honorarium is negotiated on an individual basis.

KAREN KASMAUSKI

A photographer for National Geographic, Karen Kasmauski has become the magazine’s go-to photographer for sweeping global health stories, such as the worldwide struggle against disease, the search for an AIDS cure, and the mysteries of aging and female reproductive health. Kasmauski brings the same skills to her presentations as she does to her photography, finding the personal stories behind the headlines and blending a warm sensitivity with an eye for detail to distill the global into the personal. She can speak on a variety of topics, including her most recent addition based on her book Nurse: A World of Care, compelling stories of nurses around the world and the difference they make. A sampling of other topics includes the common ties of women around the world, an overview of the worldwide health crisis, and the value of cultural differences. More information: www.kasmauski.com

Booking information: Contact the National Geographic Speakers Bureau (www.nationalgeographic.com/speakers) at (202) 775-7800 or speakers@ngs.org. Kasmauski is based in the Washington, D.C., area. Her fee range is $10,000-15,000, plus expenses.

Inspirational and Motivational

JOAN BROCK

At the age of 32, Joan Brock lost her eyesight within a period of three weeks from a rare disease. Five years later she lost her husband to cancer and was left to raise her daughter as a blind single parent. Laced with humor, Brock’s speeches show how she transformed adversity into challenge and frustration into opportunity. She draws on the similarities between her own situation and those that others face— whether they’re family issues, organizational skills, adjusting to change, taking control of your own finances, or other topical areas. She incorporates her faith into her talks and can also speak directly about the power of her faith in overcoming her challenges. Her life story was made into a powerful television movie for “Lifetime” called “More Than Meets the Eye: The Joan Brock Story,” based on her book of the same name. More information: www.joanbrock.com

Booking information: See the booking page at www.joanbrock.com, or contact Brock directly at (520) 760-0762 or brocktalks@yahoo.com. Brock is based in Arizona. Her typical fee ranges from $7,500–$8,500, plus expenses, but is negotiable depending on the group.

SIMON T. BAILEY

Author, speaker, and consultant Simon Bailey inspires individuals to take charge of their lives and transform them from the inside out. Bailey brings his experience in leadership, sales, and customer service with Hyatt Hotels, the Orlando Convention and Visitors Bureau, and the Walt Disney Company, as well as his master’s degree from Faith Christian University, to his idea that every individual possesses brilliance: potential, insight, genius, innovation, and ideas just waiting to be released. His action-oriented programs build on concepts from his most recent book, Release Your Brilliance, and five others. In addition to business-oriented programs, Bailey features two programs designed to motivate individuals to reconnect to their own unique gifts and develop an action plan: “Release Your Brilliance: 4 Steps to Transforming Your Life and Revealing Your Genius” and “Get a Life: How to Transition from Mere Existence to Meaningful Living.” More information: www.simontbailey.com

Booking information: Contact Michele Lucia at (972) 899-3411 or michele@simontbailey.com. Bailey is based in Central Florida. His fee range is $15,000-$20,000, plus expenses.

LADONNA GATLIN

Using her own experiences along with laughter and music, LaDonna Gatlin inspires attendees with an upbeat and practical message of courage and change. The sister of the well-known Gatlin Brothers, and a part of the Gatlin Quartet until the 1970s, she speaks of the seven key principles that gave her the courage to take a leap of faith and find her own voice. Laughter and music reinforce her message. An active member of the National Speakers Association, Gatlin has earned the CSP (certified speaking professional) designation and has been inducted into the Speakers Hall of Fame. She has also recorded four CDs and was a contributing author to the series Chicken Soup for the Soul. In addition to keynote presentations that incorporate her music, she’s available for 45-minute concerts as entertainment. More information: www.ladonnagatlin.com

Booking information: Contact Jerri L. Johnson at (903) 569-8924 or jerri@ladonnagatlin.com. Gatlin is based in the Dallas area. Her typical fee is $5,000, plus expenses.

Down to Business

GREG STIELSTR

If you’ve heard of The Purpose Driven Life, the all-time bestselling hardcover book in history, you can attribute that at least in part to the efforts of Greg Stielstra, the book’s marketing director. The innovative Stielstra is vice president of marketing for Christian books at Thomas Nelson Publishers and author of his own renowned book,  PyroMarketing: The Four Step Strategy to Ignite Customer Evangelists and Keep Them For Life (HarperBusiness, September 2005). For groups with an interest in marketing to a faith-based audience, Stielstra is an expert in a new approach: word-of-mouth, faith-based, and social network marketing. His work has been covered in a variety of publications, including The Economist, Business Week, Forbes, and more. More information: www.pyromarketing.com

Booking Information: Contact Ambassador Speakers Bureau (www.ambassadorspeakers.com) at info@ambassadorspeakers.com or (615) 370-4700. Stielstra lives in Nashville, Tennessee. His fees range from $5,000-$10,000, plus expensee.

DAVID COTTRELL

An authority on leadership, David Cottrell brings 25 years of professional experience at such companies as Xerox and FedEx and authorship of more than 20 acclaimed books to his leadership talks. He put all his own leadership skills to work when he founded CornerStone Leadership Institute, one of the largest U.S. publishers of management and leadership resources. Tailored presentations focus on a variety of leadership topics, including one based on his book, “Leadership…Biblically Speaking: 12 Choices…That Lead to Your Success,” which creates a foundation for organizational and personal success and is based on the book of the same name; and a presentation based on his most recent books, “Monday Morning Mentoring” and “Monday Morning Leadership,” focusing on accepting responsibility, maintaining focus, and continued improvement to positively influence an organization. More information: www.davidcottrell.com

Booking information: Contact Michele Lucia at (972) 899-3411 or michele@cornerstoneleadership.com. Cottrell is based in the Austin area. Fee range is $15,000-$20,000, plus expenses.

KAREN PURVES

The enthusiastic Karen Purves brings a breath of fresh air to a variety of topics. Calling on her eclectic background, which includes a bachelors degree in business, a master’s degree in environmental public policy, nearly 20 years of hands-on experience in animal and environmental fields—and extensive training in improv at the renowned Second City, Purves speaks on a number of topics: Communicating with Strength, Formula for E-mail Success, How to Green Your Organization, and more. She makes use of her improv background to customize all talks in an innovative way: The planner chooses the topic, but during the course of the presentation, the audience votes on what content is most important to them, creating an interactive and energetic experience that delivers content targeted specifically to that audience. More Information: innovativeimpact.com

Booking Information: Contact Purves directly at (702) 260-6842 or karen@innovativeimpact.com.

Tips from the Pros

We spoke with several speakers, speakers agents, and speakers bureaus about what they need from planners of faith-based meetings and conventions to maximize the speaker experience and tips for getting the best bang for the buck. Here’s what they had to say:

Plan early: Like anything else when planning a meeting, your chances of getting what you want are better when you plan early. Tony Campolo’s office, for example, says Campolo is often booked 18-14 months in advance. There might be holes in a schedule, of course, but booking early guarantees the speaker of your choice. Many speakers also have their schedules online so you can see their available dates at a glance.

Have your facts in hand ahead of time: Any speaker or speaker’s bureau is going to need basic facts right from the start: date, location, time of day, meeting theme, expected attendance, etc. Many have information request prototypes right on their website to help guide you.

Negotiate: Many speakers are willing to negotiate, especially with faith-based groups. Don’t assume a speaker is out of your price range without checking. But do remember that many speakers make all or part of their living giving speeches—they simply can’t give it away all the time.

Tag team: Speakers’ fees typically include airfare, hotel accommodations, and meals. If budget is a factor and you have some flexibility, consider scheduling a speaker who will already be in the area for another event on your chosen dates or even changing your date to one when the speaker will already be in your area. Of course, expenses go way down when you use a locally based speaker. 

Let a speaker’s bureau help: Not sure if someone is appropriate for your group? Don’t know who the best choice might be? Most speakers bureaus can help guide your decisions, in terms of the best speaker choice as well as topics available.

Let the speaker help, too: Tell him or her the goals of your program and what you want to achieve. “My story is my story,” says Joan Brock. “I have my core speech, but I’m always happy to adapt it to meet the needs of the group.”

Time it right: Talk with your speaker of choice about the timing of their presentation. Anita Renfroe is blunt in her dislike of morning meetings for her keynotes: “Comedy is useless before 10 a.m. so don’t even bother earlier than that.” By the same token, Brock, who is blind, will not speak during a meal. “It’s way too complicated for me to speak while I can hear the wait staff doing their jobs,” she says.