Honoring Guest Speakers (part 2)

This excellent three part series (originally titled “An Etiquette That Honors“) was written by my friend, Pastor Chris Ball. Pastor Chris is a leader of leaders both at his local church as well as Elim Fellowship, where he serves as General Secretary. It is a great honor to know him and share this resource with you!

(If you haven’t read Part 1 yet, click here to do that first!)

Guidelines to Honor Guest Speakers

Thoughtful, considerate hospitality extended to a guest speaker can greatly enhance your ministry event. Inasmuch as he/she will bless your audience with their message, you can bless them by facilitating an environment conducive to ministry.

Demonstrate Hospitality

Find out what your guest likes, such as snacks (candy bars, crackers, cheese, etc.), drinks, mints, etc. Have a welcome basket made for them and placed in the hotel room prior to their arrival. If your guest speaker’s spouse is traveling with him/her, be sure to include a special gift for their spouse. If the guest is staying in someone’s home, arrange with the host to assist with meals.

Simple acts of hospitality can refresh a guest speaker and contribute to the success of your event. Here are a few more suggestions to consider as he or she arrives at your services/event:

• Meet the speaker at the door of your facility or assign someone to meet him/her.

• Be available or designate someone to help carry ministry materials from the speaker’s vehicle.

• Place a table in a prominent place for ministry materials or displays.

• Show your guest where the restroom is located.

• Go over details of the service and provide a copy of the program agenda, schedule of activities, registration packet, etc.

• Show your guest where he/she will sit, the path to the podium, where the sound system is located, where audiovisual screens are located, where electrical outlets are located, where light switches are located and where you will be sitting.

• Designate which microphones the speaker will use. Introduce your guest to the sound and lighting technicians.

• Be prepared to introduce your guest properly and to promote his/her ministry materials.

• Discuss timing of a special offering (usually at the close of the service) and who will receive it (normally the pastor).

• Provide bottled water and mints at the speaker’s podium and at the table/seat where he/she will be sitting.

• Obtain permission from your guest before recording (audio or video) your guest’s messages/performances.

• Provide complimentary audio and/or videotapes of the entire event to your guest.

The honorarium is intended to bless the guest speaker above and beyond the expenses he/she has incurred to come and minister.

Consider the following as you determine the speaker’s compensation:

• Is this ministry my guest’s livelihood?

• How far will my guest travel for this event?

• How much time away from family will this event require of my guest?

• What type of ministry (speaking, music, teaching, etc.) will my guest present?

• Experts claim that the best presentations require 1 hour of preparation per minute of presentation.

• How many times will my guest be expected to minister?

• Cover your guest’s expenses (meals, travel, and lodging).

• Reimburse the guest’s mileage (use the current Internal Revenue Service’s allowance for mileage when an automobile is used).

• Inform your guest in advance of financial arrangements (fee, offering, both).

• Pay your guest speaker before they leave your event. “Check is in the mail” is not serving with excellence.

Like what you’re reading? Click here to read ‘Part 3’ of this article!