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 2 yet, click here to do that first!)
Treat a Guest Speaker Well by Asking Ten Questions
Those with little experience hosting guest speakers may be unaware of some of the courtesies their guests will appreciate:
- If your guest is flying, have you asked whether he’d prefer for you to book the tickets or to make his own flight reservations?
If your guest makes his own travel arrangements, offer to reimburse him as soon as he can send a copy of his receipt/itinerary to you. - Have you reimbursed your speaker for all travel expenses, including incidental ones?
In addition to airfare or car rental costs, your guest will likely incur out-of-pocket expenses for airport parking, tolls, food, tips, etc. It is appropriate to ask for receipts for these in order to provide reimbursement. If the speaker drives his own vehicle, reimburse him according to the current IRS per mile expense rate. - If you intend to give your guest an honorarium, have you arranged to do so before he leaves?
When determining the amount of the honorarium, consider not only the preparation and delivery of the messages, but also the amount and value of the time you’ve asked your speaker to be away from home. - Are you prepared to offer several restaurant options?
Just about everyone has likes and dislikes. If meals will be served in homes, have you asked about preferences, food allergies, etc.? - Have you asked about when your guest would prefer to eat?
- Have you given your guest the option of staying in a hotel instead of a home?
Although some opt for the fellowship of the home environment, nearly all prefer the privacy of a hotel room. The hotel provides the seclusion to study, write, pray, prepare, send email, and more easily rise or retire according to his/her personal schedule. If your guest stays in a home, the most important consideration is a private bathroom. Be sure to show him/her where extra towels and washcloths are kept. - Have you asked if your guest would like to have a car made available while with you?
Rarely is this needed, and nearly always your guest will prefer for someone else to drive, but to ask is a courteous gesture. - Have you asked what your guest would like to do during the times when he/she is not speaking?
Your guest may prefer to rest or work, but might enjoy alternatives you suggest. Ask if there are any local sights he/she would like to see, whether bookstores are of interest, or something else. - Have you remembered those left behind?
Arrange to have a “Thank you for sharing your husband/wife” (perhaps just a card). Sometimes a simple, tangible remembrance can be given to your guest to take to their spouse. Just make sure they have room in their luggage. - Finally, because everyone is different, it’s always a wise policy to ask all of your guests in advance, “Do you have any special requests?”
What can a church expect from a guest speaker?
- A guest speaker must come to the host church with the mindset to leave a deposit. It’s better to give than receive.
- A guest speaker must always submit to the leadership of the host church.
- All times of ministry should be flowing in the same spirit as that of the host church.
- A guest speaker should be sensitive to time and schedule. Be on time and ask when ministry should begin and conclude.
- A guest should dress appropriately. Ask, never presume or assume.
- Inform the host church of audio/visual needs, if applicable.
- Seek to connect to the leadership, not just blow in and blow out.
- Inform the host church of your needs ahead of time so they can be aware and prepared for your visit.
- Send a thank you note after returning home.
- Be willing to go the extra mile.