Steps to Hosting a Video Conference

• Fill out the Hosting Form for Video Conference

• Print the Video Conference Hosting Agreement under "Host a Video Conference," complete document with signatures, and fax to Love and Respect Ministries at 616-949-0601.

• Pay $275 Video Conference Hosting Fee (if you already own the DVD Set, the Hosting Fee is only $130). Call Love and Respect office at (616) 949-9790 with credit card number or mail Hosting Agreement and check to Love and Respect (address is on Hosting Agreement).

After Love and Respect receives payment we will then send: 

1. DVD Set (if needed)
2. Promotional DVD set (short clips from the DVD set to use for promotional purposes)
3. Send 11” x 17” Posters along with choice of 500 Flyers or Postcards
4. Username and Password for special access to Promo Materials on the Love and Respect website (contains all promo material for download such as photos, logos, press releases, testimonies, posters, registration forms, "how to host a video conference instructions," and more)

• Order Consignment products at least TWO WEEKS before your conference is held. Print off the order form from the "Special Access Webpage." You may go with our suggested amounts or fill in the quantity for each line item you want shipped. Fax this form to our office at (616-949-0601). Depending on the projected attendance, we will send out the appropriate number of Conference Workbooks (included in the attendee fee) for your event.

• After Love and Respect receives your Consignment order form we will then: 
1. Mail out your consignment products and workbooks within 1 – 2 business days
2. Please allow 3 – 5 business days for shipping

Hold your conference and Enjoy!

Post Conference Procedure (within ONE week)

• Mail all unsold consignment product back to our Distributor at:

Emery-Pratt
1966 West Main Street
Owosso, MI 48867

*Note: Products returned must be in NEW condition or you will be charged. Return shipping charges are the responsibility of the host church. Make sure you keep receipts for shipping of returned products.

• Complete Final Payment Breakdown form. This form will help you compute the total due Love and Respect Ministries for attendees and products sold.

• Mail ONE Check, Registration, and Consignment Product Return Receipt(s) to:

Love and Respect Ministries Inc.
770 Kenmore Dr SE
Grand Rapids, MI 49546

Suggestions for a Successful Conference

8-12 Weeks Out:

• Place promo posters in prominent places throughout your facility.

• Begin working with local radio stations to secure promo spots closer to the conference date.

• Create a promo spot on your website’s home page with online registration – if possible. (All registrations need to go through your church site, not Love and Respect. If online registration is not possible, include a PDF registration form which can be printed out and mailed in with the payment – to your church.)

• Set dates for on-site registrations. (It is strongly recommended that all registrations be paid in advance. This guarantees a reliable list of attendees, and aids you in planning for the conference.)

4-8 Weeks Out:

• Begin using video clip announcements with verbal endorsement from the pastor – on Sunday mornings.

• Mailings

• Send a letter from the Host Senior Pastor to the Senior Pastor of churches within a 100 mile radius.

• Send a letter of invitation (from the Senior Pastor) to each family on your church’s mailing list.

• Begin Sunday morning verbal and written announcements in the church bulletin and newsletter about the conference.

2-4 Weeks Out:

• Begin radio spots.

• Include insert about the conference in the Sunday bulletin.

• Use video promo clips (on Promo DVD) and verbal announcements.

Suggested Volunteers:

• 2-4 volunteers to assist with guest check-in.

• 2 volunteers to handle walk-in registrations.

• 3-6 front door greeters – depends on number of entrance doors.

• 1 usher at each sanctuary or conference room entrance to greet and assist attendees.

• 3-6 volunteers to assist with sale of Love and Respect products at each break as well as following the conference.

Suggested Pricing Procedure:

• We suggest a “minimum” admission fee of $10 to cover the cost due Love and Respect for each attendee.

• You have permission to set the admission fee and also take a free-will offering at the event. Any funds above and beyond the $10 per attendee fee are for the Host Church to be used to offset costs and to be used for future ministry opportunities.

• You can also help cover the cost of the conference by selling Love and Respect Consignment Products as you will receive 10% of the total sales.

Frequently Asked Questions

"I filled out the Hosting Form…now what?"
You will be contacted by someone on the Love and Respect video conference team. When the decision is made to move forward, print off the Hosting Agreement from the website, fill it out and fax it to the number on the form. You may call the office with your credit card info or mail your check. We will then send you the DVD set, a promo DVD with exciting video clips, large high quality posters, and choice of other promo material. You will also get special access to the media center on the Love and Respect website. We ask that you sign up at least SIX weeks prior to your conference to allow time for promotion and registration.

"How can I pay for the Video Conference Hosting Fee?"
We accept Visa and MasterCard or you can mail a check to our corporate office. Call 616-949-9790 to provide your credit card number.

"How long does the Video Conference take? How much time should we plan for?"
The DVD set is an actual recording of the Live Conference and is 7 hours in length. The 7 hour conference is recorded on 5 DVD discs. The time for each DVD is: Session 1 (84 min.), Session 2 (83 min.), Session 3 (84 min.), Session 4 (64 min), and Session 5 (82 min.). A LIVE conference is held on Friday evening and Saturday morning until 1:30 pm. This seems to work best as it is a commitment of one evening and a long morning. It is important that attendees hear the entire Love and Respect message.

"Do I have to do the video conference using a particular format?"
No. That's part of the freedom you have in doing a Video Conference. You may show the DVD set in any format you would like. We have many people covering the material on a Friday night and a Saturday morning. We have others spreading it out over 14 different study nights. You may show the DVD all in one day if you are so inclined. The format is entirely up to you. You may plan as many breaks as you need. All we ask is that you show the entire DVD set so the full Love and Respect message is presented.

"Do I have to charge money for people to attend the Video Conference? If so, how much should I charge?"
You are not required to charge any money for those attending the Video Conference. However, Love and Respect encourages you to cover your costs. The basic costs include $275 for the DVD set and Hosting Fee. In addition, there is a $10 fee per attendee which includes the Conference Workbook. We suggest you charge a minimum of $10 per person to cover the per attendee fee due Love and Respect. Any surplus from admission fees charged or free-will offering remains with the local church to offset expenses and invest in future ministry opportunities.

"What exactly does it mean when it says we can order consignment materials?"
Books, workbooks, DVD (video) sets and CD (audio) sets are sent to the Host church TWO weeks prior to the conference. The quantities sent are based on the estimated attendance. Some of them have special “conference” pricing. The Consignment Products Form will be included as an attachment to the Registration acknowledgement email or it can be downloaded from the Promo Materials page on the website. Fax the completed order form to us at least TWO weeks prior to your conference and we will ship you the products at our expense. Within ONE week following the conference you will ship any unsold products back to our warehouse and only pay for those purchased. It's as easy as that! You will keep 10% of the total consignment product sales. Shipping of the returned unsold products will be at the expense of the host church. We will provide sales tools that explain the products and provide answers to questions that may come up.

"Why do you provide Consignment Products at the conference?"
We feel it is important to provide materials for each attendee to take home. Conferences are great but follow up is very important. There is a lot of material covered in 7 hours and it does take time to digest. The products will reinforce, and go deeper, into the principles introduced at the conference. People who are blessed and impacted by the message of Love and Respect want to share it with others as well. By having the products readily available at the conference, many people will purchase that may not do so days later. There are discounts, no shipping expense, and the host church is able to keep 10% of the total sales. Consignment products are sent to Video Conferences of 100 or more attendees.

“Do I have to pay the Hosting fee every time I do a Video Conference? I already paid a Hosting fee for our last conference."
Yes. However, since you already own the DVD set, the Hosting Fee is only $130 each subsequent time. There would also be the cost of $10 per attendee with a minimum of 50 attendees.

“We will only have 30 people – why do we have to pay for 50 as a minimum?”

We feel that groups of 50 and under may be better served in a Small Group. With the Small Group it is also more cost effective as there is no Hosting Fee or attendee fee. We have Small Group sets available that include the DVD Set (full recorded Live Conference) and 10 Small Group Discussion Guides for $175. The bundled set is $70 off what they would be normally. The Small Group Discussion Guide is similar to the Conference Workbook but includes discussion questions and homework assignments.

Another reason is to challenge the local Host church to do this as an outreach in your community. We want to challenge churches to reach out in faith for 50 attendees.

"Should we order one workbook per person or one per couple?"
We require that each person have their own conference workbook. They are included in the per person fee of $10.

"Our church just hosted a Video Conference. Is there a fee to use the DVD set in small groups?”
No. Your church now owns the DVD set and it can (and should be) used as much as possible. If you use the DVD set in a small group setting, there is no additional fee. You may want to purchase the Small Group Discussion Guide for each person in the small group. The Small Group Discussion Guide is similar to the Conference Workbook but includes discussion questions and homework assignments.