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FEBRUARY 23, 2018

DETAILS ABOUT HOSTING THE EVENT

REGISTRATION

DO ALL OF MY ATTENDEES NEED TO REGISTER ON WORKASWORSHIPRETREAT.ORG?

Yes. In order to give your church a proper headcount for the event, every attendee must register online. Before the retreat, we will send tickets, digital programs, and event details to each person who registers. After the event, every attendee will gain access to the videos and talks from the conference.

CAN WE MAKE THIS A FREE EVENT FOR EVERYONE IN OUR CHURCH?

No. Over the past 10 years of hosting conferences, we've learned that people are more likely to attend if they invest financially in the event. Our hope is to provide a great experience for your church and an event attendees value. To remain consistent, every host site must have their attendees register online and pay the $25 registration fee. If you're interested in giving back to your attendees, consider buying them lunch with the proceeds from the registration fee.

WHAT HAPPENS TO THE $25 REGISTRATION FEE ?

A small portion ($3–$5) of the $25 fee will go to RightNow Media @ Work to cover credit card fees and program costs. The remainder goes directly to the host site. The host site can choose how to spend the proceeds.

WHEN WILL REGISTRATION FOR ATTENDEES BEGIN?

Between now and the end of October, we will be focused on signing up host sites. Registration for attendees will open on November 1st, 2017.

WILL YOU SHARE THE ATTENDEES PERSONAL INFORMATION WITH OTHER MINISTRIES?

No, we will only use the personal information of attendees for the purposes of RightNow Media and RightNow Media @Work. Prior to the Retreat, we will email each attendee a digital program including the schedule for the event itself. We will also follow up with attendees after the Retreat to make sure they receive copies of the talks delivered throughout the simulcast. In addition, each attendee’s host church will have limited access to their information, but only to communicate additional details on the day of the event.

HOW WILL CHURCHES GET REIMBURSED FOR ATTENDEE REGISTRATION?

Within 7–10 days of the Retreat, we will mail a check to each host site with its proceeds for the event. Please confirm that the mailing address we have on file is up to date.

HOW WILL CHURCHES KNOW THE NUMBER OF REGISTERED ATTENDEES FOR THEIR SITE?

In the days leading up to the Retreat, we’ll send each church a list of attendees, names, and emails for the purpose of communicating with them before the event.

HOW WILL INTERNATIONAL ATTENDEES BE CHARGED?

All attendees—domestic or international— will be charged in the amount of $25 USD. Credit card companies will account for the exchange rate, which will be reflected on the individual’s billing statement, like other international transactions.

HOSTING

WHEN WILL THE EVENT BEGIN? DOES IT CHANGE BY TIME ZONE?

The event will either start at 7:30 AM or 8:30 AM local time, depending on your time zone (choose from the list below).

WHAT ABOUT INTERNATIONAL LOCATIONS?

On the day of the Retreat, the stream will be broadcast according to the 4 time zones represented on mainland U.S. (PST, MST, CST, and EST). Locations in North and South America will access the content based on their respective time zones. The live Retreat will begin at 7:30AM CST. The stream will be delayed for those in Pacific and Mountain time zones so that they can begin at 7:30AM local time. Those in an Eastern time zone will begin at 8:30AM.

 

For any host site located outside of the U.S. whose time zone falls behind those listed above, we will provide access to the stream for them to begin the simulcast at their local time of 7:30AM on Saturday morning.

WILL THERE BE A BREAK FOR LUNCH?

Yes. There will be a built-in lunch break that will likely be about an hour and fifteen minutes long. The exact length will be confirmed closer to the event. Host sites have the option to tell attendees to grab lunch at a local restaurant or to coordinate lunch for everyone at the church.

CAN OUR CHURCH HOST LUNCH?

Yes. Many churches are using the proceeds from the $25 registration fee to help pay for lunch. We suggest keeping it simple with food that’s easy to order and distribute (such as boxed lunches or pizza). A week before the event, we will send you the final registration numbers so you can have an idea of the headcount.

CAN I DO SOME PROGRAMMING DURING LUNCH?

Yes. Several churches plan to have their pastors share for a few minutes during lunch. Other churches are hosting a panel of business leaders from their church to discuss work as worship in their community.

WILL THERE BE BREAKOUT SESSIONS?

No. The simulcast feed will be delivering all the main sessions. But, there will be opportunities to make the event your own. Your pastor can kick off the morning with a brief devotional before the event begins. Or you can include programming during the lunch break as mentioned above.

WILL THERE BE TRAINING ON HOSTING THE EVENT?

Yes. We will deliver training to host sites as the event approaches. Most of the training will be conveniently distributed through RightNow Media for you and your team. We will provide training in the following areas:

 

  • Technical - We'll walk through how to stream the content and test it before the event.
  • Localizing the Event - We'll train you on how to make this event a local gathering for your church and community.
  • Hosting Etiquette and Tips - We'll explain how to set up the room, handle promotion, care for attendees, etc.

WILL ATTENDEES HAVE MATERIALS TO FOLLOW ALONG AT THE RETREAT? WHEN WILL WE KNOW THE TOPICS FOR THE DAY?

Yes. Prior to the Retreat we will email a digital event guide to attendees that will help maximize their experience. These materials will only be sent to those with confirmed registrations. So encourage all potential attendees to sign up when registration opens on November 1st, 2017.

WHY DID YOU CHOOSE FRIDAY FOR THE RETREAT INSTEAD OF SATURDAY?

For the past 6 years we’ve hosted the Work as Worship Conference locally in Dallas. During that time, we have found that Fridays result in a better turnout, as attendees tend to have fewer scheduling conflicts.

WILL YOU FEATURE THE VIDEOS FROM THE RETREAT ON RIGHTNOW MEDIA?

While we may use portions of the talks for creating resources in the future, the simulcast in its entirety will only be available during the Retreat itself. Following the event, a select few of the talks will be made available to registrants. However, most of the content will remain exclusive to the Retreat. Please make every effort to either host or attend the event in order to take advantage of this unique opportunity.

PROMOTIONAL MATERIALS

WILL THERE BE PROMOTIONAL MATERIALS?

Yes. We will provide you with a host of digital marketing tools including church bulletin inserts, posters, flyers, and email templates that you can use for the purpose of promoting the Retreat. During the next few months, our team will contact you to make sure you have everything you need before registration opens. All of the materials will be customizable so that you can utilize them in whatever way suits you best. We also encourage host churches to put the Retreat logo and description on their website as an additional form of promotion.

TECH SUPPORT

WILL WE HAVE A TRIAL RUN BEFORE THE EVENT TO ENSURE THE SIMULCAST RUNS SMOOTHLY?

Yes, we will provide a few different opportunities for you to test the live stream. Currently, we are looking to schedule tests for the fall months of this year and in the weeks leading up to the Retreat.

WHAT IF OUR CITY HAS A SNOW STORM AND PEOPLE CANNOT MAKE IT TO THE CHURCH?

In the event of a weather emergency, we will email a secure link to registered attendees that will allow them to view the simulcast from their home or mobile devices.

IF ANY BUFFER TIME HAPPENS WITH THE SIMULCAST, WILL THE SIMULCAST PICK UP WHERE IT LEFT OFF OR START WHERE EVERYONE ELSE IS?

Each situation is unique and in todays streaming world there’s no absolute guarantees. But the software that we use provides a DVR of the stream for 24 hours. You should have control to go back if you need to replay something. You should also be able to “pause” if you are delayed getting back from lunch, or need to take a break for some other reason, and then pick up where you left off.

HOW MUCH BANDWIDTH WOULD IT TAKE TO STREAM THE CONFERENCE?

Most high speed internet connections will work just fine. You don’t need to have state of the art facilities. If you can stream videos from a service like Netflix without interruption there’s a good chance this will work just the same. But we still suggest verifying your internet service capabilities at your church. The software we use recommends you to have a dedicated connection with 5-10 Mbps download speed to get the highest quality. You also should take into account that your internet bandwidth is probably shared throughout  your facility. So, if you are allowing attendees to use your wifi, or other videos are being streamed throughout the building, then that will slow things down. We recommend making sure people stay off your wifi during the conference or make sure you've dedicated the needed bandwidth to the conference stream.

WILL WE HAVE AN OPPORTUNITY TO SPEAK DIRECTLY WITH YOUR TECH TEAM?

Yes. We will have several scheduled conference calls and training sessions toward the end of summer and into the fall.

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