How to Ensure Your Next Conference Is a Game-Changer, Not a Time Sink

Episode Overview

In this value-packed episode, we dive deep into the world of ministry conferences, exploring everything from maximizing the conference experience for church teams to building meaningful connections. We discuss practical tips for both attendees and presenters, share strategies for implementing conference learnings, and offer guidance on selecting the right events for your team. Whether you’re a seasoned conference-goer or considering your first event, this conversation provides actionable insights, encouragement, and even includes some lighthearted discussions about ice cream along the way.

Episode Highlights & Key Quotes

1. Conferences Are About Relationships & Team Building

  • “It’s amazing—the bonding that happens with your ministry team. You go further, faster.” — Chris Sasser
  • Team experiences at conferences foster deeper conversations, shared language, and ministry breakthroughs.
  • Attending conferences with volunteers creates powerful “aha” moments; sometimes, it even launches someone into ministry (Kerri-Ann shares her story).

2. Evaluate Conference Value Beyond Content

  • Much of the richness is in informal interactions and networking—often more than the mainstage content.
  • “The breakouts and workshops are your practical take-home. These are some of the things that are really helpful.” — Kerri-Ann Hayes

3. Avoid a “One Size Fits All” Approach

  • No two conferences are the same—like ice cream flavors, they serve different purposes.
  • “Everybody’s wanting practical help in relationships… but not everyone practices that.” — Chris Sasser

4. The “Commercialization” of Conferences

  • The panel candidly notes some events can feel like “one big long commercial,” but there is tremendous value in connecting with real people and real stories.
  • “There’s good content… but the most valuable things for me have been team building and networking.” — Chris Sasser

5. Starstruck Moments & Accessibility of Speakers

  • Authentic encouragement and specific feedback go a long way—don’t let being “starstruck” rob you of the chance to connect.
  • “There have been people I reach out to… and the amount of people who have said yes… is amazing!” — Kerri-Ann Hayes

Top Takeaways for Church Leaders

Build Relationships While Learning

  • Conferences are as much about the people as the content: “If you can go and grow in your ministry… then you’ve done it the right way.”
  • Invest in relational time with your team—car rides, meals, and fun locations amplify learning and foster unity.

Volunteer Investment Is Mission Critical

  • Volunteers may experience a sense of calling at conferences; taking them with you is “one of the best things I ever did.”

Breakouts Are Gold

  • Main sessions are often repeated across many events, but breakouts provide practical, targeted help for today’s ministry challenges.

Pick the Right Conference, Not Just the Flashiest

  • Evaluate location, breakout offering, and the schedule’s flexibility for debriefs and group time.
  • A “fun location” can contribute to team building and make the experience more memorable.

Actionable Steps & Practical Recommendations

Bring Your Team (Staff & Volunteers)

  • Assign each member to attend different breakout sessions, then regroup to share learnings.
  • Ask team members to identify one question they hope to answer, and one person they hope to meet.

Maximize Networking

  • Encourage team members to introduce themselves to at least two new people per breakout.
  • Use conference apps or Facebook groups to identify last-minute meetups (“First Watch breakfast, anyone?”).

Debrief and Apply What You Learn

  • Build time into your conference schedule for your team to gather, process learnings, and plan next steps.
  • Celebrate by sharing a nice meal on the last night—a thank-you and relationship boost.

Overcome “Starstruck” Moments

  • Approach speakers with authenticity: “Be specific in encouragement. Tell them how their teaching helped you.”
  • Reach out before or during the conference—many speakers happily meet for coffee or conversation.

Strategize in Advance

  • Research breakouts and workshops, and map out your priorities before arriving.
  • Identify opportunities for relational connection (meals, late-night hangouts, social events).

Choosing the Right Conference for Your Team

  • Consider Your Ministry’s Season & Focus: Is the conference offering practical workshops that address your ministry’s biggest questions right now?
  • Check the Schedule: Does the conference include free time or forced marches?
  • Reflect on Your Team’s Needs: Fun in a new location matters! Mix in relaxation or local exploration if you can.
  • Mix Up Your Experience: Try a cohort or cohort-style online group for continued learning and encouragement if conferences feel tiring or old hat.

Networking & Relationship Building

  • The true power of conferences is often the new connections you make—not just the experts up front but the leaders sitting beside you.
  • “Keep the conversation going” post-conference via online communities or regular calls with new friends.
  • Ministry is strengthened when leaders feel less alone and see “we’re all in it together.”

Presenter vs. Attendee Perspectives

For Presenters:

  • Nerves are real! Most presenters can only fully relax and take in content after their presentations are done.
  • The role isn’t as glamorous as it seems—often, you’re hustling between events, sometimes missing relational moments.
  • Ethical presenters focus on adding value, not just selling resources: “I don’t want to become another piece of the commercial.”

For Attendees:

  • Learning and relationships both matter; “rules” are helpful but not tyrannical (“Rules aren’t real!”).
  • Give yourself permission for long, relational lunches if that’s the real growth opportunity for your team.

Common Conference Misconceptions: The Realities

  • Myth: Every presenter is living a “first class” life of luxury.
  • Reality: Most are in it for the mission—“I’m certainly not getting rich on it.” Presenters are often as eager to learn from you as you are from them.
  • Myth: Conferences are just about content consumption.
  • Reality: Car rides, dinners, and relational “mini-retreats” spark growth and lasting impact.

Bonus: Tips for Getting the Most Out of Conferences

  • Prepare “conference objectives”: What questions do you need answered? Who do you want to connect with?
  • Challenge your team to network—with both speakers and fellow participants.
  • Engage with social groups linked to the event for spontaneous meetups.
  • Don’t be afraid to follow up post-event; “Keep the momentum going.”
  • Try conferences adjacent learning: Online cohorts, peer learning groups, and local ministry networks.

Resources & Connect with the Guests

Share your feedback, stories, or conference experiences with the podcast team! Let us know how these insights impact your ministry growth journey.

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