Money can often be an awkward topic for churches and guest speakers.
It’s an issue both parties think about, but too often, it’s an issue around which both parties tiptoe.
It doesn’t have to be this way. Hosting and paying guest speakers or musicians should be viewed through the lens of biblical stewardship and hospitality. Over the years, I’ve worked with many churches, speakers, and musicians to establish helpful guidelines. These are not rigid rules but flexible principles designed to create clarity and foster generosity.
Here are ten guidelines for paying and hosting guest speakers and musicians:
1. Pay with a generous spirit.
As your church is able, strive to be generous when compensating guest speakers and musicians. A good starting point for guest preachers is the formula developed by Art Rainer. While this framework is tailored to guest preachers, similar principles can apply to conference leaders, musicians, and others. Adjustments may be necessary based on the specific context, but generosity should always be a guiding principle.
2. Ask the guest speaker about their expectations for pay.
Be upfront and ask guest speakers or musicians if they have specific fees or payment guidelines. There’s no need to shy away from this conversation—it fosters transparency and ensures everyone is on the same page.
3. Pay promptly.
Have the check or the electronic deposit ready when the speaker or musician arrives. To avoid delays, request W-9 forms and travel reimbursement paperwork in advance. Never tell a speaker, “We’ll mail the check later.” Prompt payment communicates respect and professionalism.
4. Cover all travel expenses.
Ensure all travel-related expenses are reimbursed, including airfare, mileage, rental cars, Uber, meals, and lodging. It’s fine to set reasonable boundaries, such as reimbursing coach airfare instead of first-class, but be clear about these expectations upfront.
5. Provide reasonable accommodations (not your home).
Most speakers and musicians prefer staying in a hotel rather than a private home. Hotels offer privacy, comfort, and freedom from the social obligations that often come with staying in someone’s home. A comfortable hotel stay ensures they are well-rested and ready for their engagement.
6. Inform the speaker ahead of time.
Clearly outline the honorarium or fee, along with travel reimbursement, during your initial conversations with the speaker or musician. Putting these details in writing helps prevent misunderstandings and ensures clarity for both parties.
7. Consider the speaker’s perspective.
What may seem like a short 45-minute speaking assignment to your church could require two full days of travel for the guest speaker. When determining compensation and logistics, consider the time and sacrifices involved from their perspective. Generosity in this regard can leave a lasting positive impression.
8. Avoid scope creep and add-ons.
Stick to the original commitment. Don’t ask the speaker for additional engagements after the initial invitation. Statements like, “Since you’re here anyway…” can make the speaker feel taken advantage of. Similarly, avoid involving other groups that try to add engagements during the speaker’s visit. Be clear and specific about expectations from the start.
9. Provide a dedicated point person.
The speaker or musician should have one primary contact for all aspects of the engagement. This person should handle travel arrangements, payments, sound checks, and greet them at the venue. A single point of contact minimizes confusion and ensures a smooth experience.
10. Protect your church’s reputation.
Churches quickly develop reputations—good or bad—based on how they treat guest speakers. Travel can be exhausting, and speakers need to know they are valued and cared for. Going the extra mile in hospitality reflects well on your church and honors the guest’s time and effort.
Closing Thoughts
These guidelines are written primarily with the guest speaker’s perspective in mind. In a future post, I’ll address specific guidelines that speakers and musicians should consider when engaging with churches.
In the meantime, I’d love to hear your thoughts. What practices has your church adopted when hosting guest speakers and musicians?
