Religious Conference Management Association - RCMA EMERGE

Attendees, exhibitors & solutions

Who this event is for

Industry trends

Key trends shaping this market and its wider industry.

Arrival airports

Choose from the following airports, with convenient access to the event and venue.

Hotel tiers

A range of accommodation options near the venue and across key areas.

Local transport

Get around the city with these convenient transport options.

Frequently asked

Glossary

1

Faith-based meeting planner

A planner employed by or contracted to a church, denomination, ministry, seminary or religious association who organizes worship services, business sessions, workshops and meals for a defined group of clergy, lay leaders or members.

2

RFP (request for proposal)

The document a planner sends to hotels, convention centers and DMCs listing dates, attendee counts, meeting-space needs, room-block size and F&B requirements so suppliers can quote availability and rates.

3

Room block

A contracted number of sleeping rooms held for an event across specific dates. Religious conferences typically need blocks that include early arrivals for clergy retreats and departures after Sunday services.

4

Attrition clause

Contract language that charges the planner if the group picks up fewer rooms than the agreed block. Faith-based groups with volunteer-driven registration often negotiate a softer attrition percentage.

5

F&B minimum

The minimum food and beverage spend a venue requires from the group, usually met through banquet meals, coffee breaks and receptions. It is a decisive number for church conferences with modest registration fees.

6

Banquet event order (BEO)

The venue's operational instruction sheet for a single meal or function, covering room set, menu, timing, dietary needs, A/V and billing. Planners review BEOs for every worship service and meal function.

7

Comp ratio

The number of complimentary rooms a hotel provides per paid rooms booked, commonly expressed as one comp per 40 or 50 rooms. Comps often house the keynote speaker, worship team or denominational officers.

8

CVB (convention and visitors bureau)

A destination marketing organization that provides free planning support, including venue options, site inspection coordination and local supplier introductions for groups considering its city.

9

DMC (destination management company)

A local firm that arranges ground transport, off-site venues, tours, décor and staffing for an event in a specific city. DMCs are especially useful for mission-focused service projects and evening worship off property.

10

Site inspection

A pre-contract visit by the planner to assess meeting rooms, sleeping rooms, load-in access, accessibility and worship-space acoustics before signing with a venue.

11

General session

The main gathering of all attendees, usually combining worship, business, keynote teaching and announcements. General sessions drive the largest seating, staging and A/V requirements.

12

Breakout / workshop track

Smaller concurrent sessions grouped by audience, for example pastor track, youth ministry track or administrator track, each needing separate rooms and often recorded for later distribution.

13

Worship production

The technical package behind a service: stage design, lighting, sound reinforcement, lyrics projection and livestream. Religious conferences often travel with their own team and rent the remainder locally.

14

Denominational meeting

A gathering convened by a specific denomination, such as a synod, convention, presbytery or annual conference, that typically combines governance votes with worship and training.

15

Master account

The running bill a venue keeps for charges the organization pays centrally, such as meeting-room rental, A/V and banquet functions. Individual attendees settle their own sleeping-room incidentals.

16

Registration desk / badge pickup

The on-site counter where attendees collect name badges and materials. Faith events often staff it with volunteers and need pre-function space near the main session room.

17

Resort or destination fee

A mandatory per-night charge added by some hotels for services such as Wi-Fi, shuttle or fitness access. Planners ask for these fees to be waived or disclosed in the group contract.

18

Accessibility and dietary accommodation

Advance requests for step-free access, hearing loops, quiet rooms and allergen-aware menus. Religious groups frequently include older clergy and attendees with mobility or dietary needs.