The role of hospitality coordinator can vary, depending on how travel arrangements are worked out between the candidate(s) and the search team.

Hospitality for Pre-Candidates

The search team is financially responsible for the travel expenses for the pre-candidates and their spouse (if applicable), though the logistical details are worked out between the coordinator and candidate, balancing the search budget with the comfort of the candidate. Travel logistics include:

• Transportation, i.e. airfare, train fare, mileage, (reimbursed per IRS reimbursement rates), tolls, parking
  • If the minister is booking their own travel, they should confer with the hospitality coordinator about cost before purchasing tickets
  • Consider the weekend schedule to allow the minister to arrive early enough to get settled before the first event
  • The hospitality coordinator usually provides (or delegates) airport pick-up. or reimbursement for taxi or rental car). Provide transportation to the various meetings. Often, the search team splits up transportation so that members have solo or paired time with the pre-candidate (and spouse).

• Lodging for the visit is arranged and paid for by the search team. Choose a reasonably priced and full-featured hotel near the church. If possible, choose a location that allows the spouse to explore your community. Confer with the minister about the location and amenities before booking.
• Dining: Most of the meals will be with the search team. If they have a meal on their own, they can submit a receipt for reimbursement.
• The minister should promptly submit receipts and/or mileage
• The hospitality coordinator and treasurer should promptly send a reimbursement check

Hospitality During Candidating Week

The arrangements and logistic are similar to the pre-candidating with a few exceptions and considerations:

• With a longer stay (and possibly being accompanied by children) consider offering an “extended stay” style of accommodation for their lodging.
• If you have a walkable community, offer lodging options that enables the candidate (and their spouse/family) to explore near their lodging.
• If the candidate doesn’t have their own car available, consider offering a rental car so they can explore your community on their own.

Time Requirement

Lodging reservations generally do not have to be prepaid, so they can be booked as soon as the search team chooses pre-candidating weekends. Other arrangements should be made as soon as the pre-candidate commits to a weekend visit.

Key Dates

• Fall: Make lodging reservations once pre-candidating weekends are set
• Mid-to-late January: Work with pre-candidate to make travel arrangements as soon as they accept
• A couple of weeks before the pre-candidating weekends: Search team should finalize local transportation for the pre-candidate (and spouse)
• As soon as candidating week is scheduled: Work with pre-candidate to make all travel arrangements