A Smarter Way to Plan Church Events

CASE STUDY

New York Annual Conference

How GCFA Support Services Transformed Event Planning for One of Methodism’s Largest Gatherings

“GCFA saved the conference tens of thousands… and gave us back 5 to 10 hours a week to focus on what matters most.”— Lonnie Chafin, Treasurer & Director of Administrative Services, New York Annual Conference

The Challenge: Event Planning That Distracted from Mission

For the New York Annual Conference, planning their Annual Conference session was more than just logistics—it was about creating an experience that would inspire and connect church leaders across the region. But as Treasurer and Director of Administrative Services Lonnie Chafin described, their leadership team was stuck juggling “tasks as significant as designing the Annual Conference and as menial as how to get a power strip to the mezzanine.”

The team also struggled with confidence around hotel contracts, concessions, and industry norms. “We didn’t know if what the hotel offered was standard or if we were asking enough,” Chafin recalled. “We needed someone with the right expertise—so our key staff could stay focused on impact, not on the power strip.”

The Solution: GCFA Event Support Services

Having partnered with GCFA in other areas, the conference turned to the organization’s Travel and Meeting Planning team for help. What began as a complex hotel search in Manhattan turned into a full-scale collaboration that elevated the entire planning process.

GCFA quickly sourced venues through its industry-recognized RFP process and presented curated options tailored to the conference’s needs. “It really helped in finding the right solution for us quickly and professionally,” said Chafin.

Once GCFA took over communications and contract negotiations, the transformation was immediate. “We lacked confidence in hotel contracting,” Chafin said. “GCFA knew what to ask for and saved us tens of thousands by negotiating contract limits we never would have considered.”

The Results: Savings, Sanity, and Better Stewardship

Key Wins Included:

• Tens of thousands saved through better contracts and avoided penalties.

• Significant concessions on IT infrastructure, parking, and meal accommodations.

• 5–10 hours of staff time saved each week, freeing leadership to focus on programming.

• Professional communication with hotels that avoided potential crises and ensured guest satisfaction.

  
  

In one instance, a group affiliated with the conference faced a hotel rooming crisis—guests were being placed in single-bed rooms despite expectations of double occupancy. Though GCFA had not been involved in the original booking, one call from their team resolved the issue within the hour, thanks to established corporate relationships.

The Partnership: A Trusted Advocate

Much of the conference’s success was due to the hands-on partnership with Brittany from the GCFA team. “Brittany is so generous with her intelligence and skills,” said Chafin. “She’s not just managing logistics—she’s an advocate who ensures the best outcomes. It’s an absolute pleasure working with her.”

The experience reaffirmed the value of working with a ministry-minded partner who understands both the logistical and spiritual dimensions of church gatherings. For the New York Annual Conference, GCFA wasn’t just a vendor—it was a connectional ally.