Before shadowing the Conference Support team, I thought I had a pretty good understanding of what it takes to run a successful conference. Like most attendees, I noticed the keynote speakers, worship services, recreation activities, and smiling staff members who make each week memorable. What I didn’t see was the network of people working behind the scenes to make those moments possible.
After spending time with Deanna, Hudson, Ryleigh, and Meredith, I quickly discovered why Conference Support is often called “the glue that keeps conferences together.” Their work touches nearly every part of the conference experience, yet much of what they do happens quietly in the background. Through my experience shadowing the team, I saw firsthand how they embody Montreat’s core value of serving others with hospitality.
The first thing that surprised me was how closely Conference Support works with the conference planning teams. While each planning team creates the event schedule and develops programming, Conference Support transforms those plans into a reality. They serve as the connection point between ideas and execution, making sure supplies, equipment, and resources are ready when and where they are needed. Without them, even the best plans could easily fall apart.
An experience that stood out to me was attending an Outie1 Meeting, where the team reviewed the day’s recreation schedule. What seemed like a simple list of activities was actually a detailed discussion involving locations, supply needs, timing, staffing, and backup plans for bad weather. I was struck by how much preparation went into events that conference participants might assume to happen effortlessly. The team was constantly thinking several steps ahead, anticipating challenges before they could become problems.
As I continued shadowing, I began noticing the countless small details that help create a seamless experience for guests. Conference Support organizes recreation equipment, gathers communion supplies, prepares materials for small groups, and keeps track of inventory. At one point, I helped sharpen colored pencils for a small group activity. While it may sound like a minor task, it reminded me that hospitality is often found in the smallest details. Someone must make sure every participant has what they need, and Conference Support takes that responsibility seriously.
One of the most meaningful responsibilities I learned about was the team’s role in preparing communion for conferences. I was able to help in the preparation of conference communion by hand cutting over 800 pieces of bread. Watching these preparations reminded me that serving others often means creating space for meaningful experiences to happen.
Perhaps the most eye-opening part of my experience was seeing the level of organization required behind the scenes. Whether they were checking inventory, searching through storage rooms, creating supply lists, or making last-minute store runs, the team was always preparing for what came next. Their work demonstrated that successful conferences don’t happen by accident. They happen because dedicated people are willing to put in the effort long before conferees ever arrive.
By the end of my time shadowing Conference Support, I had gained a completely new appreciation for the role they play at Montreat Conference Center. They may not stand on stage or lead every activity, but their impact can be felt in every successful worship service, recreation event, and conference session. Through careful planning, attention to detail, and an unwavering commitment to serving others, Conference Support truly exemplifies Montreat’s core value of embodying hospitality. After seeing their work firsthand, I can confidently say they are the glue that holds Montreat’s conferences together.
Olivia Abela is on summer staff as a marketing assistant at Montreat Conference Center. She is from Greenville, SC and attends Lander University as a rising senior. In her free time, she enjoys spending time with friends and family, as well as doing anything creative.
- The term Outie refers to the conference staff and planning team that primarily works “outside” of Anderson Auditorium; typically recreation leaders, support staff, and planning teams. ↩︎