All Gathering Committee members are expected to serve on a subcommittee, with the occasional exception of the Recording Clerk.
Some subcommittees may require additional meetings, and all subcommittees undertake portions of their work by phone and email.
The Local Arrangements Subcommittee works to establish field trips and to develop information sheets for area attractions as part of the free-time activities at the Gathering. Members provide important assistance in locating supplies and special equipment for the Junior Gathering program; provide assistance with local transportation;and assist with local information. It may meet once or twice in addition to at Gathering Committee meetings.
The High School Subcommittee. Working closely with the coordinators of the high school program, the high school subcommittee plans the schedule for the Gathering week, reviews workshop themes and ideas for leaders forwarded from the workshop subcommittee, and seeks ways to improve the overall experience of community for high schoolers at the Gathering. This subcommittee does not meet at the first Spring meeting of the Gathering Committee. This subcommittee may choose to meet at a time more convenient for students than when the Gathering Committee meets, in which case the clerk(s) and/or the coordinator(s) serve in a liaison role with the Gathering Committee.
The Junior Gathering Subcommittee shapes the format and content of the Junior Gathering program for infants through those finishing eighth grade. This subcommittee helps create an environment where participants, staff, and other Gathering attenders understand Junior Gathering as a Spiritual Community.
The Evening Program Subcommittee chooses events and topics for the plenary sessions, and decides on plenary presenters appropriate to the theme and concerns of the Gathering. Members of this subcommittee serve in a one-on-one support role with the plenary presenters, and coordinate ideas and concerns with the worship subcommittee. This subcommittee meets during the spring and fall Gathering Committee meetings, once face-to-face between these two meetings, and by phone and email as needed.
The Workshop Committee is responsible for selecting workshops for the Gathering with an eye to the wants and needs of Friends. Committee members are assigned to new workshop leaders as Committee Contacts and help with evaluations following the Gathering. Two members of this subcommittee also plan the Interest group night. All members of the committee read 70-90 workshop proposals and participate in a 2-3 day meeting in late October or early November to select workshops for the Gathering.
The Worship Subcommittee gives particular attention to the occasions when the Gathering settles into worship. The group may help plan the opening all-Gathering event, as well as the opening and closing all-Gathering worship. They also assist in creating a worshipping community throughout the week.
The Adult Young Friends Subcommittee plans programs and activities for adult Friends ages 18–35 who have finished High School. It consists of Friends appointed by the AYF Program at the Gathering. It does not meet at the first (spring) meeting of the Gathering committee. The AYF Coordinators serve as clerks and are appointed by AYF business meeting.
The Communications Subcommittee works with the Gathering Clerks and Conference Coordinator to help make sure that all monthly meetings in the region learn about the upcoming Gathering. Specific tasks include identifying Gathering Contacts/Ambassadors at meetings in the region, and promoting the Gathering at regional events such as quarterly meetings.
The Recording clerk may be a member of any subcommittee, but their primary responsibility is to keep accurate minutes of the meetings of the committee of the whole.
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