Last Updated on 3 years by IMYM Tech Lead
(02/14/19)
Purpose: A bookstore selling materials of interest to Friends is a highlight of the Yearly Meeting Annual Session. The Bookstore Coordinator makes arrangements for obtaining such materials through one or more vendors. During the Annual Session, she/he coordinates the staffing of the Bookstore, sets up the books and displays, manages sales, and arranges for return of books and monies to the vendor(s).
Appointment: The Bookstore Coordinator is appointed by the Yearly Meeting for a 3-year term beginning at the rise of an Annual Session. The Coordinator is a member of the Facilities Working Group, which is part of the Arrangements Committee charged with planning and supervising the annual gathering.
NOTE: If your Working Group has no Clerk, then direct your reports and any questions or issues that arise directly to the Clerk of Arrangements Committee. We also encourage you to read the Guide description of your Working Group and reach out to other members of that Group for help.
Responsibilities of the Bookstore Coordinator include:
- Contacting one or more Friends’ bookstores and arranging for a variety of books and materials of interest to Friends to be shipped to the site of the annual gathering at the appropriate time.
- Notifying the suppliers of the name of the guest speaker, the theme of the Annual Session, and topics of any interest groups and seminars so the appropriate book titles may be offered.
- Ordering specific titles and supplies requested by the guest speaker to support their time with IMYM Friends.
- Ordering specific titles and supplies requested by the Seminar and Interest Group Coordinator for any seminars and interest groups.
- Receiving and unpacking books and materials, and setting up the bookstore.
- Choosing the days and hours of bookstore operation and arranging with the Volunteer Coordinator for volunteer staff coverage at those times.
- Keeping accurate accounts of all bookstore sales and payments to suppliers, so timely payments can be made to suppliers for merchandise sold.
- Packing and shipping unsold merchandise at the end of the annual gathering.
- Preparing an evaluation report for the Clerk of the Facilities Working Group by the fall, even if your term has ended. This report is essential for evaluation and planning.
- Communicating with the Clerk and other members of your group as needed.
- Attending the winter meeting of the Arrangements Committee and, one week before that meeting, sending a preliminary report about the plans for the bookstore during the upcoming gathering to the Clerk and the Web Clerk.
Optional Activity: Organizing and assisting with the display and sales of books and other items offered for sale by individual Friends or Friends’ organizations at the Coordinator’s discretion.
Financial Arrangement: The Yearly Meeting pays the expenses of the Bookstore Coordinator to the Arrangements Committee and annual gathering as needed. Incidental operating expenditures for clerical supplies, communications, etc. may be submitted to the Treasurer for reimbursement. The Treasurer should be consulted before incurring any unusual expenses.