Registrars

Last Updated on 2 years by IMYM Tech Lead

(04/06/18)

Purpose: The Registrars play a key role in managing the detailed coordination of the annual gathering, including preparing and distributing the program information and registration packet, receiving registrations, assigning housing, and providing directory information to program coordinators and the Yearly Meeting.

Appointment: The Registrars are appointed for a three-year term beginning at the rise of an annual session and their terms should be staggered.  Registrars are members of the Facilities Working Group, part of the Arrangements Committee which is 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.

Registrar Responsibilities:

1. Prepare registration materials, set registration deadlines, receive registrations, track and deposit checks, and send registration income and accounting records to the Treasurer.
2. Assemble the program materials and registration packet, post to the imym web site, and inform monthly meeting clerks and representatives when this is done.
3. Work with the Facilities Liaison and host facility staff to assign accommodations.
4. When requested send information about online registration to those outside the Yearly Meeting who wish to attend the gathering. Work with the Host for the Heberto Sein Visitor as needed to send registration information to Mexico City Monthly Meeting.
5. Be mindful of the special needs of individuals and families, and seek to foster community and fellowship, especially in the process of registration, assigning quarters, and ordering services.
6. Prepare lists of registrants prior to the annual gathering, as may be needed by officers and committee convenors for planning purposes. For example, the following lists are needed every year; some ad hoc lists may be requested additionally:
   1. For the Coordinators of Children’s Yearly Meeting, Junior Young Friends, Senior Young Friends, Interest Groups, and Volunteers: a link to the registrars online lists for each group was sent. These lists were updated as people registered late.   
   2. A downloadable spreadsheet is provided to the Worship Sharing Group Coordinator of all Friends wishing to attend Worship sharing Groups.
   3. A link or spreadsheet of those Friends with special mobility requirements at the gathering, so that the Coordinator of Operations can contact these individuals and help meet their needs. This list should also go to the Advocate for Persons of Differing Abilities.
   4. Clerk of the Yearly Meeting receives a list of first time attenders.
   5. Ghost Ranch receives a list of the rooms required by around May as registrations start coming in, and this is updated throughout the month.  They also receive a list of the number of meals and types needed on which days and the ages of those attending.
   6. The meeting closest to the gathering that will help with transportation to and from the airport (usually Albuquerque) needs to be identified and then sent a list of those needing transportation.
7. Prepare and maintain an updated list of registrants – including names, addresses, phone numbers, email addresses, and the names and ages of children – for distribution to annual gathering participants. Transmit a copy of the completed list to the Recording Clerk to become part of the permanent records of Intermountain Yearly Meeting.
8. Operate a registration location during annual gathering for registrant check-in and name tag distribution. This is also the area where Operations provides bulletin boards where others post information on Worship Sharing, Interest Groups, coordinating volunteers, etc.
9. Present an attendance report to a business session as scheduled by the Yearly Meeting Clerk.
10. Prepare a complete and final report for the Finance Committee that lists registrants, housing and meals, and payments and money owed by them or to them.
11. Prepare an evaluation report of the last gathering to send to the Clerk of your group by the fall. This report is essential for evaluation and planning, even if your term has ended.
12. Communicate with the Clerk and other members of your group as needed.
13. Send a preliminary report on the Registrar’s plans for the upcoming annual gathering to the Clerk of the Facilities Group, Clerk of Arrangements, and the Web Clerks for posting to the Website, one week in advance of the winter meeting of the Arrangements Committee.
14. Attend the winter meeting of the Arrangements Committee.
15. Review your position description after you have finished your term and send any changes or additions you feel are needed to the Clerk of Procedures Committee. If you find issues before that send them earlier.

Financial Arrangements: The Yearly Meeting pays the expenses of the Registrar team to the meeting of Arrangements Committee, and lodging expenses at the annual session as needed. (See the Guide page “Who Pays IMYM Travel”.) Incidental operating expenditures for clerical supplies, communications, etc., may be submitted to the Treasurer for reimbursement. The Treasurer should be consulted before incurring unusual expenses.