Coordinator of Interest Groups and Seminars

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Last Updated on 3 years by IMYM Tech Lead

Revised (04/06/18)

Purpose

The Coordinator of Interest Groups and Seminars provides leadership and handles logistics for the annual gathering’s Interest Group and Seminar programs.

Appointment

The Coordinator is appointed for a three-year term beginning at the rise of an annual session. Current practice is to have two people share this position. The Coordinator is a member of the Program Working Group of the Arrangements Committee, charged with planning and supervising the annual gathering.

NOTE: If the Program Working Group has no Clerk, then direct your reports and any questions or issues directly to the Clerk of Arrangements Committee. We also urge you to read the Guide description of your Working Group and reach out to other members of that Group for help.

Responsibilities

The Coordinator(s) of Interest Groups and Seminars will:

  1. Identify topics of interest and recruit facilitators for a) Early Day Seminars, and b) Interest Groups to be held during the regular session.
  2. Solicit input on seminars and interest groups from the Representatives Committee and from the guest speaker.
  1. Work with the Clerks of Senior Young Friends, Clerk and Coordinator of Junior Young Friends, and Coordinator of Children’s Yearly Meeting to arrange intergenerational interest groups and sessions with the guest speaker.
  2. Provide information about Seminars and Interest Groups for inclusion in registration materials to the Registrars according to the Registrars’ Timeline..
  3. Inform the Coordinator of Operations of the logistical needs for the Seminars and Interest Groups including space and equipment.
  4. Arrange with the Bookstore Coordinator for materials necessary for Interest Groups and/or Seminars and for stocking of related books and materials.
  5. Publicize the Seminars and Interest Groups appropriately.
  6. Assist with arrangements and publicity for ad hoc interest groups that arise during the annual gathering.
  7. Send an evaluation report of the last gathering to the Program Working Group Clerk and the Arrangements Committee Clerk by the fall, even if your term has ended.
  8. Communicate with the Clerk and other members of your group as needed.
  9. Send a preliminary report on plans for Interest Groups and Seminars to the Program Working Group Clerk, the Arrangements Committee Clerk, and the Web Clerks for posting to the Website, at least two weeks in advance of the winter meeting of the Arrangements Committee.
  10. Attend the winter meeting of the Arrangements Committee.
  11. 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 Coordinator’s expenses to meetings of the Arrangements Committee, and to the annual session as needed. (See the Guide page Who Pays IMYM Travel.)  Contact the Treasurer for reimbursement of incidental operating expenditures such as clerical supplies, communications, etc.