Purpose

The Worship Sharing Coordinator’s central responsibility is to convene a healthy Worship Sharing program for the annual gathering. Within that aim, the coordinator provides leadership and handles logistics for the program; recruits and prepares worship sharing leaders; develops theme-related, spiritual queries; and selects comfortable quiet worship sharing sites suited to participants’ needs, all in service of building community and deepening spiritual experience during the gathering.

Appointment

The Coordinator is appointed for a three year term beginning at the rise of an annual gathering. The Coordinator is a member of the Program Working Group of the Arrangements Committee, charged with planning and supervising the annual gathering. NOTE: If Program Working Group has no Clerk, please direct reports and questions to the Clerk of Arrangements Committee. Please read the Guide description of your Working Group and reach out to members of that Group for help.]

The Worship Sharing Coordinator Duties

Recruits leaders for the worship sharing groups.
Prepares suggested queries for leaders’ use, reflecting the theme of the gathering (requesting query suggestions and edits from other seasoned leaders or working group members).
Assigns registrants to worship sharing groups, using registrant information from the Registrar, balancing group members across meetings and ages, (with no family members in the same group), and responding to location requests of participants (parents near child care; mobility challenges near lower pavilion or dining room).
Coordinates with the Clerk of Senior Young Friends to schedule intergenerational worship sharing groups and to provide leadership and materials as appropriate.
Ensures that worship sharing time slots do not conflict with concurrent events.
Works with Coordinator of Operations to select comfortable and adequate locations for worship sharing groups, with adequate space between groups to allow for quiet, and some shade and sunshine in all sites for different members’ needs.
Posts group rosters at the annual gathering near registration a day or two prior to the beginning of worship sharing.
Provides leaders with materials to help them prepare, and conducts an orientation meeting prior to the opening of the annual gathering.
Oversees worship sharing groups during annual gathering and responds to special needs or problems arising during the week, consulting as needed with Ministry and Counsel.
Provides for the evaluation of the worship sharing program by leaders and participants as part of the Yearly Meeting evaluation procedure.
Sends an evaluation report of the last gathering to the Program Working Group Clerk in the fall, even if your term has ended.
Communicates with the Clerk and other members of your group as needed.
Sends a preliminary report on plans for Worship Sharing to the Clerk and Web Clerks for posting to the Website, one week before winter Arrangements Committee meeting.
Attends the winter meeting of the Arrangements Committee.
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 Coordinator of Worship Sharing to meetings of the Arrangement Committee, and to 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