The following Additional Information was sent in an email to everyone registered for the 2018 Annual Session as of July 7. This version has been corrected to supply a couple of missing web links.
This is the one additional email that was promised to be sent out with important information about Annual Session. Please read its contents carefully.
Arriving on Friday. Rooms will become available to move into between 2-4pm, with all rooms available by 4pm. If you are able, please arrive at least an hour or two before dinner (5:30pm) so that you can check in (beginning at 2pm) and get set up in your room or pitch your tent. Arriving and being together prior to dinner helps us to be gathered and ready for the first plenary.
If you are expected at one of the Friday afternoon meetings (3:15pm parents of children; 4pm parents of teen; 4:45pm Monthly Meeting representatives) please be sure to arrive in time to attend. These meetings are very important.
Worship sharing options. Worship Sharing groups form a “home base” for those who choose to participate, sharing in a safe and confidential setting on queries that promote deep reflection. Worship Sharing is offered in the morning at the same time as Early Quaker Writings or in the afternoon at the same time as Bible Study. If you wish to participate in worship sharing, you should be prepared to give the team at registration your preferences for morning or afternoon and for couples only, LGBTQ, easy accessibility, or the regular mixed groups.
Committee reports. Please read all the committee reports on the website before coming to Annual Session. Good business process is enabled by the body being informed ahead of time. All reports are, or will soon be, posted online here (https://www.pacificyearlymeeting.org/annual-session-minutes-reports/2018-annual-session-info-reports-minutes/) and will also be posted in hard copy on the exterior wall of the dining hall and will be in the Information Tent at Walker Creek.
Volunteer opportunities. Thank you to all the Friends who indicated an interest in volunteering at Annual Session. Our system for connecting volunteers with needs for volunteers is still evolving. We hope to have someone at registration to help connect volunteers and people who need volunteers. Some of the opportunities to get involved will include:
- Putting up posters with names for the Meeting for Memorials
- Driving the golf cart
- Greeting Friends at the door of the main tent
- Assisting parents and others with carrying trays at meal times
- Helping out at the Bookstore
- Children’s program
PYM Committee Listening times. There are some times on the schedule (Saturday and Monday at 4:45pm) specifically set aside for Friends to meet with PYM Committees. Please come ready to engage with the committees during those times as we expect most questions to be answered then, and not during plenary.
Dining Hall. Following a successful trial last year, we will again ring a bell around the dining hall and on the patio after meals and when plenaries are about to begin. We have found that this helps to make Friends aware of the plenary starting soon and help everyone be present and settled before the plenary starts.
The whole community at Annual Session is invited to participate in a short grace during breakfast, lunch, and dinner over the course of the week. One Friend will call for a brief moment of worship by raising their hand. Please also raise your hand to help call for quiet. Grace may come in the form of silent worship or a song, depending on what arises. Friends may be in line getting food or eating when grace begins. Please stop what you are doing for a moment to settle into worship.
Please do not raise your hand in the dining hall to make announcements because many Friends are not able to hear the message and it is disruptive. If you have an announcement to make, please give it to the Assistant to the Clerk to read during plenary or put in the Daily Miracle. If your announcement is urgent, please go to the Information Tent and look for a Friend to assist you.
Evaluation summary from last year’s Annual Session. A summary of evaluations from Annual Session 2017 can be found on the PYM website.
Clerk’s Call. Please read the Clerk’s Call to PYM 2018 Annual Session in advance of Annual Session to help be prepared for, and understand, the theme of this year’s session: “Faithfulness: A Call to Practice Radical Vulnerability and Love.”
Bookstore and Guatemala Gift sales. The EarthLight Bookstore will be back and open for business, selling Quaker and other literature and items both useful and playful. EarthLight take books and recordings by Friends on consignment and appreciate contact in advance to do that (email@example.com). Like most years, Guatemala crafts (old favorites and new gift items) will be sold throughout the week. All proceeds go to support poor rural Mayan university students in Guatemala. If you may be interested in purchasing items, please bring cash or checks.
Finally, for the safety and comfort of members of our community, please refrain from bringing or using strong fragrances.
Again, if you have any questions about your registration, please contact the co-Registrars at firstname.lastname@example.org
Thank you, Friends!
Assistant to the Clerk of PYM