2019 Annual Session Information for Registrants

The following email was sent to all Friends registered as of about July 7.


Below is additional important information about PYM Annual Session 2019. 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, please be sure to arrive in time to attend. JYM and teen meetings will be in Buckeye. Look for signs at Check-In for locations of the other meetings. These meetings are very important:

  • 3:00 pm for JYM leadership, JYM adult committee, and FRAPs
  • 3:15 pm for parents of children
  • 4:00 pm for parents of teens
  • 4:45 pm for Monthly Meeting representatives

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 part time (drop-in groups) or all four days. If you plan to participate all 4 days, you may also choose a group for couples only, LGBTQ, easy accessibility, or the regular mixed groups. Drop-in groups will all be mixed.

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 (https://www.pacificyearlymeeting.org/annual-session-minutes-reports/2019-annual-session/#Advance_Packet_and_Updates_To_It) and will also be posted in hard copy on the exterior wall of the dining hall and will be in the Information Booth 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:

  • Secretariat to help produce the Daily Miracle
  • 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 is time on the schedule ( 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.

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 Booth and look for a Friend to assist you.

Evaluation summary from Annual Session 2018. A summary of evaluations from last year’s Annual Session can be found on the PYM website:

Clerk’s Call. The Clerk’s Call to Annual Session can be found here https://www.pacificyearlymeeting.org/wordpress/wp-content/uploads/2019/02/Clerks-Call-to-Annual-Session-2019.pdf. Please read it in advance of Annual Session to help be prepared for, and understand, the theme of this year’s session:  Dwelling in Truth and Trusting Divine Spirit.

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 (farley@spont.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. The room is Maple.

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 pacificyearlymeetingregistrar@gmail.com.

Thank you, Friends!

Sharon Gates
Assistant to the Clerk of PYM