Yearly Meeting: General Information and FAQs


Welcome!  We are so glad you are planning to join us!  We expect to have a fantastic time this year!  And, as always, there are rules to be followed and questions to be answered…so here you are!
No pets other than service animals are allowed at Ghost Ranch. If you are bringing a service animal, you must contact Ghost Ranch ahead of time to inform them. Service animals arriving without prior notice may not be permitted.

No illegal drugs or substances should be brought to Ghost Ranch.

Communication at Ghost Ranch: Radio reception is very poor.  Cell phones often don’t work.  Phone cards are sold at the gift shop and can be used at a phone outside the Ghost Ranch office.  Internet access is usually, but not always, available at specific locations.  “Quiet” and “Lights Out” are at 10:00 pm.  There is more information on Ghost Ranch’s website.

Gathering Directories will not be made available at the Annual Gathering. Instead they will be e-mailed to you shortly after Annual Gathering. We still will need everyone to check their directory listing for accuracy at the registration table.

Lunch on the last Sunday of the Gathering:  We have the option of choosing either a sack lunch made up at breakfast time for travelers, or a hot lunch in the dining hall. Indicate which on your registration form.

How do I register?  

Go to this page

You can register each member of your group there, including children and youth, and there are links to all the permission forms that young friends will need.

Can I pay online?  No. For simplicity and keeping costs down, payments will still be handled by check. Print out a payment form to send with your check.

How do I pay? Where do I send my payment? What is the registrar’s address?  Please send a payment form with your payment. The registrar’s address is on the upper left of the payment form.

What is the family/group name?  A separate registration is required for each person, even children, but only one payment needs to be sent.  The family/group name makes it possible to relate that payment to each related registration form. Individual registrants can just use their last name. If you have a common last name or adult children who register separately, it would be good if you use something unique.

Why are there personal questions about date of birth, gender, physical ability, my Meeting, etc. on the registration form?  This information is needed to create diverse worship sharing groups and to determine the locations for groups to which you’ll be assigned.  It’s also shared with Ghost Ranch medical staff for use in emergencies.

Why are so many permission forms required for young Friends?  For issues of insurance and liability, activities provided by Ghost Ranch (ropes, waterfront activities, or hikes) and IMYM require release forms.

How do I choose between Lower Level and Mesa housing?  Being on the mesa requires walking approximately a quarter of a mile each way to the Dining Hall along a steep, pebbly path.  Ghost Ranch asks us to use our vehicles as little as possible once we arrive and park.

What meals are included with a night’s lodging in GR rooms?   Three meals are included with each night’s lodging, beginning with dinner, and including breakfast and lunch the following day.  (Campers must buy any meals or drinks they wish to have in the Dining Hall.)

What about buying additional meals?  If you arrive in time for lunch on the date your registration begins, you can buy a lunch meal ticket from the Ghost Ranch office.

What is the refund policy?  The registration fee is NOT refundable. In the case of emergency cancellations, other fees will be refunded if requested, mailed after Yearly Meeting concludes.

How do I receive financial aid?

This year IMYM is using the Pay-As-Led model for participants to pay for attending IMYM. In order to facilitate this, instead of a cost for housing being applied when room choices are made, applicants put the amount they are willing to pay for food and lodging each day. We have reproduced the lodging table to facilitate this process.

Example:
A family of two adults and one child wishes to stay in Corral Block. They have selected Corral Block as their choice of housing on the lodging page. They have decided they are able to pay approximately half of the complete cost, or $40 for adults and $20 for the child. They are coming in Wednesday night, so they put $100 ($40 + $40 + $20) in Wednesday Night, Thursday Night, Friday Night and Saturday Night.

We want you to attend the annual gathering, no matter how much you can pay. This chart provides some guidelines.  Choose the accommodations that best fit your needs, being mindful that some people must stay on the lower level due to accessibility concerns. Prayerfully consider the costs and what you can afford.

Why aren’t the locations of worship sharing groups and interest groups given in advance?  The worship sharing and interest group coordinators need the information on ages, abilities, and numbers of people interested from all the registrations in order to assign locations. Locations will be posted at the Communication Center at Ghost House, the Dining Hall, the Campground and other places.

How do I find out about volunteer assignments and where groups will meet?  Volunteer assignments and group locations will be posted at the Ghost House Communication Center and at the Dining Hall.

Can I receive and make calls at Ghost Ranch?  Cell phones don’t work reliably at Ghost Ranch. Please give the Ghost Ranch office number, 505-685-4333, to anyone who may need to contact you in emergencies. Ghost Ranch will have your name and room or campsite number, which will also be on your door or campsite. For that reason, we ask you NOT to switch to another room or campsite for any reason without first consulting with the Registrars. You can make phone card calls at the Ghost Ranch office, and cards are sold in the gift shop. Wi-fi is available in a few locations.

What do I do when I arrive at Ghost Ranch? When you get to Ghost Ranch, follow the signs that point to IMYM and park in front of the Ghost Ranch office building.  Walk up the road to Ghost House, where you will pick up your room assignment and welcome materials. Early Days registration begins Sunday June 10, at 1 PM. Please note, rooms may not be available before 3pm!

Can I contact a registrar about the registration form or my issues?  Yes.   Email us any time at IMYMRegistrars@gmail.com.

How to Register for IMYM 2018

Registration Dates

On-Line Registration is now open.

April 30 – DUE DATE for registrations.

How to Register

Use the online registration form. Payments will still be handled by check this year (no credit cards) — mail a check in with the payment form.

Every individual attending IMYM must register separately.

A separate registration is required for each person, even children. If you are registering online, you can add members to your group when you register.

Please download the  REQUIRED permission forms for Young Friends (CYM, JYF and SYF),
and the REQUIRED IMYM Insurance Waiver which must be signed by each attender.

On-line Registrations must be completed by April 30 or they will be considered late. After this date, preferred Ghost Ranch housing may not be available.  We request a $50 late fee per group.

Payment is due by May 7.  Only one payment needs to be sent for a group. The family/group name makes it possible to relate your payment to each related registration. Individual registrants can just use their last name.

Mail payment form and check to: Marc Gacy, 1247 Ilium Dr., Lafayette, CO 80026.  Your payment and registration will be acknowledged.

Click here for payment form

Lodging may not be available after April 30.

May 25: Final day to self-register for IMYM. After this deadline, the online registration link will be removed.

Lunch on the last Sunday of the Gathering. You have the option of choosing either a sack lunch (made up at breakfast time), or a hot lunch in the dining hall. Indicate your preference on your registration form.

LODGING/CAMPERS

There are sufficient sites to accommodate all campers, but many will have to share sites. You will be charged half the site price for each night you share a site. Because you may be asked to share a site after you arrive at Ghost Ranch, and because the number of families and individuals which will end up in a campsite is uncertain until the time of the gathering, we will  not collect any campsite fees until the week of the gathering.  Please bring cash or a checkbook, as IMYM cannot accept credit cards. Please pay your campground fees to the Registrar by Friday of yearly meeting. You will still need to pay your registration fees and any meal charges in advance. Click here for more on lodging.

REFUND POLICY

The registration fees are NOT refundable. In the case of emergency cancellations, other fees will be refunded if requested, mailed after Yearly Meeting concludes.

FINANCIAL ASSISTANCE

IMYM is using the Pay-As-Led model for participants to pay for attending IMYM. In order to facilitate this, instead of a cost for housing being applied when room choices are made, applicants put the amount they are willing to pay for food and lodging each day. We have reproduced the lodging table to facilitate this process.

Example:
A family of two adults and one child wishes to stay in Corral Block. They have selected Corral Block as their choice of housing on the lodging page. They have decided they are able to pay approximately half of the complete cost, or $40 for adults and $20 for the child. They are coming in Wednesday night, so they put $100 ($40 + $40 + $20) in Wednesday Night, Thursday Night, Friday Night and Saturday Night.

Lodging, three meals a day
Room/Age/Meal Type
(cost shown is per night)
Adult
Complete
Cost1
Adult
  Previous Scholarship recipients minimum, average2
Child 4-12
Complete Cost1
Child 4-12
Previous Scholarship recipients minimum, average2
Child
under 4 
Rustic (includes SYF & FAP at Staff House)
(Communal Bath Mesa Level)

$79 $0, $47 $39 $0, $23  free
Communal Bath
(Main Ranch Level, aka Corral Block)
$102 $11, $60 $51 $6, $30  free
Semi-private Bath

$128 $0, $82 $64 $0, $41  free
Private Bath3

$146 $60, $95 $73 $30, $47  free
Campsites – Assumes two adults (Dining hall meals not included)
RV Site
$23 $0, $14 $3 $0, $1 free
Tent site, no electricity
$18 $0, $11 $3 $0, $1 free
Tent site, electricity
$20 $0, $12 $3 $0, $1 free
 

1 – The cost of a room with comparable amenities including three meals, adjusted to match IMYM’s cost to Ghost Ranch

2 – The Previous Scholarship Recipients column, indicates two values the minimum amount paid and the average amount paid, based on scholarships given from 2015 to 2017. The minimum amount indicates the minimum amount paid by all scholarship recipients for a given housing type, adjusted to 2018 costs. The average amount is the average (mean) amount paid by all scholarship recipients for a given housing type, adjusted to 2018 costs.

3 – Private Bath does not mean a private room.

 

Ghost Ranch Lodging, Camping and Meals

This year IMYM is using the Pay-As-Led model for participants to pay for attending IMYM. In order to facilitate this, instead of a cost for housing being applied when room choices are made, applicants put the amount they are willing to pay for food and lodging each day. We have reproduced the lodging table to facilitate this process.

Example:
A family of two adults and one child wishes to stay in Corral Block. They have selected Corral Block as their choice of housing on the lodging page. They have decided they are able to pay approximately half of the complete cost, or $40 for adults and $20 for the child. They are coming in Wednesday night, so they put $100 ($40 + $40 + $20) in Wednesday Night, Thursday Night, Friday Night and Saturday Night.

We want you to attend the annual gathering, no matter how much you can pay. The chart below provides some guidelines.  Choose the accommodations that best fit your needs, being mindful that some people must stay on the lower level due to accessibility concerns. Prayerfully consider the costs and what you can afford.

(Kids 3 and under are free, 4-12 are half price, 13 and up are full cost)

Lodging, three meals a day
Room/Age/Meal Type
(cost shown is per night)
Adult
Complete
Cost1
Adult
  Previous Scholarship recipients minimum, average2
Child 4-12
Complete Cost1
Child 4-12
Previous Scholarship recipients minimum, average2
Child
under 4 
Rustic (includes SYF & FAP at Staff House)
(Communal Bath Mesa Level)
$79 $0, $47 $39 $0, $23  free
Communal Bath
(Main Ranch Level, aka Corral Block)
$102 $11, $60 $51 $6, $30  free
Semi-private Bath
$128 $0, $82 $64 $0, $41  free
Private Bath3
$146 $60, $95 $73 $30, $47  free
Campsites – Assumes two adults
RV Site
$23 $0, $14 $3 $0, $1 free
Tent site, no electricity
$18 $0, $11 $3 $0, $1 free
Tent site, electricity
$20 $0, $12 $3 $0, $1 free
 

1 – The cost of a room with comparable amenities including three meals, adjusted to match IMYM’s cost to Ghost Ranch

2 – The Previous Scholarship Recipients column, indicates two values the minimum amount paid and the average amount paid, based on scholarships given from 2015 to 2017. The minimum amount indicates the minimum amount paid by all scholarship recipients for a given housing type, adjusted to 2018 costs. The average amount is the average (mean) amount paid by all scholarship recipients for a given housing type, adjusted to 2018 costs.

3 – Private Bath does not mean a private room.


(Jump to information on Meals)

LODGING

Room prices are determined by the bathroom arrangements.  We will do our very best to accommodate your needs and requests, but we cannot accommodate private room requests (a single person in a room to themselves).

ROOM TYPES:

  • Shared bath: separate men’s and women’s multi-shower facility shared by multiple sleeping rooms.
  • Semi-private bath: located between two sleeping rooms; each room has access to the bathroom.
  • Private bath:  accessible from one sleeping room only

There is housing for people with mobility impairment. Please see the Accessibility at Ghost Ranch page for more detailed information.  There are special rooms for those using wheelchairs or scooters. Please indicate what you need. Friends with mobility impairment should consider not requesting to stay on The Mesa if they cannot manage the steep ¼ – ½ mile walk to most meeting rooms and the dining hall.

 

HOUSING TYPES:

Lower Level

Lower level housing is in several buildings with 54 rooms; private, semi-private, and shared or dorm-style bathrooms. Linens and towels are provided.  Several rooms in Corral Block are large and will be assigned to families with young children. Certain semi-private and private rooms are ADA designated, including ramps and bathrooms. Regrettably, Corral Block has no ADA accessibility. Please indicate your requirements on the registration form.

 

New Mesa

Two newly constructed buildings with modern, well-furnished rooms, some with pull-out couch twins, with overhead fans and private bathrooms. Linens and towels are provided. Some adjoining rooms can be assigned as suites for families, and each building has one ADA room. There is an ice machine, laundry, and nearby parking. There is a steep ¼ – ½ mile walk down to most meeting rooms and the dining hall. We ask that you please park your car and do not use it for transport.

 

Old Mesa

Eight buildings with 36 summer-style rooms with bunkbeds and dorm-style bath facilities. Most rooms have sinks. All buildings have toilets and some have showers. A laundry room is nearby. Linens and towels are provided. There is a steep ¼ – ½ mile walk down to most meeting rooms and the dining hall. We ask that you please park your car and do not use it for transport.

Staff House

Reserved for Senior Young Friends and their adults (FAPs). Staff House provides 21 rooms, most with 2 beds each, and 4 common degendered bathroom-showers.

 

CAMPING (TENTS AND RVS)

The campground has 69 sites.  8 sites are RV-full hookups, 22 sites are tent/RV with electricity only, and the remaining 39 sites have no utilities.  The number of campers is limited to 120 (because of sanitation limitations), but IMYM has not yet come close to that number.

For tent campers, most tent sites can accommodate two tents, some can only accommodate one tent, and a few can take three tents.  There is a great variety among the sites. Only a few sites have shade trees, and some have little or no privacy.  Depending on the number of campers, you may be asked to share your site.

Ghost Ranch charges camping per site.  You will be charged the relative proportion of the site your share (½ or ⅓). Site assignment is first-come, first-served. If two families/groups are planning on sharing a site, please indicate this on your registration form.

While campers will still need to pay their registration fees and any meal charges in advance, we will not collect any campsite fees until you arrive at the gathering. Please bring cash or a checkbook, as IMYM cannot accept credit cards.

The camping area has toilets, hot water, showers, ice machines, and a laundry room. There is a bulletin board for messages. Bring sturdy tents, as strong and destructive winds are possible. Consider bringing a screened shade shelter to provide protection from both bugs and desert sun. The campground is a fairly long walk from meeting rooms and the dining hall. Many families bring bicycles for getting around at Ghost Ranch, and golf carts rides can be requested.

Upon arrival, campers may first find a campsite and then register with the Campground Host (located at the entrance to the campground). After that, please register with IMYM Registration at Ghost House with your campsite number.

Meals are not included in the campground fees. If campers wish to purchase dining hall meals, they are asked to sign up and pay for them on the Registration Form, so that Ghost Ranch can get accurate meal counts. Campers can purchase extra meals or drinks tickets in the Ghost Ranch office. Campers may bring their own food to the dining hall.

MEALS

The Ghost Ranch room fees include three meals a day. Ghost Ranch policy does not let us separate meals from lodging costs except for those who, for medical reasons, must eat a gluten-free diet. They must bring their own food. Each “day” consists of supper, housing that night, and breakfast and lunch the next day.  Meal tickets necessary for early arrivals may be paid for on your Registration Form, or may be purchased from the Ghost Ranch office.  Children under 13 years of age are charged considerably less on housing and meals, and there are no charges for children 3 years of age and under. The fee for campers does NOT include meals.

Ghost Ranch provides entrée selections at each meal for vegans, vegetarians, and omnivores. Ghost Ranch cannot provide a gluten-free menu. A salad or breakfast bar with a variety of selections is available at each meal. Please noteYou must specify on the registration form a type of meal — vegan, vegetarian, or omnivore — and stick to your choice at every mealIf you require Gluten-Free, please contact the registrars for further information.

Campers must purchase meals separately. The prices for camper meals are ($Adult / $Child ages 4 – 12):

Breakfast – $10 / $5   (7:30-8:15 am)

Lunch – $12 / $6   (12:00-12:45 pm)

Dinner – $14 / $7  (5:30-6:15 pm)

Drinks only – purchase at Ghost Ranch office

Children 0 – 3 are free.

SPECIAL FOOD NEEDS?

Friends with special dietary considerations (special foods, special supplements, allergies) can bring their own food with them.  There are several refrigerators available for multi-day storage, and there is ice for personal coolers at the Campground, Ghost Ranch office, and the kitchen, but there are limited facilities for preparing hot foods. Contact Susan Wiley, IMYM Kitchen Liaison, to make arrangements in advance.

The kitchen at Ghost Ranch cannot accommodate allergen-free areas. They will try to post ingredients lists at all meals.  However, experience has shown us that those with high sensitivity to foods or ingredients should bring their own food.  Because of our agreement with Ghost Ranch, we cannot discount room rates for those who choose to bring their own meals. The only exception to this policy is those who, for medical reasons, must eat a gluten-free diet.

Friends are asked to direct concerns about food only to Susan Wiley.  Susan is the only IMYM person authorized to discuss concerns with the kitchen staff.

Accessibility at Ghost Ranch

Children and adults of differing abilities and disabilities are welcome at Ghost Ranch.  Barriers are being continuously identified, and Ghost Ranch is much more accessible than in the past.  Wheelchair-accessible bedrooms and bathrooms, special diets (except gluten-free), and hearing equipment, as well as other facilities, are available.  While private automobiles may be used for non-walkers, requestable Golf Carts and drivers are preferred to transport people around.

Intermountain Yearly Meeting is committed to a gathering that is accessible and affordable for all who wish to come. The completely ADA accessible housing with a private bath is among the most expensive at Ghost Ranch. There are various options to reduce that cost. Please indicate what you require and the registrars will locate you appropriately. Do you need grab bars and shower chair? Raised toilet? Entry and living space without stairs? Space for a wheelchair or walker? Do you need to be located where golf cart transportation is easily provided? Do you need a private bath (or semi-private bath) because you need assistance with bathing or for medical reasons such as colostomy care? Other needs?

If for medical reasons, you require a private or semi-private bath as well as no stairs and room for a wheelchair or other device but find the regular private bath rate prohibitive, please note your need and the registrar will assign you an ADA accessible room at the Corral Block daily rate. If you can use a regular room but have devices that require electricity (CPAP or oxygen, for example) please bring an extension cord because outlets may not be convenient. If you are not familiar with the options at the Ranch, please contact the registrars to discuss your situation. If you require financial aid to attend, see the procedure noted elsewhere in the packet to apply.

Indicate your disability information on the Registration Form or describe your particular requirements in a note accompanying your registration.

2017 Annual Gathering Documents

The 2017 Annual Gathering was held June 11 to 18, 2017 at Ghost Ranch.

Minutes

IMYM 2017 Minutes and Listening Sessions

2017 Substantive Minutes

Attachment A: State of the Meeting Reports

Attachment B: Delegates Committee Reports

Attachment C: Procedures Committee Report

Attachment D: Arrangements Committee Report

Attachment E: IMYM keynote “Money and the Soul”

Attachment F: Memorial Minutes

Attachment G: 2017 Epistles

Attachment H: Finance Statements/Budget for 2017-2018

Attachment I: Nominating Committee Report

Documents in Advance (as PDFs). 

Part I: State of the Meeting Reports

Part II: Memorial Minutes

Part III: IMYM Committee Reports

Part IV: Materials from Quaker Organizations and External Parties

Evaluation

The evaluation reports of the 2017 IMYM Annual Gathering. (August 25)

Keynote talk/speaker

IMYM keynote “Money and the Soul” (Word Doc, 180 KB)

Pamela Haines’ blog: pamelalivinginthisworld.blogspot.com
Email address: pamelahaines1@gmail.com

Schedules:

2017 CYM Schedule

2017 JYF Schedule

2017 SYF Schedule

2017 Adult Schedule

Seminars and Interest Groups:

Seminars, Interest Groups, and Early Days Arts – 2017


See also the 2016 Gathering documents and the 2015 Gathering documents

2018 Representatives Committee

 

Representative Committee Minutes from 02-04-18 meeting

Reports to the Committee for Feb 2018 Meeting:

Mountain Friends Camp – Report to IMYM Representatives Committee, Feb 2018

P&SC Report to Rep Comm, Feb 2018

2018 Clerk’s Report and Overview of the Fall Queries

Draft FY2018 MFC Budget Worksheet

Faith & Practice Rep Comm Report

Comments regarding articles of incorporation and by lawsRep Com Minutes 6-13-18 (1)

2018 Feb Representatives committee agenda

A WITNESS TO THE PAST from Bill and Genie Durland a response to the By Laws

2-2-18 NomCom report to RepCom

Committee on Procedure Report for Reps Comm 01 24 18

Treasurer report to REP COM fye 9-30-17 (2018-01-27)

IMYM Bylaws v2-Dec 17

IMYM articles of incorporation 2018 01 03

Arrangements Committee Report to Representatives Committee

compiled responses fall 2017

Peace & Service Committee Action Minutes from the past several years

 

New Website

Login

If you had login information at the previous version of the website, please note that as of July 2017 we transferred over to a new platform that does not require logging in to see most files on the site. If your committee needs login to make edits to a page, or would like a private page for your committee members, please contact the Web Clerk and we’ll get you set up.

File Archives
Those looking for the old file system should try looking here, a repository created by the Archivist.

If you cannot find a file you are looking for, or would  please contact the Archivist or Web Clerk.

If there are documents or sections that you feel should be included on the site, that you do not see, please contact us to let us know, or to make other suggestions.

The Web Communications Team:

Polly Washburn (clerk),  Laura Peterson, or John Crowther

2017 Arrangements Committee Documents

Arrangements Committee Report to Reps Committee 2017

Arrangements Committee Minutes – January 2017

Bookstore Coordinators Report 2016

Arrangements – proposed Agenda January 2017

Call to Arrangements Committee 2017

Clerks Report to Arrangements Cmte 2017

CYM Report 2016

Interest Group Coordinators Report to Arrangements Cmte 2017

JYF Report 2016

Operations Report 2016

Program Working Group Report to AC 2017

Registrars Report to AC 2017

Registrars Report 2016

Registrars Timeline 2017

SYF Report 2016

Worship Sharing Report 2016

See also 2016 Arrangements Committee Documents