Registrar

(Adapted from 1998 Guide.  Recommendations from LaDonna Wallen incorporated.) 

The Registrar plays a key role in managing the logistics of the annual gathering, including preparing and distributing the program information and registration packet, receiving registrations, assigning housing, arranging services and facilities, and providing directory information to program coordinators and the Yearly Meeting. 

Appointment: The Registrar is appointed for a three year term beginning at the rise of an annual session, and is a member of the Executive Committee.  Current practice is to appoint one or two people each year for overlapping service.  

Responsibilities of the Registrar include:

1. Preparing registration materials, set registration deadlines, receive registrations, and send registration income and accounting records to the Treasurer.

2.  Assembling the program materials and registration packet and distributing to Monthly Meetings and others by request at least 10 weeks before the annual gathering.

3.  Working with the Coordinator of Operations and appropriate Ghost Ranch staff to assign accommodations, arrange appropriate meeting places and other uses of Ghost Ranch facilities, including equipment and appropriate vehicles.

4.  Providing oversight to the Coordinator of Operations while retaining overall responsibility for operations.

5.   Working closely with the Clerk of the Yearly Meeting to ascertain names and addresses of  those from outside the Yearly Meeting who wish to attend the sessions and to send them registration packets.  One packet should be sent annually to Mexico City Monthly Meeting.

6.  Being mindful of the special needs of individuals and families, and seeking to foster community and fellowship, especially in the process of registration, assigning quarters, and ordering services..

7.  With the assistance of the Coordinator of Operations, overseeing the scheduling of meeting rooms and places, equipment, and special services.

8.  Preparing lists of registrants prior to yearly meeting for planning purposes as needed by officers and committee convenors.  For example, the following lists are needed every year; some ad hoc lists may be requested additionally:

1.)  For the Coordinators of Children's Yearly Meeting, Junior Young Friends and Senior Young Friends:  a list (and mailing labels) of all children and Young Friends attending, sorted by age.

2.)  A list of all Friends who are eligible to attend Worship Sharing Groups, sorted by preferred times of Worship Sharing, special requests, age, Monthly Meeting and gender - so that the Worship Sharing Group Coordinator can easily assign Friends to Worship Sharing Groups which provide confidentiality and a variety of viewpoints.

3.)  A list of Friends with special transportation, so that the Coordinator of Operations can contact these individuals and work with the facility to handle their needs.

9.  Preparing a list of registrants - including names, addresses, phone, email and the names and ages of children for distribution to annual gathering participants, updating it as necessary.  A copy of the completed list shall be given to the Recording Clerk to become part of the permanent records of Intermountain Yearly Meeting.

10   Maintaining a registration site during annual gathering which offers logistic services, including registrant check-in, name tag distribution, information postings for Worship Sharing, Interest Groups and coordinating volunteers, etc.

11.  Presenting an attendance report to a business session as scheduled by the Yearly Meeting Clerk.

12.  Preparing a complete and final report for the Finance Committee that lists registrants,    housing and meals, and payments and money owed by them or to them. 

Financial Arrangements:  The Yearly Meeting pays the expenses of the Registrar to meetings of the Executive and Continuing Committees, 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 before incurring unusual expenses.