Gathering Frequently Asked Questions

Yes, but read our tips for a non-Quaker at the Gathering. 

Yes! Once you’re at Gathering, there are many choices about what to do. We’ve compiled some suggestions for first-time attenders for self-care, connection, staying grounded, and navigating the event. Read Tips for First Time Attenders at the Gathering.

The Gathering is a week of Quaker worship, workshops, and community for all ages. About 1000 Quakers (mostly from the unprogrammed, liberal tradition) come together from across the US and Canada (and sometimes further) to deepen our connection to one another and the Spirit. The Gathering is typically held on a college campus in late June/early July, and location changes from year to year. Attenders range from newborns to elders in their 90s, and include both long-time Friends (mostly from the unprogrammed, liberal tradition), and those newer to Quakerism. In structure, it’s part conference and part family camp. In content, it provides an abundance of opportunities to learn about Quakerism and to foster your spiritual life – and to have fun together.

Read more about the upcoming Gathering.

Use the Gathering Contact Form

If you have signed up on the Gathering email list, or attended a previous Gathering and not opted-out of receiving email, you should be getting emails about the Gathering.

There are several steps you can take to make sure you allow Gathering email to get through to you and out of your spam folder. The Gathering office uses email to communicate critical information to attenders! Please make sure our emails will get to you by telling your email client to allow all emails originating from the following domains. (CVENT is the registration software we use.)

fgcquaker.org

cventmail.com

The email could come from different specific senders at FGC or CVENT.  Perhaps your email client will recognize  *@fgcquaker.org  and *@cventmail.com to indicate that you want all emails from FGC and CVENT.

For Gmail users, read our step by step instructions for adding FGC email addresses below. Here are instructions for Outlook. For other email applications, you can search “how to whitelist emails in (name of your email application)”.

For Gmail users:

• Go to your Inbox
• Click on the cogwheel in the upper right corner, and choose “Settings”click the “Filters” tab
• Click on “Filters” (to the right of the “Compose” button)
• Select “Create a new filter” (at the very bottom)
• Put:  *@fgcquaker.org in the From field.  (This means “any emails from fgcquaker.org”)
• Leave other fields blank
• Click “Create a filter with this search” in the bottom right corner of the filter box
• Check the box “Never send to spam”
• If you wish, check the box “Always mark as important”
• Click blue “Create Filter” button
• REPEAT process for *@cventmail.com

Please send feedback about these instructions to gathering@fgcquaker.org

Google also has e-mail categories like Primary, Social, Promotions, Updates, and Forums. When you open your inbox, you’ll see your Primary tab first. If you want to make sure FGC e-mail appears in your primary e-mail, or if you want it sorted into another specific category, please follow these Gmail instructions.

CAUTION

It is possible for other computers to masquerade as someone you know, making it look like e-mail is coming from us when it isn’t. We will never send you a zip file or an executable program file (has .zip or .exe at the end), and we only send weblinks which we identify as Gathering-related. Use caution when clicking on a link, and feel free to call us if you are not sure something came from one of us (215-561-1700, option 2 on the menu).

There are two half-Gathering options:

• First Half: arrive Sunday and depart Wednesday OR
• Second Half: arrive Wednesday and depart Saturday

Friends choosing the first half may arrive early (extra fees apply.)

Half-Gathering meal plans include Sunday dinner through Wednesday lunch OR Wednesday dinner through Saturday breakfast. 

First half-Gathering attendees must be out of their rooms Wednesday morning, but are welcome to stay on campus and participate in Gathering activities later that day.

Learn more about the half-Gathering

FGC wants Friends to attend the in-person Gathering regardless of financial need. Scholarships and workgrants are available for those registering for the full in-person Gathering or half-Gathering, but not for part-time registrants. Register in early April to get highest priority for financial assistance.

A workgrant is a fee waiver for specific volunteer service during the Gathering. You can apply for a workgrant or scholarship when you register for the Gathering. Priority for scholarships goes to Friends in FGC-affiliated meetings. There is also funding specifically to help Friends of Color attend FGC events – learn more about applying for this funding.

As well, many monthly meetings have funds for just these type of events – we suggest you ask your meeting early!

Learn more about Financial Aid for the 2023 Gathering.

If these instructions don’t help, then click “Needs staff processing” as your payment option and contact the Gathering Office. Do not leave your credit card number on our voice mail!

To make a payment by credit card:

1. Visit this link to access your Gathering registration
2. Click “Already Registered”
3. Enter primary registrant’s email address, exactly as entered on the registration form.
4. Enter Confirmation Number (it’s in the primary registrant’s confirmation email, or you can click on the request button).
5. Click “Log In” button.
6. Click “Submit Payment” button.
7. Complete credit/debit card information
8. Click “Submit” button at the bottom of the page.

The primary registrant will automatically receive an email noting the payment .

To make a payment by check:

Make out the check to Friends General Conference and write “Gathering registration” in the memo line along with the names of everyone you’re paying for

Mail the check to:

Gathering staff
Friends General Conference
PO Box 40844
Philadelphia, PA 19107

Send an email to gathering@fgcquaker.org with your name, the amount you charged, and the amount you wanted to charge. We can only issue a credit to your card once your bank has processed the transaction (not necessarily the same day). Please do not send your credit card number to us via email and do not leave it on our voicemail!

Mail the check to the Gathering Office, payable to Friends General Conference. Make sure that the memo line includes your name and “FGC Gathering”

The mailing address is:
Gathering staff
Friends General Conference
PO Box 40844
Philadelphia, PA 19107

1. Make sure that the amount you’ve entered as your total payment is equal to or less than the balance due on your account—the form won’t let you overpay. (If you want to make a donation, we can add that to your registration.)
2. If paying less than the total due on your account, make sure you have itemized your payment (for example, if you want to make a payment of $100, you need to say whether you want that applied to your program fee, housing, etc). You can’t pay more than is due on any single item, and the total in those item boxes must add up to your total payment.
3. Check the formatting of your total payment. It should have a dollar amount, decimal point, and cent amount, with no dollar sign or other punctuation. For example, if you were paying $100, your total amount should look like this: “100.00” not like “$100.00” or “100”.
4. Please make sure that your billing name and address exactly match your credit card bill. Slight variations (such as “Ave” instead of “Avenue”) can prevent your charges from going through for some banks.
5. If you still have problems, click “Needs staff processing” to complete your registration form and contact the Gathering Office (gathering@fgcquaker.org or 215-561-1700, option 2 on the menu).

Please direct mail to: 

Travis Smith, FGC Conference 
Attn: (your name)
Western Oregon University
345 Monmouth Ave N
Monmouth, OR 97361

You can purchase individual meals at the cafeteria in the Valsetz Dining Center.

During the 2023 Gathering (starting Sunday night), everyone who has on-campus housing must have a meal plan. However, you may choose to buy a two-meal plan and then choose to occasionally buy breakfast in the dining center, or you may be staying off campus and choose not to have a meal plan. Learn more about meals here.

The Gathering will have a number of golf carts to help people with mobility problems move around the campus. Golf Cart Central will dispatch carts by cell phone when people call us, by prearrangement, and run regular routes throughout campus.

Look for the Golf Cart Central phone number in your packet when you Check-In at the Gathering. Golf Cart Central will be in the Werner University Center.

There will not be an Attenders Directory for the 2023 Gathering, due to staff capacity.

In advance of the Gathering (until June 15): follow the directions for modifying your registration. 

After the Gathering has begun: Change your workshop after you arrive – either at the Workshop Changes table at Check-In, or at the Info Desk.

You first need to register for the Gathering. Then you can view the carpool list:

1. Return to the registration site by following this link.
2. Click “Already Registered”
3. Enter your Email and Confirmation number (it’s in your confirmation email) and click the OK button.
4. Click on upper POST REGISTRATION tab at the top.
5. Click on CARPOOL LIST tab on the next line down.
6. The list is arranged by state. Look at the column listing departure date.

Using this list: Contact the people traveling from the same state or region you are coming from or traveling through to arrange carpooling.

For those wanting to carpool from an airport in the region, others interested are listed under the province or state where the airport is located (i.e. Oregon) and then listed by city or airport. You may need to click on the person’s name to see all the information available.

The college reports that there is free wireless in all of the rooms of all of the dorms, and throughout campus.

The campus Dining Room will be open for three meals a day, starting Sunday 7/2*. Gathering meal plans start Sunday dinner.

*This is a change as of 6/27 – the campus cafeteria will be CLOSED on Friday, June 30 and Saturday, July 1. There are several restaurants within a short walk of campus.

Cafe Allegro (Starbucks coffee, snacks, candy, some premade sandwiches) will be open Monday – Friday from 8:30 am – 1:00 pm – it’s a coffee shop that also has a convenience store attached as well. It is located on the 2nd floor of Werner University Center.
(We are not sure if it will be open on 7/4)

There are a number restaurants and an ice cream parlor a few blocks away from campus on Main St in Monmouth.

• View the Google map of Western Oregon University
• Visit the interactive campus map
• Download a PDF of the campus map
• Travel Information
• Field Trips
• Learn more about Western Oregon University on the Location webpage.

There is a mini fridge in all dorm rooms. There are full-size fridges in the apartments.

The Western Oregon University pool will be open somewhat limited hours on Monday, Wednesday, Thursday, and Friday, either 12-2 or 12-3 depending on staff availability.  The fee is $6 per day for adults and $3 for children. 

Some who might want to consider bringing a swimsuit even if they aren’t going to the pool are:

• Young children who will have access to wading pools during some Junior Gathering times
• Adult Young Friends program participants might be going in the water during the AYF out trip
• High School Program participants who might be going in the water during the High School out trip

In advance of the Gathering (until June 15): follow the directions for modifying your registration. 

After the Gathering has begun: Change your workshop after you arrive – either at the Workshop Changes table at Check-In, or at the Info Desk.

After registration opens, the workshops page is updated weekly to show which workshops have filled. When you register, you may discover that some workshops have filled since the webpage was updated.

(Short answer, No.)

All Friends registering during Early Registration (April 3-16, 2023) have an equal chance of getting into their first choice workshop. This is why even the person who registers on the morning of April 3 is not guaranteed to get their first choice workshop, and is why we ask for a second choice as well. Friends registering April 16 are as likely to get into a popular workshop as those registering April 3. This practice helps relieve the pressure on the computer system caused by many people trying to be “first in line.” It also accommodates Friends who may not have access to a computer or time to register on the day registration opens.

Gathering staff almost always succeed in getting all early registrants into their first or second choice, when those choices are two different workshops. If your first and second choices are identical, you do not increase your chances of getting into that workshop.

After standard registration re-opens on April 26, workshops will be first-come first-served, and you will not choose a second choice workshop. What you register for then is the workshop you will be in. 

If you want to change your workshop, or check back later to see if you can switch into a workshop that was full, here are instructions for how to change your workshop after you are registered. We do not maintain waitlists for workshops. 

This is a list of workshops available to half-Gathering and part time attenders for the 2023 Gathering. You can also see if a workshop accepts half-Gathering or part time participants by clicking on the title of the workshop.

All cancellations must be submitted in writing (email, fax, or postal mail) or completed online by the registrant. We strongly recommend that anyone cancelling one person from a multi-person registrationcontact us rather than cancelling online. Cancellation fees apply, except in a few circumstances. Read the cancellation policy & instructions for how to cancel.

Adding or changing information about financial aid or workgrant request? Please do NOT make changes in your registration form. Instead, email the new information to gathering@fgcquaker.org.

You can make changes to your Gathering registration until June 15.

Option A (easiest method): Use link in primary registrant’s confirmation email

1. Follow the “Click here to view your registration” link from the primary registrant’s confirmation email
2. Click “Already registered?”
3. Enter Confirmation Number (it’s in your confirmation email)
4. Click “Log In” button
5. Click “Modify Registration” button
6. Click “Next” until you reach the page where you want to make a change
7. Make desired changes
8. Click “Next” Button until  you see a FINISH button
9. Click FINISH

Option B: Use generic link to completed registration forms

1. Use this link for the Gathering.
2. Click “Already registered?”
3. Enter primary registrant’s name and email address, exactly as entered on the registration form
4. Enter Confirmation Number (it’s in the primary registrant’s confirmation email, or you click on the request button)
5. Click “Log In” button
6. Click “Modify Registration” button
7. Click “Next” until you reach the page where you want to make a change
8. Make desired changes
9. Click NEXT Button until  you see a FINISH button
10. Click FINISH

When you ask us to change a financial item, the registration software adds the cost for the new item (the double) to your bill.  But it does not remove the cost for the old item (the single).  Staff has to do this manually. Please allow several days for us to correct your account and send you an updated financial statement.

Your confirmation is very likely in your Junk Mail or Spam Mail folder. Go find it and other emails from the Gathering! Read more about Gathering email being treated as spam. If you do not find your confirmation, please call the Gathering Office. Do NOT assume that your registration is complete without a confirmation letter.

I click NEXT and nothing happens.  Scroll to the top of your screen to look for a red error message.  If you missed answering a required question or didn’t use the required format (for example you used a space or a letter when a number was required), the form won’t let you proceed to the next page.  But it will describe the error to you.

Please also check the top of the page for instructions you may have missed.

I’ve tried everything and I’m still stuck!  Call or email the Gathering office. If you don’t reach us, leave a message at 215-561-1700, option 2 on the menu. We can finish your registration by phone. If you get stuck right before a deadline, we will check e-mail and phone messages for technical problems before closing those options.

• Rapid tests upon arrival will be provided.
• During the event, rapid tests will be provided if deemed necessary by FGC staff due to exposures, symptoms. or positive cases.
• Some masks will be available to those who have forgotten or run out, but plan to bring your own that are compliant with N-19, KN95, or KF94 standards.

• PCR testing is the most accurate available test for COVID-19, and best at catching asymptomatic infections. However, it has become harder and harder to get PCR tests.
• Rapid Antigen Tests are the most widely available tests and the most accessible.
• RATs are less sensitive to asymptomatic infections due what they assess, so serial testing can increase their sensitivity, leading to a better chance of catching an early infection.

• Not all attendees can receive the relative protection of vaccination.
• Vaccinated & boosted people can still become infected.
• Face masks protect the wearer.
• Face masks protect people around the wearer in case the wearer is infected and unaware.

• Wear a mask while obtaining food, then take the food outside to eat, while still considering physical distancing if possible. COVID transmission outside is much less likely.
• Wear a mask while obtaining food, take it off to eat or drink promptly, and then replace your mask to socialize. If possible, leave the dining area to socialize.

You first need to register for the Gathering. Then you can view the carpool list:

1. Return to the registration site by following this link.
2. Click “Already Registered”
3. Enter your Email and Confirmation number (it’s in your confirmation email) and click the OK button.
4. Click on upper POST REGISTRATION tab at the top.
5. Click on CARPOOL LIST tab on the next line down.
6. The list is arranged by state. Look at the column listing departure date.

Using this list: Contact the people traveling from the same state or region you are coming from or traveling through to arrange carpooling.

For those wanting to carpool from an airport in the region, others interested are listed under the province or state where the airport is located (i.e. Oregon) and then listed by city or airport. You may need to click on the person’s name to see all the information available.

Western Oregon University will provide ONE set of linens for each bed (set includes pillow, two bed sheets, one lightweight blanket, one towel, one washcloth, one pillow, and one pillowcase). There will not be replacement sets of linens. If you think you might want additional blankets, you will need to bring them. If you would like a change of sheets or towels during the week, bring your own. Linen packets will be in the rooms when you arrive. 

No linens are provided for children sleeping on the floor. Parents will need to bring a sleeping bag/bedroll, pillow and towel for these children. Early arriving high schoolers will need to bring their own bedroll for early housing on the floor in their parent’s or sponsor’s room. 

Definitely Bring:

• N-95, KN-94, or KN-95 mask that is comfortable for you to wear (we also will have some extras)
• If you have a child sleeping on the floor or early arriving High Schooler: sleeping bag/bedroll, linens, pillow and towel for that child
• Fragrance free toiletries (including fragrance-free insect repellant).
• Sweatshirt or jacket for cooler evenings

Consider Bringing:

• An extra blanket if you think you’ll need one (more about linens)
• Raingear
• Sunglasses, hat, fragrance-free sunscreen and insect repellent
• Water bottle (labeled!)
• Bathing suit and towel (more about swimming)
• Extra bath towel
• Notebook and pen or pencil
• Fan or white noise maker to help disguise dorm noises
• Earplugs
• Reading light
• Coat hangers
• Alarm clock
• Driving directions to Western Oregon University (follow this link for information on traveling by car)

Don’t Bring:

• pets (working service animals are permitted on campus.)

FGC is offering a shuttle connector between Salem, OR and Western Oregon University in Monmouth, OR. Register for a shuttle by June 12.

If you need a shuttle and did not register for one, contact the Interim Conference Director at lizd@fgcquaker.org to see if there is space available.

If you are coming in too late at night to the airport to get a shuttle to the Holiday Inn in time to meet the FGC connection, you have several options:

• Plan to stay the night at a hotel by the airport and get a Groome shuttle from the airport the next morning.
• Take a Groome shuttle to the Salem Holiday Inn and then stay the night there, taking an FGC connection shuttle the next day.
• Sign-up on the carpool list for a ride or to share a rental car   

Because hosting full, simultaneous online and in-person events places an unsustainable burden on staff and volunteers, the schedule of online events this year is limited. A fully online Gathering of Friends, with much more extensive program offerings, is in the works for 2025!

FGC also offers online events year-round through the Spiritual Deepening Program and the Ministry on Racism.

Read more here about plans for future FGC events.