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About the FGC 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.

Gathering FAQ

There will not be an Attenders Directory for YAY Gathering.

The YAY (Young Adult and Youth Gathering) center children, families, youth and young adults (ages 18-37). For more information about programming for each age groups, visit the FGC website.

Adult Friends (age 37+) can attend YAY Gathering if they are:

  • a sponsor or parent of a Junior Gathering or High School participant
  • a volunteer

There will be a variety of activities on the YAY schedule for Adult Friends (parents, sponsors & volunteers) at the YAY Gathering. For more information, visit the YAY webpage.

Yes – there will be housing for families in Muse (non A/C) and Washington (A/C) dorms. Parents and sponsors of High School participants can stay there. For more information about housing ,visit the FGC website.

For information about FGC’s COVID Policy, visit the FGC website.

The 2022 Virtual Gathering is Pay as Led. Pay as Led is a method of offering sliding scale pricing so that the virtual Gathering is more accessible for people with a wide range of abilities to pay.

For information about Financial Aid at the YAY Gathering, visit the FGC website.

Financial assistance of up to half the basic cost is available from FGC for Friends from FGC’s member yearly meetings. Also, there are workgrant positions that would cover a greater percent of your costs, provided such work is compatible with your committee responsibilities. As well, many monthly meetings have funds for just these type of events.

Making Payments

To make a payment by credit card:

  1. Follow this link for the virtual Gathering event and this link for the YAY in-person Gathering
  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
1216 Arch St, #2B
Philadelphia, PA 19107

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!

Mail the check to the Gathering Office, payable to Friends General Conference. Make sure that the memo line includes your name and “FGC Virtual Gathering” or “YAY Gathering”, depending on the event you are registering for.

The mailing address is

FGC Gathering
1216 Arch St 2B
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).

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!

On-campus

The YAY Gathering will have 1-2 golf carts to help people with mobility problems move around the campus. The Gathering office will dispatch carts by cell phone whenever people call us or by prearrangement.

Because there are very few refrigerators in the dorms, all fridges will be restricted for medical use. Friends with medical needs for refrigerators will need to mark that on their Gathering registration. Please bring a cooler for snack/food needs. 

You can purchase individual meals at the cafeteria in the Student Center.

During YAY Gathering (starting Wednesday 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 campus Dining Room will be open for three meals a day starting with dinner on Wednesday, July 6th. There is also Student Center with restaurant food available for purchase.

We expect that there will be thermostats in rooms, but buildings are set in a temperature range so there is not total control. Attendees should bring additional blankets or sleepware to ensure comfort.

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

We will not have access to a pool on campus. However, the Christiansburg Aquatic Center is a short drive from campus. More information about hours and costs

Some who might want to consider bringing a swimsuit anyway 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
  • Friends staying in the area before and after the Gathering to enjoy the lakes in the region

There are washing machines in dorms, and FGC will provide fragrance-free laundry detergent for resale. We are still checking to see if it is free or paid using quarters or a card.

Junior Gathering

Each afternoon has two activity blocks:

Family Time – 1:30-4 pm – this is a time for parents & their children in Sprouts, Pinetrees & Oaks to be together. Junior Gathering will organize field trips, activities, and guest speakers during this time. Acorns (birth- age 5) staff will be available to care for children during this session. Acorns parents can attend afternoon Adult Young Friends sessions, virtual workshops, or rest.

Intergenerational Time – 4-6 pm – this is a time when all YAY Gathering attenders are invited to build community together. Join in on a game of capture the flag, a knitting circle, or a singing group. This is a great time for rest or informal outdoor play. We invite attenders to offer different skills and interests that they want to share with the YAY Community. Some activities will sponsored by Junior Gathering, High School and Adult Young Friends communities. Saturday afternoon will be an all-ages Block Party with music, lawn games, and dancing.

This really depends on both the ages of the children and how far apart in age they are. Infants and toddlers are often grouped together – if there are not too many of them. Rising Kindergarten through sixth graders are divided into groups of equal numbers based on both age and their school grade, with activities tailored for their ages. The rising 7th, 8th and 9th graders are together in a middle school group.

Every child and youth at the YAY Gathering needs a sponsor. A sponsor is a parent/guardian, family member or other conscientious person 25 or older who knows the child or youth well. If the sponsor is not the parent, the sponsor should be someone who is actively concerned with the young person’s activities and well-being. We request that a sponsor be responsible for no more than two young people. Both the participant and sponsor must be full time YAY Gathering attendees residing on campus.

Children and youth may not arrive before sponsors or remain at the YAY Gathering after sponsors have departed. Please make travel plans accordingly. The sponsor (or designated alternate) must be on campus (or with the sponsee) at all times during YAY Gathering. Alternate sponsors are designated in writing in advance. Complete sponsor guidelines may be viewed at our website in June, and will be explained in detail at the High School Program sponsor orientation on Wednesday evening. All participants, even those already 18, must identify their sponsor when registering for YAY Gathering and submit a parental release form.

If your travel plans require you to arrive late Wednesday evening, please be sure to let us know so the Group leader can make sure your child feels a warm welcome upon arrival! We encourage all families to stay for the event; however, if your travel plans require you to leave on Saturday afternoon, be sure to let your child’s group leader know this, so your child will receive a proper goodbye.

Please indicate your child’s rising grade level, the one your child will be in when school starts again in the fall. 

You will receive an email message from your child’s group coordinator in mid-June with all of the specifics.  There is also some information on the webpage for your child’s age group.

If your child has an IEP or 504 plan, please attach it to your parental release form so we have this additional information about your child and do our best to support them during Junior Gathering.

The coordinators of your child’s group will be composing email messages to introduce themselves to you and your child. These messages will be sent from FGC in mid-June.

For the very youngest, our goal is one-on-one care. Older children have a 4:1 child:staff ratio.

The number of children in your child’s group will depend upon a variety of factors, but we generally like to keep our numbers small with adequate adult staff to support the group. Rising 7th through 9th graders (Oaks)  have workshops in the morning, usually fewer than 15 people in each with two staff members. In the evening they have small support groups of 5 – 8 for the beginning time, followed by large group activities. For the groups from age 3 to 6th graders we aim for 15 – 20 per group with one adult for every three to four children.

In 2018 Junior Gathering began serving a simple snack in each group, such as graham crackers, popcorn, pretzels, and rice cakes.

A simple snack allows Junior Gathering to act as better stewards of our funds. It eliminates the need for the two snack coordinator positions, as all snack can be delivered to the classrooms at the beginning of the week instead of each morning. This allows us to conserve funds for programming and rely more heavily on the dining hall and mealtimes to fill the tummies of the children in our care with healthy, sustaining food. Though we have loved serving fresh, organic produce and juice to the children, these groceries cannot be bought in bulk and are significantly more costly than dry goods. We appreciate the care that went into this decision and trust that as you make plans for coming to Junior Gathering, you will plan to use the robust offering at the dining services to make sure the children are well fueled for their play and learning with us. A hearty breakfast goes a long way toward a successful morning and a solid supper helps children thrive during evening program time.  Our simple snack will help bridge the time between meals.

Please plan to send a water bottle clearly marked with your child’s name so we can avoid using disposable cups and still make sure our children are getting plenty of water to drink, especially on hot days.

This depends on the particular campus, child’s age and your preference. Children under 11 years of age have the option of sleeping on the floor in your room IF the other bed is occupied. (No bedding or pillows provided!)

Older children or younger ones who don’t want to sleep on the floor will share a room with you or, if your room is full, with another child of similar age and same gender. That room will likely be next to your room, or in a suite across the hall with the parent of the other child.

The Housing Team will choose another family in the same situation and put your child with another one in the room between yours and the other child’s parent’s room. If they can’t find a good match for your child, your child may be in a room by themselves — but you will still be charged the price for a double (shared-room).

Junior Gathering programming runs until 9:30 to give parents the opportunity to attend racial affinity groups and virtual evening program. Due to early bedtimes, Acorns (birth-age 5) do not have coverage during the evening session. Instead, Acorns meet in the afternoon (1:30-4 pm). It is your decision whether or not your older child attends evening group time, especially if bedtime is an issue. A well rested child will be better able to focus and reap the benefits of morning group. However, for school age children, our experience has shown that the more time they spend together the more friends they make! For rising 7th through 9th graders, our expectation is that all the participants will attend each evening – since this is when they have their support groups. However, if your older child must miss one evening, it is important to notify the leaders – so they won’t come looking for you!

Saturday’s evening session will be an all-ages community Talent Show.

We encourage parents to do cooperative babysitting. We will have a slack channel for parents to connect & communicate with one another. You will likely be housed near families with similarly aged children.

Gathering registration

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.

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

  1. Follow the “Click here to view event summary” 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 Virtual Gathering OR this link for the YAY in-person Gathering.
  2. Enter primary registrant’s name and email address, exactly as entered on the registration form
  3. Enter Confirmation Number (it’s in the primary registrant’s confirmation email, or you click on the request button)
  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

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.

I’ve tried everything and I’m still stuck!  Click SAVE at the bottom of the page and 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.

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.

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.

Packing and Traveling

Before Wednesday: Only staff and a few volunteers by will be on campus by pre-arrangement. Email the Gathering Office if you’re not sure.

Wednesday morning: Junior Gathering training begins on Wednesday at 11:00am (or 12 noon for lunch if the Online Child Safety Training is completed by July 5, 2022). JG Staff might want to arrive Tuesday night.

Wednesday afternoon: Regular check-in begins at 1:00pm The High School Dorm opens at 2:00pm The YAY Gathering begins with Junior Gathering Open House on Wednesday at 4:30 pm and an Opening Welcome on Wednesday evening at 5:30pm.

Late night arrivals: Please plan to arrive by 8:00pm Wednesday, July 6. If you plan to arrive later or if you are unexpectedly delayed, you must CALL US or sign up on the Late Arrivals list by 5:00pm in order to have your COVID rapid test and dorm key available later. We will sign out your key to you, and you can check in the following morning.

Definitely Bring:

  • If you have a child sleeping on the floor: sleeping bag/bedroll, linens, pillow and towel for that child
  • Fragrance free toiletries (including fragrance-free insect repellant). Dorm residents will receive one small bar of fragrance-free soap.

Consider Bringing:

  • N-95, KN-94, or KN-95 mask that is comfortable for you to wear
  • 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!)
  • Sweatshirt or jacket for cooler evenings
  • Bathing suit and towel (more about swimming)
  • Extra bath towel
  • Doorstop, in case you want to prop open your door to be social with your neighbors
  • Fan or white noise maker to help disguise dorm noises
  • Earplugs
  • Reading light
  • Coat hangers
  • Alarm clock
  • Cloth napkin
  • Rise-Up Singing and Rise Again
  • Driving directions to Radford (follow this link for information on traveling by car)

Don’t Bring:

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

Two bed sheets, a lightweight blanket, a towel & washcloth, a pillow, and a pillowcase are provided for each bed.  You will need to bring any additional blanketsNo linens are provided for children on the floor.

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. Enter your Confirmation number (it’s in your confirmation email) and click the OK button.
  3. Click on upper POST REGISTRATION tab at the top.
  4. Click on CARPOOL LIST tab on the next line down.
  5. The list is arranged by state. Look at the column listing departure date. The two far right columns (scroll all the way to the right) list train and airport ride-sharing requested.

If you initially signed up you do not need carpooling, or have confirmed a ride/passengers with someone on the list, you can remove your name from the carpool list. To re-enter your registration summary:

Return to the registration site by following this link (link coming soon).

Enter your Confirmation number (it’s in your confirmation email) and click the OK button.

Click the Modify button in the “My Registration” tab

Click on the Information link to the right of your name (under “Modify”)

Look for the blue “Not Carpooling?” stripe near the bottom

Change your answer to “No” for this question: “Do you want your name listed as interested in carpooling?”

Click through to last page of your registration and click “Finish

Don’t see the answer to your question here?
Email us at gathering@fgcquaker.org, or call 215-561-1700, ext. 3200
If you want to reach someone coordinating a particular program at the Gathering, use the Gathering Contact Form

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