There are many ways to volunteer with the FGC Gathering, from a few hours at the event, to more advanced planning and organization. Some volunteer opportunities include work grants which allow for registration discounts.

The Gathering Committee

The Gathering Committee is responsible for planning the program of one annual Gathering and providing care for that Gathering when it meets. A new committee is constituted for each Gathering, starting in the Spring of the previous year. The Gathering Committee is self-selected and includes members of FGC’s Long Range Conference Planning Committee (LRCP) as well as members recruited from meetings located near the Gathering site. 

Members of the Gathering Committee:

• Attend meetings of the Gathering Committee (with occasional exceptions).
• Serve on a subcommittee (including phone and email meetings).
• Follow up on subcommittee and Gathering committee tasks, as agreed.

All sorts of skills are useful in the planning of The Gathering, and prior attendance is not a prerequisite to volunteering.

During the Gathering, the committee meets daily to hold the Gathering in the Light, to exercise care for the Gathering, and to address concerns that arise at the Gathering. Because members of the Gathering Committee are heavily involved in the functioning of the Gathering, some Friends may not be able to attend these daily meetings. A core group of Friends from each subcommittee should attend every day. These Friends should be able to speak to their committee‘s work. All Friends participating in these daily meetings should remember that these meetings are often confidential and should not be discussed outside of the Gathering Committee.

Co-Clerks

Recording Clerk

• Keep accurate minutes of Gathering Committee meetings

Gathering Subcommittees

All Gathering Committee members are expected to serve on a subcommittee, with the occasional exception of the Recording Clerk.

Some subcommittees may require additional meetings, and all subcommittees undertake portions of their work by phone and email.

Local Arrangements

• Establish field trips to local sites of interest
• Develop information sheets for area attractions
• Locate supplies and special equipment for Junior Gathering
• Facilitate local transportation

High School

• Plans High School Program with coordinators
• Reviews workshop themes
• Centers community experience for high school students attending Gathering

Junior Gathering

• Shapes format and content of Junior Gathering
• Centers Junior Gathering as a Spiritual Community

Evening Programs

• Chooses events and topics for plenary sessions
• Decides on plenary presenters appropriate to the theme and concerns of the Gathering
• Provide one-on-one support to plenary presenters
• With the Worship Subcommittee, coordinates ideas and concerns

Workshops

• Selects workshops for the Gathering based on the needs of Friends
• Serve as liaisons to workshop leaders
• Plan interest groups
• Process evaluations following Gathering

Worship

• Helps plan all-Gathering worship events
• Organizes worship sharing activities
• Identifies and supports the Bible Half-Hour facilitator
• Provides overall support to the Gathering as a spiritual community

Adult Young Friends

• Plans programs and activities for adult Friends aged 18 (who have finished high school) through 35

The Adult Young Friends Subcommittee plans programs and activities for adult Friends ages 18–35 who have finished High School.  It consists of Friends appointed by the AYF Program at the Gathering.  It does not meet at the first (spring) meeting of the Gathering committee.  The AYF Coordinators serve as clerks and are appointed by AYF business meeting.

Communications

• Facilitates communication between FGC and monthly meetings in the region where Gathering will take place
• Identify Gathering contacts/ambassadors to promote Gathering on the local level
• Promote Gathering at regional events such as Quarterly meetings

Volunteers and Work Grants

The Gathering will only be possible with the support of volunteers. Workgrant positions are essential to the success of the Gathering AND are a way for volunteers to help cover their fees. Typical workgrants range from $200 to $400 for 3 to 6 hours of daily service. A number of workgrants are listed below – the number indicates the percentage it covers of Gathering Basic Fees (program fee, lodging, and 3 meals a day.)

For these roles, you can indicate interest on the Workgrant Interests Survey Form. You can also volunteer when you register for the Gathering, and someone will be in touch with more information. Indicating your interest on the form doesn’t confirm you in the role. For Junior Gathering and High School staff roles, a separate application is required.

Workgrants are most appropriate for adults (18 years and older, and not in the High School program) who have previously attended the Gathering. With the exception of Junior Gathering workgrants, which are open to first-time Gathering attenders, we advise first-time attenders to request scholarship assistance instead of workgrants.

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Bookstore Assistant: One person needed (25% grant) on Saturday 6/29 for set-up, a physically demanding job. Three assistants (50% grants) to ring up sales and assist customers in a store that gets very busy. Does NOT conflict with morning workshops or evening programs after 7 p.m.

Camping Coordinator (25%): serve as a liaison between Gathering campers, staff, and the college. The Coordinator’s basic job is to make reasonable steps to make sure campers are safe, happy, and following university rules.

Check-In Coordinator (75%):  Prepare, train volunteers and manage FGC Gathering Check-In on Saturday 7/1 & Sunday 7/2.

COVID Safety Officer (50%): Assist in monitoring and ensuring COVID health and safety protocols are being followed. Serve as point of contact for concerns and questions related to COVID Health and Safety policy. 

First Aid (50%): The volunteer staffs a First Aid station for one to one and a half hours per day (at an advertised location) and also being on call for response and advice when medical incidents happen. Should be CPR certified.

Food Assistant (50%): Work with Food Coordinator to addressing the needs of Gathering attenders with special dietary considerations

Housing Assignment Team (40%): work in Philadelphia office during a weekend in June to make Gathering housing assignments. (4 positions)

High School Counselor (100%): for Friends who want to devote their Gathering to a wonderful group of High School Friends.  Involves living in the High School dorm. Training for Counselors begins Saturday morning. Learn more about this role.

Information Desk – (40%): work 3-4 hours/day at the Information Desk, answering questions from Gathering attenders. (no mornings)

Junior Gathering evening support staff (40%): work M-F 6:30 pm-9 pm plus attend training from 10am on Sunday. Learn more about this role.

Junior Gathering morning support staff (50%): work M-F 8:30 am-noon plus attend training from 10am on Sunday. Learn more about this role.

Lend-A-Hand Coordinator (60%): Take the lead on organizing the Lend-A-Hand Table, about 4 hours a day. The Lend-A-Hand Coordinator, with the help of an assistant, is responsible for soliciting and organizing volunteers throughout the week of the Gathering. This includes:

• carriers of trays during meal times for those who are physically challenged, who have small children, or for any other reason they need help;
• ushers for beginning and ending worship as well as the evening plenaries;
• Junior Gathering helpers, for clean-up/set-up at the beginning of the week,  clean-up/pack-up at the end of the week and during the week as requested;
• volunteers to set-up and take down chairs for outdoor concerts as scheduled and requested;
• help with luggage at Check In and again at departure;
• Friends to help pack up the bookstore and office and load boxes into the truck (Friday afternoon and evening and Saturday morning)
• people to sit at the Lend-A-Hand table.

The Coordinator should be in contact with Gathering Subcommittee clerks prior to the Gathering to start to collect needs for volunteers. Friday and Saturday early housing costs (but not meals) are waived for the Coordinator but not for family members.

Lend-A-Hand Assistant (40%): Expected to work about 3 hours a day. Saturday (and if necessary, Friday) housing costs but not meals are waived for the Assistant but not for family members. There are no assistant responsibilities prior to arriving at the Gathering site.

Newsletter Editor (100%): This is a daily job. Before the Gathering it involves reviewing the submission form, updating it, and providing webtext about “How to Submit Material” for the Daily Bulletin. During the Gathering it requires collecting submissions, confirming notices of meetings, screening items for appropriateness based on Gathering policies, editing items as needed, and meeting with the Conference Director daily to review the draft bulletin.

Office support at Gathering (40-50%): Be a part of the Gathering office, and help answer questions from Gathering attenders in person, by email, and by phone. Ideal office staff are good at problem solving, like helping people, and able to use database software and spreadsheets. Office shifts are at the same time each day, Monday-Friday; morning, early afternoon, late afternoon, and evening shifts are available. 

Photographer (50%): High quality portraits and group photos capturing the vitality of the Gathering. For an experienced photographer who can share a sample of previous work with FGC staff.

Pre-Gathering Childcare (40%): As part of a small team, provide care for children whose parent/sponsors are participating in a pre-Gathering event or serving as volunteers. Requires childcare experience and participation in FGC child safety background screening.

Shuttle Drivers (% depends on how it’s split): Drive Gathering attenders in a van to and from the Haverford train station and bus stop on Friday 6/28, Saturday 6/29, Sunday 6/30, and Saturday 7/6. Must have a driver’s license, a good driving record, and be reliable.

Workshop Leader (50% per workshop, co-leaders determine how to divide the workgrant) Lead or co-lead a workshop at the Gathering. Requires facilitation experience and an application process as well as prior Gathering attendance. Applications are closed for 2024.

Zoom Host (25%): Zoom host Bible Half Hour Monday – Friday and Evening Programs Monday, Wednesday, and Thursday. Should have experience with Zoom hosting.