MIDWINTER WEEKEND COORDINATOR(S)

JOB DESCRIPTION

The major responsibilities of the Midwinter Coordinator center around the program and registration functions. Usually these tasks are shared by two persons, but could be done by one very energetic individual. The Coordinator(s) are appointed by the Executive Committee.

Key tasks are listed below:

Site: Reserved one year in advance and secured with a deposit. Due to the relatively small number of places which can accommodate our needs, research for a new site needs to happen two years in advance.

Program: The choice of theme has been made in several ways: it can arise from the previous June conference; it can be a lead-in to the next ]une conference; it can be decided at a fall planning meeting; or can be a forum for discussion of controversial-issues or momentous decisions.

Approval of the theme-is granted by the Executive Committee with input from the Midwinter Coordinator(s).

Program Leaders/Facilitators: Suggestions can come from fall planning meetings, individuals, etc. Candidates are interviewed by the Coordinators and invited, after approval by the Executive Committee. If the selected weekend leaders are new to the Conference, they are compensated by free room and board for themselves, but due to a limited budget not for spouse or children. On occasion, persons professionally facilitating discussion of controversial issues have been paid a fee for their service in addition to room and board.

Registration: A registration form is prepared and send to the mailing list along with a one page description of the weekend activities, a list of what to bring, directions to the site, and any other necessary information. This has been sent as a separate mailing at times or included in the December issue of the Grapevine. One coordinator serves as the designated person to receive registration forms and money, creates a list of participants, and collects unpaid balances at the Weekend. Requests for financial assistance are handled by the Coordinators according to the policy put in place by the Executive Committee (same policy as for the June Conference)

Expenses: The biggest expense is room and board, which is passed on to participants directly. Program, children's program, babysitting and snacks are paid for by registration fees. If the budget for these items is expected to exceed registration fees collected, the EC must .approve the uncovered amount.

A copy of the contract with the facility should be obtained from the Treasurer.

A second deposit amounting to one half of the guaranteed minimum is due in December and the Treasurer should be requested to send a check for that amount to the facility.

The Treasurer will also send deposit slips for depositing checks sent by participants and will send several checks to the EC member with check writing designation in order to pay the balance of the amount owed to the facility and any other expenses. A financial statement, including monies taken, expenses paid, financial assistance granted, and demonstrating net gain or loss should be sent to the Treasurer, with a copy to the EC.

Promotion: An article enthusiastically promoting the Midwinter Weekend is written for the December Grapevine to encourage people to register and ensuring maximum participation. People should be told to register early due to planning needs and the limited number of persons that can be accommodated by the facility.