Food & Con Planning
Food Planning
How-To Checklist:
Plan all meals and snacks from Friday night until Sunday morning.
Contact the Youth Programs Manager before the conference to find out the approximate number of people and any dietary needs.
Supervise the putting away of food after it is unpacked; keeping track of what belongs to the host meeting and putting aside and label any food that is to be used for specific menu needs.
During the Friday night Business Meeting: make sure czars are chosen for each meal and clean up and inquire about dietary needs.
SAVE all receipts for ALL purchases made. Give receipts to the YF Treasurer to receive repayment if a BYM credit card was not used.
Other Things to Consider:
It is important to keep in mind that some friends may be vegetarians or vegans, and that many friends are concerned with the health value of their food. In addition, try to vary menus between conferences.
Part of being a food planner may be leaving the gathering. When you go shopping, keep in mind how your absence could affect the community. It is recommended that you do as much shopping as possible before the conference starts, and that any additional trips are kept to a minimum.
Food planning is a very difficult job and it is recommended that one of the two food planners for a conference be someone that has done food planning before. In addition, if you need help, don’t hesitate to contact any member of the Nuts and Bolts Committee or the Youth Programs Manager. Food Planners are not asked to pay the full registration price, but you may make a donation to Young Friends if you wish. Food Planners are also asked to attend the Nuts and Bolts Committee meetings.
Con Planning
Arranging a Workshop
Conference planners are responsible for planning a workshop sometime on Saturday. Planners should get in touch with a workshop leader, if one is needed for an activity, at least one month before the conference to work out the details. The Young Friends budget can be used to compensate workshop leaders for their time. Workshops can be done online or in-person, and can be about any topic that is appropriate for Con that Young Friends may be interested in. Report to the Nuts and Bolts Committee at the conference before about any plans that have been made or concerns.
Creating a Schedule
Have a basic agenda by conference time. Consider time for NBC before each Business Meeting, meal preparation times, and optional activities to build a sense of community during free time. It may be helpful to reference past schedules during this process.
This schedule does not have to be exact, and should be at least somewhat flexible. Since Young Friends decide when they will go to sleep and wake up during Friday night Business Meeting, it is not necessary to plan times for these on the schedule.
Certain things have become customary for conferences:
Time on Saturday for committees to meet, typically split into blocks
Physical activity at some time
Cleaning in color groups before meeting on Sunday
Head count sometime during Friday night Business Meeting
Thank-you circle on Sunday morning
Friday night meeting with color groups
An evening activity/activities determined during Business Meeting
Planners may also want to consider planning Saturday's business meeting before dinner, as Young Friends have found this helpful in the past.
Contacting the Host Meeting's Representative
Contact the Monthly Meeting Clerk, Property Clerk, or appropriate person to ensure that the building will be opened at the designated time on Friday. More information about specific Meetings can be found in the Meeting Space Info Sheet.
Arrive at the conference early to meet the host Meeting’s representative. Ask if there are any safety measures or concerns specific to the property that should be conveyed to Young Friends.
Contact the FAMs For the Conference.
At least four (4) FAMs should be scheduled for every conference. If the number of Young Friends exceeds 40, one additional FAM should be added for each additional 10 Young Friends. All FAMs must have undergone police screening and have taken or, if known to the community, plan to take a Yearly Meeting sponsored training.
Conference Planners must only pay half price for registration, but may make a donation to Young Friends if they wish. Conference Planners are also welcomed to the Nuts and Bolts Committee Meetings. If you need help, do not hesitate to reach out to any member of the Nuts and Bolts Committee. For emails, contact the Youth Programs Manager.