Arrangements & Site
The Arrangements & Site Committee takes care of the practical side of Annual Meeting: where we gather, where Friends sleep and eat, and how everyone is registered and welcomed. It is one of three committees, along with Adult & Family Program and Youth & Children Program, that plan Annual Meeting together.
What We Do
Choosing the site
The committee sets the time and place of Annual Meeting at least two years ahead and lets the Yearly Meeting know. It works with the host site on sleeping accommodations and meals, and it tells the presiding clerk right away if problems arise with the availability or cost of the site. The current dates and location are on the Annual Meeting page.
Registration
The committee prepares the registration materials, gets them to the LEYM Bulletin editor in time for the issue that comes out before Annual Meeting, and conducts registration. Registration information is posted on the Annual Meeting page and printed in the Bulletin.
During Annual Meeting
Working with the Adult & Family Program and Youth & Children Program committees, the committee makes sure the program’s physical needs are met: assigning rooms and spaces, providing equipment, and preparing orientation materials. Members greet new attenders, help Friends find their way around the site, respond to requests as they arise, and complete checkout and the key count when the gathering ends.
Annual Meeting: Registration, Help Attending, and the Bookstore
Registration. Questions about registering are best sent to the Registrar for Annual Sessions, listed on Contact Information.
Help with attending. LEYM works to make Annual Meeting affordable. Fees are waived or reduced for children and youth, for Young Adult Friends, and for first-time attenders, and Friends who need more help can ask the registrar. See Scholarships and Financial Aid for the details and for other funds.
The LEYM Bookstore. The bookstore is part of the Annual Meeting experience. To reach the bookstore manager, see Contact Information.
Getting Involved
The committee has six members, with two new members named each year. It meets as needed, when called by the committee clerk, and its meetings are open to any Friend. If you enjoy the practical details of helping a gathering run smoothly, welcoming newcomers, or working with a host site, we would be glad to hear from you.
- To find the current clerk and members: see the LEYM Nominations Slate and Contact Information.
- To learn about all committees: see Committee Descriptions.
- To serve on the committee: let a member of the Nominating Committee know.
Last reviewed September 2026.