Gathering Of Circles
Coordinators

Updated 02/26/2011
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What does a coordinator do? This page will tell you. Just click on the position you want to volunteer for. We suggest that you attend at lease one gathering before volunteering.

Welcome Table Coordinator

This is where it all happens. The Welcome Table Coordinator is responsible for welcoming everyone who attends the gathering.  This role includes:

Set up Welcome Tent canopy and tables near the main tent [separate from the coordinator’s personal campsite]; protect contents from weather throughout the gathering.

Keep the Welcome Table manned/womanned 30 minutes before and after scheduled events [but not during events]; post notice of open/close timing.

Distribute Schedule and Workshop information; post any changes.

Explain where camping areas are, port-o-potties, etc.

Direct those in need to those who offer first aid.

Keep a log of attendees – an accurate count plus updates to the GOC address book. Help those who did not pre-register complete a registration form that will be entered into our database after the gathering.  Deliver attendance records to Cliff prior to closing ceremony.

Collect and keep a record of donations to the GOC.

Distribute T-shirts and deliver T-shirt monies received to T-shirt Coordinator

Distribute raffle tickets and deliver raffle monies received to Raffle Coordinator

Provide the gathering “community center”:

Book exchange [free]

Picture albums of previous gatherings [browse at Welcome Table]

Items available for a donation such as CD's, pictures, etc.  Keep monies collected for these items separate and itemized.

Information packets provided by attendees for others [free]

Lost and Found

 

Workshop Coordinator

The 

 

Sweat Lodge Coordinator

The GOC Sweat Lodge Coordinator has over-all responsibility for all sweat lodge activities during the GOC. This includes making sure lodges are available and erected, sweats are led by qualified leaders, sweats are scheduled, all materials and supplies needed for a sweat are available, and that the lodges are taken down and the lodge area returned to the same condition as it was before the GOC.

The Sweat Lodge Coordinator’s responsibilities include:
Lodge Structure: The Coordinator should arrange to have lodge structures for the GOC. This will include contacting people who have portable lodges that can be delivered to the GOC because local materials are not available. Two lodges are preferred, with a minimum of one lodge. It is the Coordinator’s responsibility to select the locations for the lodge structures. Optimally, the lodges should be erected Tuesday before the start of the GOC. If that is not possible, then they can be built during the day Wednesday, at the latest, before the formal start of GOC activities. Part of the sweat lodge experience is building the lodge, so the Coordinator should solicit the help of many volunteers in building the lodges. The fire pit for heating the rocks and the rock pit in the lodge must be excavated. The rocks should be piled near the fire pit so they can be placed on the woodpile. An altar should be built. The lodge should be blessed during construction with tobacco and prayers in the holes that hold the rib materials. After completion of the structure, the lodge should be blessed with tobacco.

Lodge Supplies: The Coordinator should assure that there is an adequate supply of firewood, lava rocks, and water for the lodges. The Coordinator also is responsible for making sure the wood can be split, so an ax and/ or splitting maul must be available. A rake, shovel, and/ or pitchfork needs to be available for tending the fire and transporting the rocks. A bucket, ladle, and drinking water jug also need to be available. These items may be provided by the Coordinator or the Coordinator can arrange for someone else to provide them, but it is the Coordinator’s responsibility to make sure they are available. 

Fire: The Coordinator is responsible for laying the fire for each sweat, in conjunction with the leader for that particular sweat. The sweat leader will specify the number of rocks to be included for the lodge, any special instructions for laying the wood, oversee blessing the fire and rocks, and will be responsible for lighting the fire in time for the lodge to start at the scheduled time. It is imperative to include appropriate fire-starter material since the wood may be wet and there is a high probability of rain during the GOC. It may be necessary to cover the wood to keep it dry, both the wood supply and after the fire is built. 

Sweat Leaders: The Coordinator is responsible for selecting qualified sweat leaders. In the event that the scheduled sweat leader is not available to lead the sweat, then the Coordinator will select an alternative leader. The sweat leaders will be responsible for selecting a fire-keeper and someone to transport the rocks. The sweat leaders also will be responsible for fire safety after lighting the fire, during the sweat lodge, and after the sweat lodge.

Scheduling Sweats: The Coordinator is responsible for scheduling the times for sweats at the GOC, but it would be good to discuss plans at the GOC Planning Meeting. "Standard" practice has been to schedule separate men’s and women’s sweats Thursday evening and a co-ed sweat Friday night after the Dance, but a sunrise sweat, a Children's Sweat, and a "sweatless" sweat Heart Circle have been offered in addition to the standard sweats.

Tearing Down the Lodge Structure: It is the responsibility of the Coordinator to assure that the lodge structures are taken down after the GOC and loaded for transport by the owner. Any remaining fire should be extinguished with water. The fire pit and rock pit should be filled in with the lava rocks and dirt. Rocks that were used around the lodge structure to hold the tarps and blankets down should be spread around. Any trash in the vicinity of the lodge areas should be picked up. Any items remaining on the altars should be picked up.

 

Speaker Coordinator

The Speaker Coordinator is responsible for selecting the Speaker, communicating with the Speaker, assuring that the Speaker attends the Gathering of Circles and has what is needed, and introducing the Speaker at the Gathering of Circles.

The Speaker Coordinator selects the Speaker and contacts the Speaker. It is advisable for the Speaker Coordinator position to be filled early so that the Speaker selection can be reviewed with the Planning Committee. However, given the voluntary nature of the Gathering of Circles, it may be that the Speaker Coordinator position is not filled until after the Planning Committee Meeting or that the Speaker has not been selected by the time of the Planning Committee Meeting. The Speaker Coordinator is responsible for the selection of the Speaker and making the arrangements for the Speaker to attend the Gathering of Circles.

The Speaker normally is offered an honorarium of $300 to help off-set their travel expenses.

Give-a-way Coordinator 

The Give-a-Way is a ceremony of sharing in two ways.  The ceremony revolves around the giving by one participant and the receiving of another, one by one, until each participant has been both giver and receiver.  A suitable gift is something that has served the giver sufficiently such that it is time to let it go to another.  Monetary value is unimportant. Gifts are wrapped simply in plain paper, bag, or box; nothing fancy to attract attention.  Selecting a gift is based on intuition.

An equally important part of the sharing is the exchange of words between giver and receiver.  This is a time to [briefly!] convey appreciation for the many gifts of companionship and spirit received during the gathering.

During Gathering:

Raffle Coordinator

The Raffle Coordinator promotes interest in the raffle by announcing raffle items and being visible in meeting areas to sell tickets.   The Raffle is a major fund-raiser for the GOC, and the Raffle Coordinator can make a major contribution to its success.

 

Before Gathering:

Solicit GOC list for raffle contributions [need photo & description]

Organize envelope/folder for each raffle item

 

During Gathering:

Be visible at all main tent activities & at welcome table

Visit campsites as time permits

Collect $ and keep records of tickets per item

Turn over to Cliff $ & totals per raffle item Sunday before meeting

Coordinate drawing [usually ask children to draw names]

 

Port-a-potties Coordinator

The Port-a-potties Coordinator is responsible for contacting 

 

Permit Coordinator

The 

 

T-Shirts Coordinator

The T-Shirt Coordinator has an ongoing role throughout the year.  This role requires ability to manipulate digital images and communicate with T-shirt printer personnel regarding pricing options as well as designs.  Orders must be managed via e-mail, including feedback to those ordering and reports to the webmaster.

 

Before Gathering:

•         Create “Calling for Designs” email

•         Designs:

Receive designs & provide feedback to submitters

Convert designs as needed for T-shirt printing

Send design images to webmaster for voting page

•         Orders - receive and track

Maintain T-shirts spreadsheet

Mark orders paid in advance by how paid [credit card, check, cash]

•         Provide frequent updates to web [copies of spreadsheet]

•         Select and work with T-shirt printer

Final design image quality

Pricing & delivery schedule

•         Receive printed shirts & package orders

•         Transport shirts to gathering

•         Take a money pouch for cash/checks & adequate $1, $5 bills for change

     Note: AT GOC - No credit card payment. No IOUs.

 

During Gathering:

•         Coordinate with Welcome Table for T-shirt distribution

•         Alert participants of T-shirt availability [include prior years inventory]

•         Collect $ and distribute orders

•         Turn over tracking/inventory summary & $ to Cliff before closing session

 

After Gathering:

•         Contact any who did not pick up their orders to arrange for shipping

•         Draft notice for web re inventory available for post-event orders

•          Summary report [email] to Planning Committee  [what worked well; what did not seem to work well; new ideas for future gatherings; problems with events/people and resolutions; recommendations]

•          Hold remaining inventory for next year’s sale

 

 

 

Children's Coordinator

Children’s activities are very important to a successful Gathering experience for both  children and parents.   The Children’s Activities Coordinator must plan a variety of activities, line up materials and assistants as appropriate, and be flexible to work around problems with weather, personalities, and skills.

Before Gathering:

Solicit one or two volunteer assistants
Plan variety of activities suitable for ages 3 - teens
[Fill 3-4 hours afternoons during scheduled workshops]
Gather materials for activities plus general play 
[Weather-resistant recommended; nothing expensive please!]

During Gathering:

Announce meeting location [your campsite or other] 
Solicit additional volunteer assistants
Ask kids for ideas for next year

After Gathering:

Summary report [email] to Planning Committee  [what worked well; what did not seem to work well; new ideas for future gatherings; problems with events/people and resolutions; recommendations]

Clean-up Coordinator

The 

 

Drumming Team Coordinator

The drum coordinator is responsible for finding a drum team for the dance.  In the past we have had 3 teams of 4 people each.  That means each team drums for an hour.  There are other ways it can be done and perhaps better ways. On Friday afternoon, tryouts for the drum team are held for those who have never drummed before.

Shawna Mitchell brings the chairs, drum and drum sticks for the drum.  The drum coordinator is responsible for having some tobacco for blessing the drum before the dance.  Many drummers like to do their own blessing before they drum.  

 The drum always needs to be warmed up by a fire before the dance.  Sometimes it can take longer than 30 minutes with a very watchful eye.  And then when the dance is over the drum needs to be covered and returned to Shawna's camp on the following day.

 Usually a canopy is provided for the drummers.  The drum coordinator should be sure someone is bringing one for that purpose or bring one him/herself.  

 The most important thing to remember is that the drum is the heart beat for the dancers!  All care must be taken to maintain a steady beat.  The drumming should never stop.  The coordinator must be ready to step in in the event of egos playing the drum.  It takes a strong personality.   

 

Sweet Medicine Dance Coordinator

The Sweet Medicine Dance is a highlight of the GOC, a community activity that requires considerable site preparation.  The intent is community involvement in preparation, but the coordinator's role in planning, communicating, and overseeing is critical.   This coordinator must work with the Drumming Coordinator and Wood Coordinator.

Before Gathering:

Understand the GOC perspective on this event - talk to Cliff
[not exactly "Long Dance" but IS intended to be trance-like
as well as celebratory with costumes, etc.]
Confer with Drumming Coordinator
Plan event layout - entry direction banners/flags, etc.
Plan backup in case of rain

During Gathering:
Communicate to all the intent and specifics of event
Encourage group participating in readying site for event
Monitor and contribute to site preparation - grounds & fire
Identify and prepare those who will smudge and greet 
Select and prepare fire starter & fire tenders
Be available to fire tenders, drumming team, greeters
Signal conclusion of event

After Gathering:

Summary report [email] to Planning Committee  [what worked well; what did not seem to work well; new ideas for future gatherings; problems with events/people and resolutions; recommendations]

Wood Coordinator

The Gathering of Circles Wood Coordinator has over-all responsibility for providing an adequate supply of firewood for planned activities during the GOC. This includes making sure an adequate supply of appropriate wood (dry and correct length) is available and at the right locations for all sweat lodges, for the  Sweet Medicine Dance, and making some wood available for use by campers in their campfires. However, campers also should be encouraged to gather fallen or down wood for campfire use.

The Wood Coordinator will obtain wood from commercial locations that sell wood (such as from Dees Sawmill 505-687-3633 or Monty 505-682-2293, the taxidermist in High Rolls, NM or  from  Southwest Lumber Yard in  Alamogordo, NM 505-434-1990). The Gathering of Circles  normally will consume approximately one cord (a cord is a stack 4 ft X  4 ft x 8 ft) of wood, which could increase if more than four sweat lodges are held. Wood costs approximately $70-$80 per cord. Wood is paid for from GOC proceeds.

The Wood Coordinator will work with the Sweet Medicine Dance Coordinator and the Sweat Lodge Coordinator to ensure that the required firewood is at the correct locations where it will be used, or to transfer it to other locations, as needed.

Talking Stick Circle Coordinator

The 

Feast Coordinator

The Feast is a pot-luck that ends the Gathering of Circles through the sharing of food, conversation, and cooperation. The Feast Coordinator is responsible for telling the Gathering of Circle attendees where and when the Feast will be held; locating and arranging an adequate number of tables to hold the pot-luck food contributions; reminding people to bring their own utensils and plates; encouraging people to attend; and supervising clean-up after the Feast.

GOC Concepts Coordinator

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Pancake Breakfast Coordinator

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New GOC Positions - Job Descriptions

The following new positions are open for supporting the Gathering of Circles.  These roles are ongoing, rather than rolling over year-to-year.   

 Cliff Buchanan is establishing a GOC computer resident in Odessa, remotely accessible to fulfill these jobs.  Cliff will assist in installing the access software on your computer and familiarizing you with the GOC computer structure and toolset.

 General Requirements:

•         PC savvy

•         Reliable internet connection [high-speed desirable]

•         Ready to take charge

 Secretary/Treasurer Responsibilities

•         Take minutes at annual Planning Meeting - deliver web-ready minutes to Web Master

•         Co-Signature [with Cliff Buchanan] on GOC bank account - receive and distribute funds as required for GOC operations

•         Maintain spreadsheet indicating GOC assets and expenditures - deliver web-ready reports periodically

 Admin Responsibilities

•         Maintain the GOC address database [resident on GOC computer]

•         Maintain the GOC Outlook Express distribution list [resident on GOC computer]

•         Receive and respond to new and change forms from GOC web site

Screen for forms auto-generated and delete those

Update Address Book and Outlook Express

Send Welcome Letter [form available on GOC computer]

•         GOC email distribution - ALWAYS bcc!

Forward mail received from members when of general interest

Initiate or forward for GOC coordinators mail for Gathering events

Web Responsibilities

•         Create each year's GOC web page, within the existing structure

•         Work with coordinators to keep the web updated, including:

Secretary/Treasurer - minutes, reports, gathering schedule

T-shirts - proposed designs, design votes, orders

Workshops - descriptions and schedule

 

 

GOC Brochure

 

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