Goddess Weekend Event Coordinator Guidelines
1. Coordinators – There is a minimum of 4 coordinators required. There is a maximum of 6 coordinators allowed w/o paying fee. Above 6 coordinators ½ registration fee will be required for all coordinators. At least 2 of the coordinators must be from the STL metro area (exceptions will be taken on a case by case basis), must be an active participant in the community for 2 years and must be personally know to within the local pagan communitee.
2. Location - Make a choice between Babler and Cuiver River State Park and let Tonya or Jennifer know by July 1st.
3. Theme – this is completely up to you and your coven to decide. Have fun J We need the information on your theme by October 1st. As many details as you can provide would be much appreciated.
4. Marketing – needs to start as soon as we have a date for Goddess Weekend. We have found the easiest way to do this is to do e-mails to yahoo groups in the areas. We tend to have all of our participants pass the word, but we have also done a search on pagan yahoo groups in Missouri and Illinois and sent an e-mail to them explaining what GW was and inviting their adult women to attend. We also posted an event on Witches’ Voices. We posted flyers in all the local pagan stores, etc.
5. Ritual – not only the body of the ritual, but who will perform all of the parts of the ritual. As you know from past GW’s this can become a bit daunting. We have used Opening and Closing as part of work shifts which haven’t work out too badly, but I’m not sure that I’d recommend doing it that way. It can cause a lot of stress making sure all the parts were filled.
a. Opening
b. Main – Gifts need to be decided upon
c. Closing
6. Workshops – this is also left up to your discretion. We need to have a list of the workshops and descriptions by January 1st. You can use whomever you’d like for these workshops. If you’re coven wants to do all of them go for it, if you want to try and find others to cover them that’s fine too. The suggestion for the minimum number of workshops is 3 for Saturday, but that’s also going to depend on the length of your workshops. 3 generally gives everyone something different that they may or may not want to attend, but just about everyone can find something. Please keep in mind doing everything yourselves, puts a lot on your shoulders and makes it difficult to enjoy the weekend.
7. Vending – If you have any questions on vending at Babler, logistics, or anything like that contact gwevents@yahoo.com we'll be happy to answer any of your questions. We are NOT the vending coordinator, we are the vending ADVISOR. You are required to coordinate the vending. The vending fee is 10% of sales, and goes towards the cash donation for the charity.
8. Catering – If you decide to use Babler the 3 Saturday Meals will be catered by Babler. The menu needs to be decided 45 days prior to GW. Tonya and Jennifer will provide you with Babler’s menu. You will decide meals, and Tonya or Jennifer will contact the caterer. We’ve found that it’s best to have Friday night to be potluck, the committee can provide a main dish, but it is not required. Sunday morning is continental breakfast which is provide with GW funds.
If you decide to use Quiver, you will need to bring in a caterer. Budget for this will remain the same. Caterer will have full unrestricted access to the kitchen and will be responsible for set up and clean up.
9. Maidens – You’ll need to decide what if anything special is going to happen with them and make plans for them. We would suggest a separate maiden coordinator, keeping in mind that there is no separate maiden cabin, all under 18 must bunk with their guardian.
10. T-Shirts –Every year t-shirts are designed to coordinate with the theme of the year. We do have a wonderful local pagan graphic designer that would be happy to work with you in designing your shirts. You would need to contact her as soon as your theme is decided so that you can begin planning your t-shirt design. You can reach her through gwevents@yahoo.com . However Tonya and Jennifer will be in charge of tracking the orders and will work with our graphic designer to place the final order to the printer. T-shirts design needs to be finalized by February 1st.
11. Registration – Registration is processed through Tonya and Jennifer. We will update the registration forms once we have the date and post them to the website. We can email or text you with updates.
12. Budget – You have about $250 to use to cover Sunday’s breakfast and any other supplies that you may need. Now that amount may change if we get over 90 participants, but to date that is what we have used in the past to cover everything. Please keep in mind that yearly coordinators are not required to pay a registration fee. With 6 coordinators that leaves us little room for scholarships and any extras that crop up during the purchasing process. In the past the budget has not allow for extra purchasing and coordinators have purchased out of their own funds.
Tonya and Jennifer have the checkbook and keep track of all expenses. If you know ahead of time that you are going to be purchasing and the approximate cost we can give you the money, or we can reimburse you. Receipts are required for all purchases. Anything needing to be purchased online just forward us the information and we will purchase it for you, or if you’d like Tonya can come shopping with you.
13. Scholarships – Scholarships are approved by Tonya and Jennifer. If people come to you needing a scholarship, please discuss it with us prior to you authorizing. This is not to be mean, this is a budgeting issue.
14. Charity – You will need to decide which charity will receive donations by February 1st. If you’d like you can have GW registrants bring specific stuff for your charity. We can also post the information about the charity and what it needs on the website.
15. Raffle – You will need to procure donation from GW vendors as well as outside vendors, sell tickets, raffle everything off at 9am on Sunday morning. If you need help with this talk to Tonya.
16. Set up and Tear down of Camp ground – We usually begin setting up GW Thursday night. Tear down requires a coordinator to stay on site Sunday with Tonya until all campers have left and make sure that all cabins and halls are clean, locked and for the inspection with the park ranger.
SUGGESTIONS
17. Schedule/ritual/workshop handouts – This is just a suggestion it has worked well in the past to have handouts for the participants to let them know what is going on over the weekend. Also, an easel with a large poster board with the schedule for the weekend is helpful, along with a one page agenda for each cabin. For ritual, it’s helpful to have a chants worksheet, with purpose for ritual, also having a chant prep 20 minutes before ritual seems to work out well too.
18. Decorations – Decide if you want them and purchase.
19. Name Tags- you will need to purchase if you decide you want them.
20. Work shifts – you need to decide if you need work shifts this year.
21. Cabin naming – For the past several years the coordinators have named each of the cabins. It has made it easier for people to find others especially if you put it on a poster board as a cabin map.
22. Cabin list – Having people write their names on the cabin where they will be staying, again it’s just a suggestion and makes it easier for people to find one another. It also makes it so if we need to track someone down in case of emergency we have a starting point.
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