Who is Responsible for Planning Blue River Quarterly?

According to a system adopted in Fall 2020, one or more Friends are appointed by the business meeting at each gathering to coordinate planning for the next gathering.

Locations

In recent years, the location of gatherings has usually alternated between the following two locations:

Spring Sessions

Camp CILCA

Near Cantrall, Illinois

Fall Sessions

The DuBois Center

Near DuBois, Illinois

These are both rustic, camp-style retreat centers, run by the Central Illinois District of the Lutheran Church – Missouri Synod and the United Church of Christ – Illinois South Conference, respectively.

BRQ has also sometimes been held at the home meetinghouse of one of its constituent meetings, or at one of the following locations:

Menno Haven Camp and Retreat Center

Near Tiskilwa, Illinois

This is a camp and retreat center run by the Illinois Mennonite Conference

Camp Brim Shire

Near St. James, Missouri

This is a camp run by the Association for Midwest Disadvantaged Youth

Riverview Retreat Center

Near Mahomet, Illinois

This is a small, rustic retreat center run by the Champaign County Forest Preserve District

Note: No overnight facilities

Planning Timeline

This timeline is meant as a rough guide to what needs to be done when, to assist BRQ planning committees.

One year in advance

Reserve the location. Usually this is done while we are on-site for the previous year’s session.

Six months in advance

Coordinators for the next meeting are appointed by the BRQ business meeting.

Five months in advance

Update the the BRQ website to indicate the dates and location of the meeting. (Make sure both the “Next Gathering” menu item and the page footer are accurate.) The coordinators should decide on themes for the adult and children’s programs. If individuals are to be invited as speakers, or to conduct workshops or the children’s activities, the coordinators should decide on who to invite, and issue the invitations. If square dancing is planned, arrange for music and caller. Confirm facilities reservations. Arrange the details of menu, lodging, etc. with camp administrators.

Four months in advance

Details of the program should be decided. See “Sample Program” below. Post the program to the BRQ website. Calculate expenses and determine registration fees, bearing in mind that BRQ does not charge any fees for Friends below the age of 18.

Three months in advance

Volunteers should be identified to staff the registration desk and perform any other necessary tasks.

Two months in advance

Email announcements should be sent the the ILYM and BRQ mailing lists, with information about the dates, location, and theme of the meeting. (The BRQ mailing list is on Google Groups; subscribers can post to it directly. For the ILYM email list, send the message to the yearly meeting’s Administrative Coordinator.) A reminder postcard may also be designed and sent out by mail.

One month in advance

Design and send out a brochure, including the program, registration form, child emergency form, driving directions, etc. See “Materials from Past Gatherings” below for models.

Sample Program

Materials from Past Gatherings

Themes and Speakers/Facilitators from Past Gatherings