For anyone who might be interested in setting up a Befinity-type group, here’s a general idea of what’s required:
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LEADERSHIP: Someone who will take full responsibility for keeping the group going. This includes planning, coordinating of resources, communicating with group members, record keeping, etc. A key function of the group leader is also to select topics for discussion and to lead the discussions during meetings (or to appoint someone who is capable of doing so). Committed and consistent leadership is core to the health of the group.
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VENUE: A suitable meeting place that is available on a regular, reliable basis. Venue cost depends on what the group can afford. To-date, Befinity has operated on a non-commercial basis, so we have always sought venues that are either free-of-charge or at least inexpensive. It’s important to have easy access to the venue at the scheduled meetings times; it’s better to have your own key than to be reliant on a caretaker or security guard.
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TOPICS FOR DISCUSSION: Deciding on topics is usually the responsibility of the group leader; however, members should be encouraged to propose discussion topics and to offer recommendations in regard to speakers or other topic-related resources (DVDs, documentaries, online materials, etc). Topics should be kept relevant to the focus area of the group. This may seem obvious, but when struggling to find suitable speakers or other topic resources, it can be tempting to resort to non-relevant materials. If done too often, it may cause group members to lose interest.
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TOPIC RESOURCES: This refers to the materials that form the basis of group discussions and can include any of the following: guest speakers, DVDs, CDs, video clips or audio tracks downloaded from the internet, books, articles, etc. There is plenty of room to be creative, e.g. have a poetry sharing meeting or a drumming circle, instead of a speaker or DVD. With regard to downloading materials from the internet, it is necessary to have the required software (I currently use Orbit Downloader) or to have access to someone with the requisite skills. Finding suitable materials online can be quite a challenge; as a useful starting point, I would suggest the following webpage:
http://www.awakening-intuition.com/movies_documentaries.html. A list of the topics covered in Befinity meetings in the past 12-18 months will be published on this blog in the near future.
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MEETING STRUCTURE: It is up to the group leader to decide how the meetings should be structured. As one example, Befinity meetings are presently structured as follows; the approximate duration of each segment is shown in parentheses:
- Welcome (2 minutes): Especially to first-timers and to guest speaker, if applicable;
- Short time of ‘centering’ (10 minutes): This may take the form of a 5-10 minute guided meditation or any other kind of relaxation exercise that helps the group members to release the tensions built up during the day and become present. This is particularly important if the group meets mid-week, as members often come to the meetings after a busy work day. A favourite at Befinity meetings is to bring the group into a state of loving, energetic harmony, using the ‘heart coherence’ technique developed by the Institute of Heartmath (see http://www.heartmath.com/personal-use/quick-coherence-technique.html), and then to direct the group energy towards a specific focus (this is modelled on the Global Coherence Initiative’s ‘Care Focus’ practice; see http://www.glcoherence.org/participate/care-focus-current-and-archived.html).
- Topic focus and discussion (90 minutes): This is the main part of the meeting, during which time the topic is presented (guest speaker, DVD, etc) and discussed. In general, discussions are best held over to the end. Allowing questions and discussions during the course of the topic presentation can be disruptive to the flow of information delivery. However, depending on the speaker and/or nature of the material being presented, it can sometimes be appropriate; the group leader should use her/his discretion in this regard.
- Refreshments (open-ended): At the end of Befinity meetings, tea, coffee and biscuits are available to group members who wish to stay and enjoy a time of fellowship (usually the majority). This has proven to be an important element of the life of the group. Holding the refreshments break midway through the meeting is an alternative option, but can be disruptive to the flow of the meeting.
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EQUIPMENT: The type of equipment available to the group determines the range of media that can be used in meetings. A laptop connected to speakers and a data projector is the ideal set-up, as this provides the versatility to handle DVDs, video and audio clips, and slideshow presentations. A flipchart and/or whiteboard are also recommended.
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COMMUNICATIONS: Group members must be kept adequately informed about upcoming topics, changes to the meeting schedule, etc. At least 1-2 weeks advance notice is recommended in regard to upcoming topics. The majority of communications can be done via email; the group leader must therefore maintain a current list of member email addresses. A contact details form can be circulated during the meetings or placed on the refreshments table for first-time attendees. As the mailing list grows, it may become advisable to make use of a bulk mailing system for distribution of emails. It is also recommended that the group leader maintain an up-to-date list of members’ mobile phone numbers; in the event of a last minute meeting cancellation, it is preferable to communicate via SMS than email. Facebook groups and blogs provide an additional means of communicating with group members and the wider online community about the activities of the group.
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RECORD KEEPING: An up-to-date schedule of member contact details and a list of possible topics, with corresponding resources, are important for ensuring the smooth functioning of the group. It is also worthwhile to maintain a record of past meeting topics; in the event of a change of group leadership, it would be helpful to the new group leader to know what topics have been already been covered and in what way.
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REFRESHMENTS: The type of refreshments provided is a matter for the group leader or the group as a whole to decide. Stocks should be appropriate for the size of the group and must be regularly checked and refreshed.
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ATTENDANCE FEE: This can be determined at the discretion of the group leader, on the basis of what group members are willing to pay and how much time and effort she/he is willing to put in without compensation; however, it should at least be sufficient to cover the costs of the venue, the refreshments and any other direct costs incurred by the group leader in maintaining the group.
