Taking a Break or Stepping Down

Organizer Resources · Managing Challenges

Hosting a Shut Up & Write! group is a meaningful commitment – you're making a real difference for your fellow writers. But we know that life changes. Jobs change, semesters get busy, people move away, or you might simply need a break to recharge. It's completely okay to step back from organizing, whether temporarily or permanently. Here's how to do it responsibly so your group is taken care of:

Taking a Short Break (Pausing Your Events)

If you need to pause your meetups for a while (say, during summer vacation or a busy work period), you can absolutely do so. Communicate clearly with your group. On the Shut Up & Write! website, post a note that "We'll be taking a break and not meeting during [Month]. We'll resume on [Date]." If you're not sure how long the break will be, you can say "on hiatus until further notice" but try to update people at least monthly on your plans.

Before you go, drop a message in your group or talk to your group and ask if anyone would like to temporary cover the session in your absence. If this is only for a one off event, that's all you need to do. If the event is online, make sure that the temporary host can access the event meeting link without you. If no one can cover for you, delete any events that will be impacted. Your writing group will not be impacted, so when you're back, you can resume your events as normal.

During your break, it might help to direct loyal members to other nearby SUAW events or online sessions so they can continue their habit. For example, "While I'm on break, feel free to join the Wednesday online SUAW sessions to keep writing!" Most folks will understand that organizers are volunteers and need breaks too.

Taking a Long Break or Stepping Down Permanently

If you know you won't be able to continue at all (perhaps you're moving to a location without a SUAW chapter, or you've decided to retire from hosting), the ideal scenario is to hand off your group to someone else. Here's how to approach it:

Find a Successor (if possible)

Is there a regular attendee who seems enthusiastic and reliable? Or a friend who could take over? Talk to them and see if they'd be interested in organizing. It's often easiest to transition the group to someone who's already familiar with it. If they agree, have them submit an official organizer application and we'll expedite the review process. The existing organizer should also reach out to us to confirm the new organizer will be taking over, or we'll reach out during onboarding to confirm the handoff with you.

Notify SUAW HQ

Whether or not you have a successor lined up, let our Community Team know your intentions. If you do have a new organizer identified, tell us who it is so we can coordinate the transfer (adding them as an organizer to the event listing, etc.). If no one is available to replace you, that's okay too — just inform us so we can begin winding down the group on our end.

Transition Period

If a new organizer is taking over, we'll arrange any necessary platform changes. Often, there's a period where both you and the incoming person are co-organizers. You can introduce them to the group in an event or email: "I'd like you all to meet [New Organizer]. They'll be hosting going forward!" You might even co-host a session or two together so members get comfortable with the change. Share any tips about the group (venue quirks, best promotion methods, etc.) with your successor. This overlap can make the handoff seamless.

Farewell/Closure

When it's time for your final step, send a thank-you and farewell message to your members. If someone is taking over, reassure attendees that the meetup will continue under new leadership and they're in good hands. If the group will be closing (no successor), let people know the meetup is ending and thank them for being part of the community. For example: "It's been a wonderful 3 years organizing Shut Up & Write! Thank you to everyone who participated. Unfortunately, I need to step down and, since no one is available to take over, this group will be closing. I encourage you to join other SUAW sessions or even consider starting a new group in the future. Keep writing!" It gives closure and maybe inspires someone down the line.

Administrative Wrap-Up

SUAW HQ will handle removing or archiving the event listings and possibly closing the writing group if no new organizer is taking over. We might reach out to members to let them know of other options (like nearby chapters or online events). We will also express our deep gratitude to you for your service as an organizer – because truly, you made a difference!

Remember, there's no guilt in stepping back. Organizers are volunteers and we appreciate any amount of time you give to build the community. Once an organizer, always a part of the SUAW family – even if you're not running a group, you're welcome to attend others' sessions and stay connected. Thank you for everything you've done, and if the time comes to hand over the reins or take a break, we're here to help make that transition as smooth as possible.