Host the Conference





Invitation

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The Advisory Council would like to extend an invitation to the young people in your area to bid on the Conference. NCCYPAA XI is to be held in Greensboro this year, and we would love to hear a bid from the young people in your community to host NCCYPAA 2008.

If the young people of A.A. in your area decide they want to bid, they should plan to present a “bid packet” (consisting of documentation on how they are meeting each of the Bidding Requirements) at the next conference. If possible, we’d like to get the bid packets on Friday night at the Conference. We will hear bids on Saturday morning, and make a decision on where the next NCCYPAA will be held. This will be announced at a speaker meeting on Saturday night of the Conference. Please share this invitation along with the bidding requirements and email the Advisory Council. Don’t hesitate to send any questions!


How Can We Host A NCCYPAA?

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There are many ways to get involved with NCCYPAA… attend the conference and become an outreach person for your city is one such way. To get involved in the process, the Bidding city would form a committee that would put together a “bid”, consisting of a hotel package and statement of need supporting why your area should be selected to host the conference. To accomplish this, you must secure a hotel capable of hosting a conference where attendance figures range from 200 to 300 participants, raise funds to meet the resulting financial responsibilities and obtain the support of our statewide A.A. service bodies. The next step is to put in a bid at the upcoming Conference. PLEASE REMEMBER, although this may sound confusing, the NCCYPAA Advisory Council is always there to share their experience, strength, and hope with you throughout the bidding process. They are more than happy to answer any questions you have and they will provide your committee guidance along the way. The NCCYPAA Advisory Council meets four times a year and at the NCCYPAA Conference. For more information, mail your questions to:

NCCYPAA Advisory Council
PO Box 5045
Greensboro, NC 27435


What Is The Purpose Of Hosting A NCCYPAA…?

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The annual conference is held in a different city each year. The city is chosen by the Advisory Council. That Means… your city can host the conference. NCCYPAA was formed to keep the miracle of sobriety continuing throughout our state by carrying A.A.’s message. We encourage Recovery by offering young people the opportunity to speak to people in their own peer groups… other young people who are sober by practicing A.A.’s Twelve Steps.


What Is A Bid?

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A bid is a proposal to host the conference in your city. Every year at the conference the advisory council holds a session where the different bid committees can present their bids. After a committee is awarded the bid, that committee disbands and forms a new host committee. For more information, go to the Advisory Council page and look under the "Bid Requirements" section.


Bid Requirements

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  1. Three (3) AA people under forty (40) years of age with a minimum of one (1) year sobriety must present the bid. Bidding cities will be allowed a maximum of thirty (30) minutes for their presentation.


  2. Bidders must have proposals from at least two (2) hotels, including dates showing availability of banquet and speaking rooms in the hotels and proof that the hotel requires no commitment as to the number of people attending.


  3. Bidders must provide a permanent mailing address for the conference.


  4. Assurance must be given that no large scale AA activity will be held in their city within a thirty (30) day period before and a thirty (30) day period after the conference date taking into consideration other young people’s conferences. Statements confirming this must be provided in the bid package from:
        A. The AA area chairman
         B. District Committee Member (DCM) or regional counterpart


  5. Prospective bidders will be required to demonstrate financial autonomy and responsibility, being directly involved in any activity from which funds are generated, by following the framework of the AA traditions.


  6. Bidders must provide one (1) concise statement illustrating their reasons for bidding.


  7. Prospective bidders must read, understand, and agree with the requirements as written in the Host Committee responsibilities.




Host Committee Responsibilities

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If your committee is selected to host the conference, you will be acting on the behalf of the North Carolina Conference of Young People in Alcoholics Anonymous (NCCYPAA). With this relationship come certain specific responsibilities. They are as follows:


  1. Where scheduling is concerned, please consider dates which are in the least possible conflict with other activities in your area and wherever possible, activities in your region.


  2. Establish a registration flyer detailing the dates, location, directions, committee and facility contact phone numbers, the NCCYPAA address, as well as any other important information a person would need to attend the Conference. The flyer should not be produced until a contract is signed between the facility and the hotel chairperson.


  3. Establish various sub-committees as you see fit for the performance of specific aspects needed for the planning of the conference. (The Service Positions to NCCYPAA may provide helpful guidelines).


  4. Select from the Host Committee three (3) people to serve as Advisory Council Members as well as three (3) alternates using guidelines from the NCCYPAA By-Laws. The selection meeting is to be held with the presence of an Advisory Council Member within thirty (30) days prior to the start of the conference.


  5. Provide the Advisory Council with copies of the Host Committee’s meeting minutes within two weeks of the meetings occurrence.


  6. The Host Committee will have sixty (60) days from the conclusion of the conference to forward a financial statement, along with proceeds after expenses and sub-committee experience packages to the NCCYPAA Advisory Council. It is the responsibility of the newly elected Advisory Council members to ensure that these tasks are completed within the sixty (60) day period.


  7. Each conference must be designated by whichever number it represents in numerical history (i.e. NCCYPAA 1, or 1st NCCYPAA). This is to preserve the autonomy and character as well as NCCYPAA’s continuity.


  8. The Host Committee will establish a bank account using Host Committee’s name (i.e. “Charlotte Host Committee for NCCYPAA”) as account name.


  9. Schedule the following meetings on your program: “How to Bid for NCCYPAA Workshop” on Friday evening after the 8:00 PM speaker and the “Bid Session for NCCYPAA” on Saturday morning at 8:00 AM.


  10. A room must be made available for use by the Advisory Council for meetings throughout the weekend.


  11. Save time for announcements by the Advisory Council at the end of the Saturday night meeting.


  12. Provide the Advisory Council space to display the NCCYPAA Archives.


  13. Present the NCCYPAA banner to the new Host City and invite people to next years conference.


  14. Conference facilities must only be used for NCCYPAA related events.


Host Committee Positions

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Chairperson/Co-Chair
  1. The chairperson runs the host committee meetings and calls them when needed.
  2. The co-chair runs the steering committee meetings and calls them when needed.
  3. Both have exact knowledge of all committees, functions, and events.
  4. Both are spokespeople for conference to A.A.
  5. Both are responsible for the accomplishment of tasks either by delegation or hands on.
  6. Both keep lines of communication open and utilized throughout host committee.
  7. Participate in conference steering committee.
  8. Co-sign major contracts (i.e. hotel) and all checking accounts.
  9. Ensure that the entire conference runs according to all A.A. traditions and concepts.
Secretary
  1. Responsible for taking minutes of host committee meetings and steering committee meetings, as well as copying and distribution.
  2. Sending all conference information to the Advisory Council within two (2) weeks of meetings including flyers, registration, forms, etc.
  3. Participates in steering committee.
  4. After conference, passes on all information to the Advisory Council.
  5. Notifies all host committee members of upcoming meetings.
Treasurer
  1. Responsible for all funds collected and paid out for the entire conference. A two-thirds (2/3) majority vote by the host committee is required for all expenditures.
  2. Responsible for a non-interest bearing, two signature checking account (startup, upkeep, and closing out).
  3. Responsible for books (i.e. all money transactions in exact amounts).
  4. Participates in steering committee.
  5. Collects all committee budgets and enforces them.
  6. Formation of money timetable and master budget for conference.
  7. Responsible for establishing checking account under the name of “(city name) Host Committee for NCCYPAA”.
  8. Keep all A.A., Al-Anon, Alateen monies collected during the conference separate for Advisory Council dispersion.
Program Committee
  1. Decides on program events for conference.
    1. Speakers: Who, How many, Times.
    2. Panels: How many, Topics, Times, Moderators/Panelists, Locations.
    3. Meetings: How many, Format, Topic, Chairpersons, Times, Locations.
  2. Make time available for various committees.
    1. Entertainment/Dances: When, How many, Times, Places.
    2. Banquet: Time and Place.
    3. Registration: Booth with chairs, Where, When open.
    4. Advisory Council meeting rooms and times.
  3. Formulates announcements before meetings at the conference
    1. Public Information
    2. Behavior Statement
  4. Creates schedule of events (i.e. Conference Program)
    1. List by day, time, place where each and every event is to take place.
    2. Include maps of various locations throughout the hotel and/or area.
    3. Provide finished program and maps to Literature and Display for typesetting.
  5. Arrange travel and accommodations for speakers
    1. Pass on arrival and departure times and locations to Hospitality to send greeters.
    2. Bring expenses to Host Committee for two-thirds (2/3) majority vote for Treasurer to reimburse.
Special Events
  1. Plan all special events prior to the conference- Dinners, Dances, Trips, Raffles, etc.
  2. Make arrangements for all events.
    1. Speakers/Meetings
    2. DJ’s, Facilities, Food and drink, Workers, Startup money, and Supplies.
    3. Provide information to Novelties and Outreach for dissemination.
  3. Oversee all aspects of events.
    1. Workers, Attendees, and Security.
    2. Care of money and facilities.
    3. Services rendered; food and drink.
  4. Collect all proceeds and pass on to Treasurer in one sum within one week after event.
Literature and Display
  1. Obtain information from subcommittees regarding needs and or events.
  2. Design and produce all flyers for all events (including conference registration form)
  3. Design and produce final form of program, including:
    1. Schedule of events
    2. Theme
    3. Map of Hotel
    4. General conference information
  4. Creating all signs used at all stations and/or functions.
    1. Smoking, No smoking
    2. Registration
    3. Workshops
    4. Hospitality
  5. Creation of banner boards for display behind speaker podium.
  6. Orchestrates display of NCCYPAA Archives.
  7. Orchestrates display of literature at Registration table.
Novelties
  1. Design of logo and application of it where appropriate (T-shirt, signs, etc.)
  2. Designs and handles production of all promotional items (T-shirts, caps, etc.)
  3. Designs and coordinates decorations for all conference rooms and events.
    1. Tables- Registration, Literature and Display
    2. Hospitality Suite
    3. Banquet
    4. Dances
    5. Other Events (i.e. Pool Jam, movie, etc.)
  4. Submit budget for supplies to Treasurer.
    1. Signature
    2. Crepe paper
    3. Balloons
    4. Flower arrangements
    5. Miscellaneous (i.e. Glitter, candles, etc.)
  5. Subcommittee members work front booth during conference.
  6. Responsible for setup and cleanup of all decorations for conference.
  7. Responsible for setup and cleanup of all banquet decorations not provided by hotel.
Registration
  1. Collects pre-registrations and send confirmations.
  2. Logs all information for all registrations and banquet tickets, maintaining all addresses and phone numbers.
  3. Maintains financial records (checks and cash) keeping AA, Al-Anon, and Alateen separate.
  4. Adds up totals of registrants and banquet totals keeping Al-Anon and Alateen separate.
  5. Runs registration table at the conference.
  6. Distributes other pertinent information at the registration table.
    1. Name tags
    2. Programs
    3. Visitor’s information packets (Chamber of Commerce, Visitors Bureau, etc.)
    4. Map of hotel
    5. Map of area
  7. Adds up cumulative sobriety total for sobriety countdown.
  8. Passes all information to Advisory Council for next conference.
Hotel
  1. Negotiates with facilities on all matters including room rates, availability, conference space, banquet, coffee, hospitality room, free space, dates, smoking areas, check in/out times, room setups, program of events, pool hours, additional fees, etc.
  2. Signs contract for facility with Treasurer as co-signator.
  3. Host Committee liaison to facility.
  4. Works closely with the following committees:
    1. Program
    2. Registration
    3. Hospitality
  5. Makes arrangements to have space available for the following committees/events:
    1. Hospitality room
    2. Dances
    3. Banquet
    4. Speakers
    5. Marathon Meetings
    6. Registration
    7. Novelties
    8. Advisory Council meetings, Bid session
    9. Workshops
  6. Obtains map of hotel and coordinates with the following:
    1. Registration and/or Literature and Display (i.e. packets)
    2. Hospitality (i.e. greeters)
  7. Contacts Chamber of Commerce or Visitors Bureau to obtain information. Passes this information on to Registration Committee or Literature and Display for inclusion in program packets.
  8. Informs hotel of the sometimes, rambunctious nature of Young People’s conferences.
  9. Also handles:
    1. Security
    2. Communications (i.e. walkie-talkie)
  10. Makes cash drops to the hotel safe
Public Information
  1. Collects all pertinent information from host committee including dates, place, pre-registration and registration amounts, logo, hotel reservations, telephone numbers, mailing addresses, contact numbers, banquet information, personal information of registrants, and maps of facility.
  2. Spreads conference message by mail to treatment centers and halfway houses.
  3. At the conference, handles all public inquiries and requests for information about AA.
  4. Maintains AA’s 12 Traditions on the website by delegation or hands on.
Webmaster
  1. Creates and maintains website, keeping in mind the 12 traditions, and working directly with Public Information.
Outreach
  1. Spreads conference message by word of mouth, handshakes, (i.e. mail, e-mail, telephone, or in person) to as many individuals or groups as possible within the program including:
      1) Local--Including Intergroups
      2) State--Including Area Assemblies
      3) Regional--All groups within North Carolina
  2. Sets up information tables at other functions and/or conferences with their permission for spreading flyers and the message.
  3. Makes road trips to different areas/cities to spread the message/shake hands.
  4. Establishes or gathers contacts in as many locations within the region as possible and maintains a mailing list of these contacts.
  5. Collects all flyers, makes copies, and sends or distributes flyers to as many individuals or groups in as wide an area as possible (particularly registration forms).
Hospitality
  1. Runs hospitality suite at the conference.
    1. Arranges for food and drink based in conjunction with facility stipulation.
    2. Schedules committee members to attend hospitality suite around the clock.
  2. Provides greeters at all entrances to facility. Also provide direction to hotel locations.
  3. Responsible for meeting and transporting out of town speakers to the hotel.
    1. Make speakers feel welcome.
    2. Inform speakers about the city and hotel.
    3. Accompany speakers while checking into hotel.
    4. Accompany speakers to their rooms and take on tour of hotel.
  4. Arranges gifts for all speakers.
  5. Coordinates delivery of donations to the hospitality suite at appropriate times.
Entertainment
  1. Work with Hotel Committee to arrange space.
  2. Work with Program Committee to determine:
    1. Time slots
    2. Events/Needs
  3. Handle arrangements and contracts for DJ’s for dances during conference.
  4. Handle arrangements for other events during conference.
  5. Coordinate subcommittee for setup and take down before and after each event.