The EACYPAA Host Committee Elections will be held on Friday, June 13, 2008 at 6:00pm at the West Islip Senior Citizen Center, 90 Higbie Lane, West Islip, NY 11795

 

Host Committee Positions

 

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 EACYPAA”.
  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 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

  1. Sets up information tables at other functions and/or conferences with their permission for spreading flyers and the message.
  2. Makes road trips to different areas/cities to spread the message/shake hands.
  3. Establishes or gathers contacts in as many locations within the region as possible and maintains a mailing list of these contacts.
  4. 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.

The EACYPAA Host Committee Elections will be held on Friday, June 13, 2008 at 6:00pm at the West Islip Senior Citizen Center, 90 Higbie Lane, West Islip, NY 11795