Host Requirements 1-3
Who must the host committee contact to identify dates of state or other large conventions when selecting the proposed date of the convention?
What is... Area Officers
How long from the conclusion of the conference will the host committee have to forward a financial statement, all bank statements, and check registers (which should include the hotel bill, rooms sold, and list of trade references) to the EACYPAA advisory council treasurer?
What is... 90 days
In keeping with the 7th tradition that A.A. is fully self-supporting, who may the host committee make contributions of up to 25% of the excess proceeds from the convention to?
What is... Local 501(3)(C) service structure entities such as intergroups, districts, area assemblies, etc...
While coordinating with the advisories web chair, and for the purpose of outreach and communications, what must the host committee setup?
What is... A website.
During the convention, what should be scheduled around 9:00 a.m. Saturday morning with no specific closing time?
What is... The Bid Session.
What must the host committee secretary send to the advisory council secretary on a regular basis?
What is... Approved host committee meeting minutes and updated committee member contact info.
Within How many days of being awarded the convention should the host committee treasurer present a proposed budget to advisory for approval?
What is... 60 Days
What do excess proceeds from the convention consist of?
What is... All monies remaining after committee expenses and council operating expenses have been paid.
What shall the host committee strive in all activities to follow at the convention?
What is... The principles, traditions, and concepts of A.A. and the goals set forth in the facts, aims, and purposes of EACYPAA.
For the bid session on Saturday morning, what must the designated room consist of?
What is... Enough seating space for 200 people, a head table for 20 people, and a podium with a microphone.
How often will the advisory treasurer and host committee treasurer conduct conference calls to discuss convention finances between the formation of host committee and 90 days pre-convention.
What is... monthly
What two things should the proposed budget sent to advisory account for?
What is... The initial seed money and the advisory council's operating expenses for that year.
Prior to making any program commitments, what shall the host committee do the proposed convention program/schedule of events?
What is... Submit to advisory for approval.
What shall the host committee provide for the advisory council starting the day before registration begins, and continuing for the duration of the convention?
What is... A comfortable meeting facility/conference room.
What will follow the bid session on Saturday morning, and what room should it be held in?
What is... The EACYPAA forum and the same room as the bid session.
How often will the advisory treasurer and host committee treasurer conduct conference calls to discuss finances between 90 days pre-convention and 30 days pre-convention?
What is... Every two weeks
The host committee treasurer will send monthly ______ _______ to the advisory chair and secretary.
What is... Financial reports
What permanent thing must the host committee have for the convention.
What is... A mailing address.
Name one of the 3 things the conference room provided to advisory for the convention must contain?
- Enough room for 20-25 persons.
- A whiteboard.
- Wi-fi service.
During the main meeting on Friday and Saturday night, what should the host committee make sure there is time for the advisory committee to do?
What is... Make announcements.
In the last 30 days before the convention, how often will the advisory treasurer and host treasurer conduct calls to discuss finances?
What is... Weekly
Which host committee position will be responsible for submitting a final statement of revenue and expenses, a final tally of registrations, room nights (blocked and booked), and a final report of all costs associated with the convention and events within 60 days of convention closing?
What is... Host Committee Chairperson
Three months prior to the convention, who should the host committee send an announcement of the convention to?
What is... The Grapevine and Box 459
The host committee will schedule a meeting with advisory prior to the convention for the election of what?
What is... New advisory members from the host committee.
The host committee will provide a locking room near convention traffic for what?
What is... EACYPAA Archives.