Big Deep South Convention Guidelines
Greater New Orleans Service Board
Big Deep South Convention Guidelines
Document Date: August 1, 2024
BIGDEEP SOUTHCONVENTION
GUIDELINES
(asofAugust2024) The Big Deep South ConventionCommittee isastandingCommittee ofthe GreaterNew Orleans Service Board. It is responsible for organizing the annual Big Deep South Convention. These Guidelines have been developed based on past Convention experience to assist the Convention Chair, Convention Vice-Chair and Treasurer as well as the Sub-Committee Chairs to understand their responsibilitiesasthey pertaintothe Big DeepSouth Convention.
The Convention Chairperson will be appointed by the GNOSB Chair after Service Board elections. The Convention Chair shall then choose the Convention Vice-Chair. Let this be understood that the Vice-Chairof theConvention doesnotautomatically becometheChair ofthe following year’s Convention, although it is recommended. It is recommended that theappointed Convention Chair,Convention Vice-Chairand Treasurerhavefour ormore years ofsobriety.
The Big Deep South Convention Committee shall consist only of members of Alcoholics Anonymous and will serve for a designated term of one year and shall consist of a Chair, Vice-Chair anda Treasurer.
Thefollowing will requirea simplemajority votebythe Sub-CommitteeChairs only:theme, artwork andmerchandise. Thethemeandartworkshould beselected bytheDecember Meeting.
Additionally, the Voice of the Convention shallbe nominatedandvoted uponbysimplemajority vote by Sub-Committee Chairs. When someone is nominated as the Voice, they must bepresent at the voting meeting to introduce themselvesandgivea briefhistoryof theirservice work.Prior to voting, they will be asked to step out of the room while voting takes place. When voting is complete,theywill be asked toreturnand thewinner willbe announced.
No Trusteeof theServiceBoard shallchairasub-committee position.
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TABLE OF CONTENTS
Page 1.Convention Chair3 2.Convention Vice-Chair4 3.Secretary5 4.Treasurer 6 Sub-Committees 5.50/50 ($) 7 6.Bingo ($) 8 7.Coffee9
8. Decorations 10 9. Entertainment 11 10.
Hospitality 12 11. Marathon Meetings 13 12. Meditation 14 13. Merchandise ($) 15 14.Outreach 16 15.Raffle/Auction ($) 17 16.Registration (&)18 –19 17.Scholarships ($) 2018. Security2119.Speaker Chair22–2320.AudioVideo2421.Special Needs/Sign Language2522.Voice 2623.Website 2724.Welcoming2825.Workshop 29
================================== 26.AA Associates30Al-AnonLiaison COB/Literature Rep Archives &Grapevine
T&C & CPC/PI
27.Al-Anon Liaison302
CONVENTIONCHAIR
(Min.4Years Sobriety Required) TheChair’sresponsibilitieswill bethe following: Appointsa secretarytorecordminutesof all meetingsandmaintain alistof allsub-committee chairsalongwith contactinformation.
Coordinates with GNOSB Trustees and Central Office Manager all items concerning contracts and/or financial requirements. The Chair also coordinates with venue/hotel management regarding facility costs, contracts, requirements and setup. (The Chair maychoose aliaisonwith specific experience to assist in this if necessary.) All final approvals and contract signatures, includingvenue/hotel,mustbe madebythe Chair.
Organizes allremaining suppliesanddocuments fromindividualsub-committee chairsand turns them into CentralOfficeManagerfor next year’scommitteesand theCentralOfficeBDSC file.
Submits adetailedbudgettothe ServiceBoardTrustees for approval.
Attends allService Boardmeetings topresentprogressionupdates.
Schedules monthly meetings convenient to the sub-committee members. All meeting dates will be published in the bulletin and held in a business-like manner. The Chair also oversees and guides allsub-committee’s expenses.
Always adherestotheprinciples ofAlcoholicsAnonymous asoutlinedinthe 12Traditionsand 12Concepts.
The Chair may have input on themes (chosen from Conference Approved Literature), and artwork from the Convention, but theme, speakers and artwork shall be voted on by simple majority votebysub-committeechairs. TheChairshall only voteto break atie.
The Chair attends the Convention from start to finish. The Chair and Vice-Chair shall work together at all times. In the event the Chair cannot fulfill his/her duties, the Vice-Chair will step in andact asChair.
The Convention Chair shall selectsub-committee chairpersons withatleast oneyearof sobriety and create additional sub-committees, as well as ad-hoc committees, as deemednecessary. If the sub-committee involves thehandling of money,thechairperson shouldhave atleasttwo yearsof sobriety.
TheConvention Chairmayor maynot reviewandreimburseaSub-Committee memberwho, without prior authorization,incursunauthorized expensesin theperformance oftheir position.
A Wrap-Up Meeting is to be held within two weeks after the Convention. It is important that all Sub-Committee Chairs andCo-Chairs attend theWrap-Up Meetingand providesa final reportoutlining any problems and/or suggestions Voting:In any caseof atie, theChair caststhe decidingvote. 3
CONVENTIONVICE-CHAIR
(Min.4Years Sobriety Required) TheVice-Chair shallconferand assistthe Chairthroughout the planningand presentationofthe Convention. TheVice-chair shallattendtheConvention fromstartto finish.
In theevent theChaircannot attendGNOSBmeetings, theVice-Chair shouldbe preparedto presentprogress updates.
In theevent theChairmust resign,theVice-Chair should beprepared toassumethe dutiesofthe Chair.
A Wrap-Up Meeting is to be held within two weeks after the Convention. It is important that all Sub-Committee Chairs andCo-Chairs attend theWrap-Up Meetingand providesa final reportoutlining any problems and/or suggestions. Voting:TheVice-Chair does notvote.
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SECRETARY
(Min.1YearSobriety Required) Assures thateach BDSCmonthlyMeeting’s date andtimeappearsin themonthly Bulletin and that allsub-committee membersarereminded byphone/email/textat leasttwodays priortoeach Meeting.
Takes Minutesof all BDSC Meetingsand furnishestheMinutesto allcommitteemembers at earliest convenience. Supplies aSign-In Sheetateach BDSCMonthly Meeting.
Maintains aspreadsheet with e-mailaddressesfor correspondence includingnames,phone numbers, sobrietydatesandSub-Committee name.
AWrap-Up Meeting isto beheld withintwoweeks afterthe Convention. Itis important
that all Sub-CommitteeChairs andCo-Chairs attend theWrap-Up Meetingand providesa final reportoutlining any problems and/or suggestions. Voting:TheSecretarydoesnotvote.
AllChairsand Sub-CommitteeChairsare expectedtopre-register for theBDS Convention. 5 TREASURER($) (Min.4Years Sobriety Required) Assists theConventionChair inall financialmattersincludingbudgetfor the Convention.
Treasurer tousebudgettemplateprovidedbythe Chairor approvedbytheChair.
Records allincomeand expensestoGeneral LedgerAccount againstbudget byeach Sub-Committee.
Receivesregistration income reportfrom RegistrationChair andrecords accordingto individual affiliation (AA,Al-Anon, Al-Ateen,etc.).It isrecommendedthat incomeshould berecorded as to one’saffiliation (AA,Al-Anon, etc.)for financialhistory,responsibility andaccountability.
Monies collectedat Convention must becountedwith Chairofthe Sub-Committeeand verifiedwith 2(two)setsof signatureson areceipt.
Prepares bankdeposits and eithera) bringsdeposittobank,receivesdepositreceipt, andrecords OR b) turnsoverall moniescollected at eventto ConventionChairto besecuredin lockedsafe until depositwithreceipt canbe performed.
Reconciles monthlybank statement,merchant chargecardstatementandonline account statementto GeneralLedgerand advisedConventionChairof anydiscrepancies. Providesan expenditureandincomereport each month.
All sub-committeeexpensesmust beauthorized bythe ConventionChair.
Responsiblefor all moneycollected at Convention;advisesthe Chaironcash supply andincome flow aswellasrate of expenditures.
Supplies theConventionsub-committeechairs withadequatebanks tobeused atthe registration, merchandise, raffle/auction, bingoand50/50tables.
Providesto ConventionChairthe finaldetailedTreasury Reportat theWrap Up Meetingandat theGNOSBmeeting prior totheService BoardElections.
AWrap-UpMeeting istobe heldwithin twoweeksafter the Convention.It isimportant that all Sub-Committee Chairs and Co-Chairsattendthe Wrap-Up Meetingandprovidesa finalreport outlining any problemsand/or suggestions.
AllChairsand Sub-CommitteeChairsare expectedtopre-register for theBDS Convention. 6 50/ 50CHAIR($) (Min.2Years Sobriety Required) The50/50 Chairisresponsiblefor organizing, aswell asmanagingthe 50/50event duringthe Convention (fromthebeginningof theConvention onFridayto Saturdayeveningwhenthe 50/50 ticketiscalled.) The 50/50Chair isencouraged torecruitvolunteers tosellticketsduring theConvention.
It is suggestedthat theticketprices bekeptat $1.00each, 6for $5.00and12for $10.00.The Chair’sresponsibilities also includethe following: Publicizes50/50 event,including ticketprice,bothprior andduring event;Obtainsall needed
supplies atleastone month beforeConvention; ProvidestheVoicewith regularprizeamount at eventfor podium announcement; Selects non-biasedperson (usuallyan attendee'schild)inadvancetodraw winningticketat podium. 50/50 Chairannounceswinning ticketnumber andpresents cash prize; Regularlyadvises Chairdirectly withstatusreports aswell asany issues(either resolvedor un-resolved)and attendsmonthly BDSCmeetings prepared topresentprogress updatestoall members; Adheresto budget.Allexpendituresmust havea receiptto bereimbursed.(All expenditures must beapprovedbyConventionChair.) All moniescollectedmust becounted withthe 50/50Chairand Treasurerandverifiedwithtwo separatesignaturesonreceipt.
AWrap-Up Meeting isto beheld withintwoweeks afterthe Convention. Itis important that all Sub-CommitteeChairs andCo-Chairs attend theWrap-Up Meetingand providesa final reportoutlining any problems and/or suggestions.
AllChairsand Sub-CommitteeChairsare expectedtopre-register for theBDS Convention. 7 BINGOCHAIR ($) (Min.2Years Sobriety Required) The Bingo Chair is responsible for organizing, as well as running, the Bingo event which takes place on the Friday night of the Convention (usually starts at 9:30 p.m.) The Bingo Chair will needto recruitvolunteers tohelpduring the event.
It is suggestedthebingo cardprices bekept at$1.00each or6for $5.00. TheChair’sresponsibilities alsoinclude thefollowing: Based on A.A. experience shared with G.S.O., committees have found it best not to solicit for outside donations of any kind. This is in keeping with our 7thTradition which states every AA
group ought tobe fully self-supportingdeclining outsidecontributions.
Decidesonnumberof games, type,example(regular, blackout,tickets, rules,cardprice,etc.) Solicits individualor group donationsofprizes orfunds topurchase items(AALiterature, handmadecrafts,gift cards,electronics, ornice garagesaleitems aregoodideas).
Obtains allsupplies andprizes atleastone monthbefore Convention.
Publicizesgame activities, includingprizes,timeandlocation, bothprior&during event.
Arrangesattractivedisplayof prizeswithappropriate signageastogame rules,ticket price,etc.
Regularly advises Convention Chair directly with status reports as well as any issues (either resolved or unresolved) and attends monthly Committee Meetings prepared to present progress updatesto allmembers.
All equipmentshouldbe turnedin toCentralOfficeat Conventionend.
Adheresto budget.Allexpendituresmust beapprovedbyConventionChair. (Allexpenditures must haveareceipt tobe reimbursed.) All moniescollectedmust becounted withthe BingoChair andthe Treasurerandverifiedwith twoseparatesignaturesonreceipt.
A Wrap-Up Meeting is to be held within two weeks after the Convention. It is important that all Sub-Committee Chairs andCo-Chairs attend theWrap-Up Meetingand providesa final reportoutlining any problems and/or suggestions.
AllChairsand Sub-CommitteeChairsare expectedtopre-register for theBDSConvention.
COFFEE CHAIR
(Min.1YearSobriety Required) 8 TheCoffeeChairisresponsible for organizingandsupplying coffee for theentire Convention from Fridayopen toSunday close.The CoffeeChair isencouraged torecruitas manyvolunteers ashe/shefeelsisneeded. TheChair’sresponsibilities alsoinclude thefollowing: Solicits individual/group donationsfor coffee, cream,sugar/sweetener, cups,stirrers, etc. or funds topurchaseitems.
Dependinguponvenue,hospitality mayhave theirown coffeemakers. Inthat case,supply hospitality roomwith coffee,cups, stirrers, creamandsugar.
Assures coffee/suppliesareavailable throughout the eventfor the attendees.
Adheresto budget.Allexpendituresmust beapprovedbyConventionChair. Allexpenditures must haveareceipt tobe reimbursed.
AWrap-Up Meeting isto beheld withintwoweeks afterthe Convention. Itis important that all Sub-CommitteeChairs andCo-Chairs attend theWrap-Up Meetingand providesa final reportoutlining any problems and/or suggestions.
AllChairsand Sub-CommitteeChairsare expectedtopre-register for theBDS Convention. 9
DECORATIONSCHAIR
(Min.1YearSobriety Required) The Decorations Chair is responsible for decorating the Convention before the start of the Convention on 4:00 p.m. on Friday. The Decorations Chair is encouraged to recruit as many volunteers ashe/shefeels isneeded. TheChair’sresponsibilities alsoinclude thefollowing: Use approvedConvention themeandartwork.
Decides on types of appropriate decorations, (it is suggested to keep it simple; plants, balloons,
table decorations) to enhance thevisualappealof theVenue/Hotel andconveythe themewithout distracting fromtheprimary purpose.
Obtains estimate/quotesfor supplies,equipment,vendors,etc. todesign, produce,andinstall and submits toConvention Chairfor approval.
Once approved,ordersandreceivesall supplies/equipment, coordinatesvendorparticipation, volunteerassistance andfacilitatesoverall finallook.
Resiststheurgeto compete withprioryear's Conventions,going"bigger"is notalways "better".
Regularly advises Convention Chair directly with status reports as well as any issues (either resolved or unresolved) and attends monthly Committee Meetings prepared to present progress/updatesto allmembers. Adheresto thethemeandthe budget.
All expendituresmustbe approvedbyConvention Chair.Allexpendituresmust havea receiptto be reimbursed.
A Wrap-Up Meeting is to be held within two weeks after the Convention. It is important that all Sub-Committee Chairs andCo-Chairs attend theWrap-Up Meetingand providesa final reportoutlining any problems and/or suggestions.
AllChairsand Sub-CommitteeChairsare expectedtopre-register for theBDSConvention.
ENTERTAINMENT CHAIR
(Min.1YearSobriety Required) 10 TheEntertainment Chairisresponsiblefor organizing, aswell asoverseeing, thedecidedupon Event, whichisusuallyheld onSaturday nightafter themain Speaker. TheEntertainmentChair isencouragedto recruitas manyvolunteers as he/shefeelsis needed. TheChair’sresponsibilities alsoinclude thefollowing: Obtains estimate/quotesfor supplies,equipment,vendors,etc. andsubmits toConventionChair for approval. Onceapproved, ordersandreceivesall supplies/equipment, coordinatesvendor participation
Publicizestheentertainment event, includingtimeandroom/location.
Each Eventparticipant must beregisteredfor the Convention.(Aname badge and/orwristband isneeded toparticipate.) Regularlyadvises Convention Chairdirectly withstatusreports as wellas anyissues(either resolvedor unresolved)andattends monthlyBDSCommittee Meetingsprepared topresent progress updatestoall members.
Adheresto budget.Allexpendituresmust beapprovedbyConventionChair. Allexpenditures must haveareceipt tobe reimbursed.
AWrap-Up Meeting isto beheld withintwoweeks afterthe Convention. Itis important that all Sub-CommitteeChairs andCo-Chairs attend theWrap-Up Meetingand providesa final reportoutlining any problems and/or suggestions.
AllChairsand Sub-CommitteeChairsare expectedtopre-register for theBDS Convention. 11
HOSPITALITYCHAIR
(Min.2YearSobriety Required) TheHospitalityChairisresponsible for providing foodfor the Convention’sFriday Meetand Greet,aswellasSaturday’slunch, anddonutsonSaturdaymorning and Sundaymorning. TheChair’sresponsibilities alsoinclude thefollowing: Obtains allsupplies atleast onemonthbefore Convention.
Must keepanupdated spreadsheet ofitemspurchased, (example:meats,salads,condiments, paperproducts, etc.) Coordinates andprovides volunteers toassistin maintainingfood preparation,food setup, handling of iceand drinksand servingfoodand cleanlinessofhospitality room.
Makessigns toput infront ofeach dish especiallyvegetarianfood.
If Venue/Hotel allowsCommitteeto bringin outsidefood/beverage,decidesonitems,obtains estimates/quotes, submitsbudgetfor approval.
Regularlyadvises Chairdirectly withstatusreports, aswell asany issuesthat havearisen (either resolvedor unresolved)andattends monthlyCommittee Meetingsprepared topresent progress updatesto allmembers.
Adhere tobudget.All expenditures must beapprovedbyConventionChair.All expenditures must haveareceipt tobe reimbursed.
AWrap-Up Meeting isto beheld withintwoweeks afterthe Convention. Itis important that all Sub-CommitteeChairs andCo-Chairs attend theWrap-Up Meetingand providesa final reportoutlining any problems and/or suggestions.
AllChairsand Sub-CommitteeChairsare expectedtopre-register for theBDS Convention. 12
MARATHON MEETINGSCHAIR
(Min.1YearSobriety Required) TheMarathonChairisresponsible for organizing,aswell asoverseeing, the marathonmeetings that takeplaceonFriday and Saturdayevenings. TheChair’sresponsibilities alsoinclude thefollowing:
Toincludeopen or closed regular discussiontopic meetings.
Coordinates timeschedule andlocationwithConvention Chairsoas nottoconflict withother activities everytwohoursexceptwhenspeakers areinprogress.
Schedulesvolunteers (min. 6months sobriety) tomoderate variousmeetingtimes.Assures room isequipped with"AAPreamble", "HowIt Works",Big Book,and12&12 for eachmeeting.
Postsmeeting schedulewithtimes, topics,andmoderator onmeetingroom dooras wellat Registration deskandhallway.
Coordinates withConvention Chaironthe locationfor the meetings.
Post scheduleof meetings ondoorof locationandgive acopytothe registration table.
AWrap-Up Meeting isto beheld withintwoweeks afterthe Convention. Itis important that all Sub-CommitteeChairs andCo-Chairs attend theWrap-Up Meetingand providesa final reportoutlining any problems and/or suggestions.
AllChairsand Sub-CommitteeChairsare expectedtopre-register for theBDS Convention. 13
MEDITATIONCHAIR
(Min.1YearSobriety Required) TheMeditation Chairisresponsible for organizing,as wellas overseeingthe Meditationstobe heldonSaturdayand Sunday mornings.(The MeditationChair doesnot havetobe theactual personwho doesthemeditations.) TheChair’sresponsibilities alsoinclude thefollowing:
It is theresponsibilitytoprovide aguidedmeditation, preferably directedbythe AABig Book and the12&12.Thebelowis onlyasuggestedmeditation. Orderof meeting: Serenity Prayer Briefdescriptionof meditationand itsbenefits St. Francis Prayer- Pray it together.Chair shouldhave copiestohandout toeveryone.Proceed with guidedscript.
Themeditation canberead liveor arecorded versionof thescript canbeplayed. Peaceful music mayalso beplayed. Themeditation shouldlastat leastahalfhour ormore.
After themeditationyoucanhave anopendiscussion onwhatwasexperiencedduring the meditation, or anyspiritual experience. Close themeetingasusual.
AWrap-Up Meeting isto beheld withintwoweeks afterthe Convention. Itis important that all Sub-CommitteeChairs andCo-Chairs attend theWrap-Up Meetingand providesa final reportoutlining any problems and/or suggestions.
AllChairsand Sub-CommitteeChairsare expectedtopre-register for theBDS Convention. 14 MERCHANDISE CHAIR($) (Min.2Years Sobriety Required) TheMerchandise Chairisresponsiblefor organizing, aswell asoverseeing thehandling and selling of themerchandise (usuallyt-shirtsand coffeemugs).TheMerchandiseChair is encouragedto recruitvolunteers tosellticketsduring the Convention.
TheChair’sresponsibilities alsoinclude thefollowing: Use approvedConvention theme,artwork,etc. todesign merchandiseitemsandsubmitto Sub-Committee Chairs forapproval.
T-Shirts: Shall choose two orthree colorstobevoted uponbysimplemajority by the Sub-Committee Chairs.
Pastexperiencehasshownt-shirtsshould bekept toonecolorandnot genderspecific.Also,the largersizes (XL andXXL) sellquickly.
Obtains atleasttwoor threeestimate/quotesfor approvedmerchandise andsubmitsto Sub-Committee Chairs forsimple majorityvote.
Once approved,orderitems assoon aspossibleto receivewell inadvanceof eventto facilitate advancesales.
Upon receiptof items, confirmsthe orderis correctandasexpected. Resolvesany issues.
Attends andschedulesvolunteersto attendvariousGroups,meetings, CentralOfficesand area eventsfor advancesales along withmerchandiseforms tobefilled outfor each sale.
Assures anypre-paid purchaseswithmerchandise formonspreadsheetprovidedbyRegistration Chairarereservedseparately for pick-upatConvention.
Whenreleasingt-shirts tocommitteemembers, all fundswith formsmust beturnedinto Merchandise Chairwhowill then turnover reconciledforms andmoneycollected tothe Treasurer beforemoret-shirtswill bereleased.
All moniescollectedattheRegistration tablemust becounted withtheRegistration Chair and theTreasurer andverifiedwithtwoseparatesignaturesonreceipt.
AWrap-Up Meeting isto beheld withintwoweeks afterthe Convention. Itis important that all Sub-CommitteeChairs andCo-Chairs attend theWrap-Up Meetingand providesa final reportoutlining any problems and/or suggestions.
AllChairsand Sub-CommitteeChairsare expectedtopre-register for theBDS Convention. 15
OUTREACHCHAIR
(Min.1YearSobriety Required) TheOutreach Chairisresponsiblefor advertisingthe Conventionthrough all possibleavenues he/shedeemsappropriate.
TheChair’sresponsibilities alsoinclude thefollowing: Workswith CentralOffice Managerinprinting anddistribution offlyer informationat leastthree months inadvanceto advisevarious AAGroups, Meetings,CentralOffices, Grapevine,Box459 and LouisianaStatewebsiteandonline.
Work withCentralOffice Manager attendsandschedules volunteers toattendvariousGroups, Meetings,specialevents,workshops etc. todistributeinformationandmake verbal announcements.
Coordinates andprovides volunteers for massmailingdistribution (hardcopyor emailed)of information withCentralOffice Manager.
Recruitvolunteers toprocess mailingsanddistribution at timestobe determinedbyCommittee.
Adhere tobudget.All expenditures must beapprovedbyConventionChair.All expenditures must haveareceipt tobe reimbursed.
Coordinates Conventionattendanceof thefollowing area AAassociates/district chairpersons: Grapevine, CPC/PI,T &C,Archives.
AWrap-Up Meeting isto beheld withintwoweeks afterthe Convention. Itis important that all Sub-CommitteeChairs andCo-Chairs attend theWrap-Up Meetingand providesa final reportoutlining any problems and/or suggestions.
AllChairsand Sub-CommitteeChairsare expectedtopre-register for theBDS Convention. 16 RAFFLE/AUCTION CHAIR($) (Min.3Years Sobriety Required) TheRaffle/Auction Chairis responsiblefor organizing,as wellas overseeingthe Raffle/Auction
event. (Thisevent takesplacefrom startof ConventiononFriday toSaturdayevening.) TheChair’sresponsibilities alsoinclude thefollowing: Based on A.A. experience shared with G.S.O., committees have found it best not to solicit for outside donations of any kind. This is inkeeping withour 7thTradition, everyAAgroup oughtto be fully self-supportingdeclining outsidecontributions.
Regularly advises Chair directly with status reports as well as any issues (either resolved or un-resolved) and attends monthly Committee Meetings prepared to present progress updates to all members.
Decides on typeof activity (example:OpenAuction,Silent Auction,General Raffle,Box/Bucket Raffle, etc.), gamerules, ticket price,method ofawardingprize(live drawing,witnessed drawing and postingwinners,etc.) Solicits individualor group donationsofprizes orfunds topurchase items.Publicizes Raffle/Auction event,including prizes,timeandlocation, bothpriorandduring event. Arranges attractivedisplayof prizes withappropriatesignageas togame rules,ticketprice,etc. Obtains raffleprizesatleast onemonth before Convention.
Recruits volunteersto sellraffletickets andhelp throughout theConvention.
Adheresto budget.Allexpendituresmust beapprovedbyConventionChair. Allexpenditures must haveareceipt tobe reimbursed.
All moniescollectedmust becounted withthe Raffle/AuctionChair andthe Treasurerand verifiedwith twoseparatesignaturesonreceipt.
A Wrap-Up Meeting is to be held within two weeks after the Convention. It is important that all Sub-Committee Chairs andCo-Chairs attend theWrap-Up Meetingand providesa final reportoutlining any problems and/or suggestions.
AllChairsand Sub-CommitteeChairsare expectedtopre-register for theBDSConvention. REGISTRATION CHAIR($) (Min.2Years Sobriety Required) 17 TheRegistration Chairisresponsible for organizing,as wellas managingtheentire registration process.
TheChair’sresponsibilities alsoinclude thefollowing: Computer andcreditcard equipmentmust beset upandtestedat leasttwohours priorto thestartof theConvention.
ThePoint of Sales(POS) isto bedownloadedto laptopand setupaccordingly at least twomonths priorto Convention date.
Keepsa copyof all pre-registrationforms inalphabeticalbyfirst name inabinderto be brought totheConvention.
Provides list of pre-paid merchandise items (including attendee name, quantity, sizes, etc.) to Merchandise Sub-Committee Chair on regular basis so items can be reserved separately for pick-upatevent.
It is the responsibility of the Registration Chair to prepare the Convention’s Program (i.e. dates, times, locations and names of speakers, etc.) and ensuresprogram gets postedonline ASAP.The Convention program shouldbe finalizedonemonthprior toConvention.
Assembles Pre-Registration name badges with Convention logo (clearly typed), holders, lanyards, gift bags, etc. and makes available at event pre-registration table along with program.
On-site Registrationwritesname onbadge withConventionlogowith sharpieandgives to attendeewithprogram. Should haveavailable atleast 500printedbadges.
ProvidestheVoicewith regularattendee countat eventfor podium announcement.
If payingbycheck or creditcard,MUST verifyall informationonform MUSTbecompleted includingaddressand phone#that matchestheir ID.
Maintains anaccuratecount andcrosschecktheTreasurer's records inatimely manner and report totheConvention Committeeduring each meeting.
Maintains aspreadsheet of all pre-registrations,registration fee,scholarshipdonations,AA or Al-Anon, T-shirt size,Al-A-Teen, etc.and providesthis reporttoConvention Chairs.
Checktheonline accountforpre-registrations andpersonalemail dailyfor registrations.
Accountwill sendemail when someoneregistersonline. (This hasto beset upwith Account.) 18 Regularlyadvises Convention Chairdirectly withstatusreports as wellas anyissues(either resolvedor unresolved) andattendsmonthly CommitteeMeetings prepared topresentprogress
updatesto allmembers.
Adheresto budget.Expendituresmust beapprovedbyConvention Chair.Allexpendituresmust havereceipt tobe reimbursed.
Obtains registrationforms, name badges, blankinserts, plasticholders, lanyards,ribbons,etc. needed for nametagsfor attendees,guestsandCommittee members.
Copies andcutregistration formsand haveavailable for attendees tofilloutat registration table (atleast 500).
Arrangesand coordinatesvolunteers tostaffthe Registration tableduringopen hours.Volunteers will processforms, receivemonies,keep countof all Conventionregistrants. Allmonies collected attheRegistration tablemustbe countedwith theRegistration Chairand theTreasurer and verifiedwithtwoseparate signaturesonreceipt.
Experiencehasshownthat theRegistration Chair,thoughnot required,should manthe registration tablesatall times and/orshouldbeavailable at regularintervalsat thetableto handle aboveresponsibilities andanyproblems that mayarise.
Theupdated registrationlist (preferably electronicformat)will begivento theincoming Registration Chairaswell.
All remainingsupplies and informationmust beturnedintothe CentralOfficeManager atthe Convention’s end.
AWrap-Up Meeting isto beheld withintwoweeks afterthe Convention. Itis important that all Sub-CommitteeChairs andCo-Chairs attend theWrap-Up Meetingand providesa final reportoutlining any problems and/or suggestions.
AllChairsand Sub-CommitteeChairsare expectedtopre-register for theBDS Convention. 19 SCHOLARSHIP CHAIR ($) (Min.2Years Sobriety Required)
TheScholarshipChairisresponsible for contactingtreatmentcenters andrehabilitation facilities regarding totalnumberofscholarships neededand solicitingdonationsfor those who needthem. TheChair’sresponsibilities alsoinclude thefollowing: Regularly advises Chair directly with status reports as well as any issues (either resolved or un-resolved) and attends monthly Committee Meetings prepared to present progress updates to all members.
Responsiblefor coordinating withRegistration Chairmaterials needed for scholarship,example (elastic lanyards,blankinserts,plastic holders,pens,sharpies andcut registration forms.
Provides completed standard Registration Form hardcopy for each attendee marked with the words "Scholarship" or "Reduced Rate $ _2 and any donation funds received to Registration Chair.
Obtains informationfromprior yearScholarshipChair for informationontreatmentcenters, etc.
Three months prior to Convention- make phone calls and send form letter correspondence to facilities. Make follow-up calls two weeks prior to Convention and send letter and form for facilityto fillout for number ofscholarships needed,names,etc.
Needsto havelistof names, numberofscholarships, amountpaid, etc. for eachtreatment facility that will beattending theConvention. Scholarshiprequests should bedirected toScholarshipChair.
Adheresto budget.Allexpendituresmust beapprovedbythe ConventionChair.
All moniescollectedattheScholarship tablemustbe countedwith theScholarship Chairand Treasurer andverifiedwith twoseparatesignaturesonreceipt.
A Wrap-Up Meeting is to be held within two weeks after the Convention. It is important that all Sub-Committee Chairs andCo-Chairs attend theWrap-Up Meetingand providesa final reportoutlining any problems and/or suggestions.
AllChairsand Sub-CommitteeChairsare expectedtopre-register for theBDSConvention.
SECURITYCHAIR
(Min.1YearSobriety Required) 20
TheSecurity Chairisresponsiblefor maintaining security fromthe startof theConventionto the closeof theConvention onSunday. TheChair’sresponsibilities alsoinclude thefollowing: Asevent Venue/Hotelisusually quitelarge,attendance oftentops 600+,and Chair/Vice-Chair cannot bein allplaces atall times,itmay becomenecessarytoutilize trustedmembers to provideassistance regardingthe wellbeingofall attendees andfacility.
Ensuresnoise levelinhallwaysoutsidemeetingroomsdoes notconflict withmeetinginside, includingposting assistant atMain Entrances toall meetingroom doorsto facilitate opening/closing without disturbing speakers orattendees.
Makessureeach attendeewearsRegistration badge inall eventareas andif not,escorts them to Registration Chair.
Observes andreports toConvention Chairany issues,includinginappropriatedress orbehavior, vandalism,theft, parkingviolations,etc.
Usesextreme cautionand commonsensein allsituations andif necessary, callsupon professionalVenue/Hotel Securitytohandle.
Security Chairmustbe attendingthe entireConventionand beavailable atall times.Requests that venuemanagementdoes notputash traysoutsideinfrontof venue.
Atleast 5volunteersecurity peopleshould beoutsidewaiting beforeand afterthe meetingsend to assure nosmokingin frontonvenue.
Security volunteersareresponsiblefor enforcing noonesmokesinfront ofthe venueat any time.Smoking ispermitted in designatedareas only. Noexceptions.
AWrap-Up Meeting isto beheld withintwoweeks afterthe Convention. Itis important that all Sub-CommitteeChairs andCo-Chairs attend theWrap-Up Meetingand providesa final reportoutlining any problems and/or suggestions.
AllChairsand Sub-CommitteeChairsare expectedtopre-register for theBDS Convention. 21 SPEAKER Chair (Min.3Years Sobriety Required) TheSpeakerChairisresponsiblefor securing thespeakers for theConvention, keepingin mind theConvention Chairhas finalsay-soonthe speakerselection. TheChair’sresponsibilities alsoinclude thefollowing: The chair must create a speaker committee consisting of 3-5 members of AA to review and discuss possible speakers. A list of at least 10 speakers should be submitted to the BDS committeenolaterthanthe Septembermeetingfor reviewand votingat theOctoberMeeting.
Recruits volunteersto "host" each speaker.Thehostwill also chairandintroduce thespeaker at theConvention.
Reasonable expenses include speaker's standard sleeping room accommodation and on-site food/beverage (charged to the hotels Master Account which is settled directly by Convention Chair), coach airfare or current mileage rate if driving (reimbursed by receipts prior to event or upon"wrapup"after).
In an effort to encourage speakers toeffectively participatein theConventionevent, onlyon-site expenses will be reimbursed. Therefore, any activityelsewhere atthe speaker/host's optionis not reimbursable bytheConvention Chair.Encouragespeakers toeat inHospitalityRoom.
Most speakers will appreciate knowing something about the conditions under whichtheyspeak; let them know what type of set-up the Convention willhave, etc.If the speakerwill betaped, be surethespeakerisawarein advance.
Selects volunteers to "host" each speaker who will assure the speaker has transportation to and from the event venue, adequate accommodations, acts as chair for that speaker's meeting and introducethespeaker.
Decidesonan appropriate speakergift for host topresentto eachspeaker after talkat podium.
Responsible members should be assigned the duty ofbeing hoststo thevisitingspeakers making sure that they have transportation to and from airport, proper accommodations, as well as other conveniences.
Speakerhosts havetheresponsibilityto seethat important mattersareproperlyhandled —hotel room, typeof roomand off-siteventures.
It should beclear,whenthespeakers arebooked,whatterms arebeingmade for expenses.
Spouse's expensesarenotpaid for unlessthespouse is participatinginthe Convention Regularly advises Convention Chair directly with status reports as well as any issues (either resolved or unresolved) and attends monthly Committee Meetings prepared to present progress updatesto allmembers 22 Adheresto budget.Allexpendituresmust beapprovedbyConventionChair. Allexpenditures must haveareceipt tobe reimbursed AWrap-Up Meeting isto beheld withintwoweeks afterthe Convention. Itis important that all Sub-CommitteeChairs andCo-Chairs attend theWrap-Up Meetingand providesa final reportoutlining any problems and/or suggestions.
AllChairsand Sub-CommitteeChairsare expectedtopre-register for theBDS Convention. 23 AUDIO-VIDEO CHAIR: (Min.1YearSobriety Required) Coordinates withtheConventionChair andhotel liaisontoprovidenecessaryequipment and knowledgeto properly project speaker'svoice toall attendeesvia PAor Videosystem while simultaneously capturingvoice onlyrecording ontoCDfor saletoAA Members during& after Convention event.
TheChair’sresponsibilities alsoinclude thefollowing: Secures AudioVendorfor the audiorecordingsandsaleof conventionCDs.Ensuresany audio equipment neededfor all panels andworkshops areavailable andset up.Coordinateswiththe Entertainment Chairtoensureproper equipmentisavailable. Adherestobudget. All expendituresmust beapprovedbythe ConventionChair.Allexpendituresmust have areceipt to be reimbursed.
AWrap-Up Meeting isto beheld withintwoweeks afterthe Convention. Itis important that all Sub-CommitteeChairs andCo-Chairs attend theWrap-Up Meetingand providesa final reportoutlining any problems and/or suggestions.
AllChairsand Sub-CommitteeChairsare expectedtopre-register for theBDS Convention. 24
SPECIAL NEEDS/SIGN LANGUAGECHAIR
(Min.1YearSobriety Required) TheSpecialNeeds/Sign LanguageChair isresponsiblefor providing assistance toall Convention attendees whomayneedit during all timesatthe Convention. TheChair’sresponsibilities alsoinclude thefollowing:
In consideration for our diverse membership,coordinateswithHotel Liaisonaccommodations for attendees requiringspecialneeds toinclude,butnot limitedto,ASL (AmericanSign Language)interpreters, reservedaccessible seatingfor physicallyhandicapped.
Reserves interpreter(s)well aheadof time becausetheyarein greatdemand. Adherestobudget.
All expendituresmustbe approvedbythe ConventionChair.All expendituresmusthave a receipt tobe reimbursed.
AWrap-Up Meeting isto beheld withintwoweeks afterthe Convention. Itis important that all Sub-CommitteeChairs andCo-Chairs attend theWrap-Up Meetingand providesa final reportoutlining any problems and/or suggestions.
AllChairsand Sub-CommitteeChairsare expectedtopre-register for theBDS Convention. 25
VOICE
(Min.1YearSobriety Required) TheVoiceistheEmcee forthe Convention.Thepositionalternates frommaletofemale each year. TheChair’sresponsibilities alsoinclude thefollowing:
Must bea memberof AA.
Opens theConvention,makesopening announcements(including AnonymityStatement)at beginning of eachmeeting,introduces the meetingChairperson,makesclosingannouncements (including upcoming activity reminders) andclosesthe meetingwithTheLord’s Prayer.Items arecontained ina binderlabeledVoice andmaybe retrievedfromCentralOfficeManager.
Ensuresthat themeetingformat,readings (AAPreamble,How It Works,etc.),waterpitcher, glasses,etc. areavailableat thepodium for everymeeting.
Keeps“Welcome Candle” lit dailyduring the eventand assuresit isproperly extinguishedat end.
Selects AAmembertoconductcount-upand haveAA memberwithmost year’s sobrietylight “Welcome Candle”atpodium.
Selects AAmembertoconductcount-down andhave AAmember withleastyears sobrietyblow out “WelcomeCandle”atpodium andpresentthem withthe signed BigBook.
AWrap-Up Meeting isto beheld withintwoweeks afterthe Convention. Itis important that all Sub-CommitteeChairs andCo-Chairs attend theWrap-Up Meetingand providesa final reportoutlining any problems and/or suggestions.
AllChairsand Sub-CommitteeChairsare expectedtopre-register for theBDS Convention. 26
WEBSITECHAIR
(Min.1YearSobriety Required) TheWebsiteChairisresponsible for maintainingthe Convention’s websitefromJanuary1sttothe startof theConvention. TheChair’sresponsibilities alsoinclude thefollowing:
UtilizesapprovedConvention theme,artwork,text, etc. todesign electronicinformationandfor purchasing(registration, donations, T-Shirt, Mugs,etc.) oninternet(webpage,newsletters, etc.) Establishes specificConventionemailaccounts andpasswordsfor the following:Convention Chair,Convention Vice-Chair, RegistrationChair,Scholarship Chair,TreasurerandSecretary with linksonelectronic mediaas ConventionContact Informationfor public use; Maintains andupdatesinformationonConvention websiteonaregular basis.
Follows websiteguidelines, aswell asreferto theGSOPublication entitledAA Guidelines— Internetasa reference. Set-up andmaintainaccount for on-lineregistrations.
Regularlyadvises Chairdirectly withstatusreports aswell asany issues(either resolvedor un-resolved)and attendsmonthly CommitteeMeetings preparedto presentprogress updatesto all members.
Adheresto budget.Allexpendituresmust beapprovedbyConventionChair.
AWrap-Up Meeting isto beheld withintwoweeks afterthe Convention. Itis important that all Sub-CommitteeChairs andCo-Chairs attend theWrap-Up Meetingand providesa final reportoutlining any problems and/or suggestions.
AllChairsand Sub-CommitteeChairsare expectedtopre-register for theBDS Convention. 27
WELCOMINGCHAIR
(Min.1YearSobriety Required) TheWelcomingChairisresponsible for welcomingConventionattendees (fromopening on Friday toSaturdayevening)and assistingthem withany needsthey mayhave.
TheChair’sresponsibilities alsoinclude thefollowing: Suggestionsfor welcominggifts: example:stickers,bracelets,Mardi Grasbeads withmedallion or pins,etc.) tobe purchasedor hand-crafted thatdonot conflictwith Registrationgift.
Obtains estimate/quotesandsubmitsto ConventionChairfor approval.
Once approved,ordersandreceivesall itemsandproduces/prepares giftsfor event.
Purchaseslargedecorative candleonstandat podiumto belit atcount-upandblownout at count-down. Selectsoutgoing /friendly volunteersscheduled throughout timeofevent & orientates themto assist.
Atevent will stand,mingle,greet,and welcomeattendeesin hallwaybeforeRegistrationtable.
Has input onConventionthemes,artwork, merchandise,entertainment, etc.,which arepresented to Sub-Committee Chairsand voteduponbysimple majority.
Knowledgeableaboutactivities andactsas informationalguide toattendees.
Regularlyadvises Convention Chairdirectly withstatusreports, as wellas anyissues(either resolvedor unresolved).
Attends monthlyCommittee Meetingsprepared topresent progress updatestoall members.
Adheresto budget.Allexpendituresmust beapprovedbyConventionChair. Allexpenditures must haveareceipt tobe reimbursed.
AWrap-Up Meeting isto beheld withintwoweeks afterthe Convention. Itis important that all Sub-CommitteeChairs andCo-Chairs attend theWrap-Up Meetingand providesa final reportoutlining any problems and/or suggestions.
AllChairsand Sub-CommitteeChairsare expectedtopre-register for theBDS Convention. 28
WORKSHOP CHAIR
(Min.1YearSobriety Required) TheWorkshopChairisresponsiblefor organizing,as wellas overseeing, allConvention
workshops. TheChair’sresponsibilities alsoinclude thefollowing: Coordinates numberof workshops, time schedule,andlocationwith ConventionChairso asnot to conflictwith otheractivities. Itis advisedthat thereshouldbe nomorethanfour workshops and doesnotconflict withotherConventionactivities.
Communicatesto presentersthe time,location,androom set-upfor their workshops.Assures any additionalrequirements (example:Audio-Visual equipment,white board,hardcopyhandouts, etc.) arearrangedwith Hotel liaisonandConvention Chair It is suggestedto askthespeakers invited ifthey wouldlike tobepartof aworkshop.
Maytake avarietyof topics somesuggestions are;Service,Sponsorship,CorrectionalFacilities, Public Information, Steps, etc.
Regularlyadvises Chairdirectly withstatusreports aswell asany issues(either resolvedor un-resolved)and attendsmonthly CommitteeMeetings preparedto presentprogress updatesto all members.
AWrap-Up Meeting isto beheld withintwoweeks afterthe Convention. Itis important that all Sub-CommitteeChairs andCo-Chairs attend theWrap-Up Meetingand providesa final reportoutlining any problems and/or suggestions.
AllChairsand Sub-CommitteeChairsare expectedtopre-register for theBDS Convention. 29
AAASSOCIATES
(Min.1YearSobriety Required)
May be invited by Convention Chair to participate in cooperation, but not affiliation, with the Convention for theplanning andexecutionof theevent (suchasAl-Anon Liaison,T&C, CPC/PI, Archives, Grapevine,etc.) Associates areexpectedtoabide bythe BDSCGuidelinesthe sameasotherSub-Committee Chairs.
AL-ANON LIASION: Coordinates with the Convention Chair andSub-Committees toplan the Al-Anon program (usually one speaker & one workshop) to take place during the event, butnot in conflictwith anyotherAAactivity.
COB/LITERATURE REP: Central Office closes ontheFriday ofthe Conventionweekend and prepares only conference-approved literature to be set-up and sold at the Convention as well as solicits for COB(CentralOfficeBacker) donations.
ARCHIVES: Coordinates withtheConvention Chairandto planthe displayofArchiveitems and answerattendeequestionsregarding items,history,etc.
GRAPEVINE: Coordinates with the Convention Chair and to plan the display of Grapevine magazines, including providing blank subscription forms, and may include distributing free ticketsfor Grapevine subscription doorprize.
T&C
CPC/PI
30
AL-ANON LIAISON
Al-Anon shallbeinvitedto participate,in cooperationbut noaffiliation,inthe Convention,and all expensescovered bythe Conventiontreasury.
TheAl-Anon LiaisonChair coordinatewith theConventionCommittee toplanthe Al-Anon program to takeplaceduringthe Convention;but notinconflict withanyotherspeaker meeting.
Adheresto budget.Allexpendituresmust beapprovedbyConventionChair.
AWrap UpMeeting istobeheld withintwoweeks after theConvention.It is importantthat all Sub-Committee Chairs attendthe wrapupmeeting andprovidesafinal reportoutlining any problemsand/orsuggestions.
AllChairsand Sub-CommitteeChairsare expectedtopre-register for theBDS Convention. 31
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