MNYPAA Host Elected Positions

Created 11/8/11, updated 10/28/20

 I. Chair

  1. Coordinates elections of subcommittee chairpersons

  2. Prepares agendas for Host Committee meetings and facilitates Host Committee meetings 

  3. Writes notes of appreciation to speakers before and after the conference 

  4. Remains up to date with all phases of planning for the Annual Conference 

  5. Participates in individual subcommittees

  6. Is one of the signatures on all Host Committee bank accounts

  7. Allowed to vote at Host Committee meetings only in the event of a tie

  II. Co-Chair

  1. In the absence of the Chairperson, shall accept the full responsibilities and duties of the Chairperson 

  2. Is one of the signatures on all Host Committee bank accounts

  3. Participates on individual subcommittees

III. Treasurer

  1. Per Advisory suggestion SHOULD BE EMPLOYED 

  2. Will be one of the post office key holders 

  3. Is added to the Host Committee checking account. Each check will 2 signatures (one signature from Treasurer and one from either the Chairperson or Co-Chairperson) 

  4. Works with the Advisory Counsel to establish a Paypal account for online transactions and a Square account for card transactions 

  5. Pays all expenses and bills – every expense needs to be approved by the Host Committee 

  6. Prepares a financial report for each Host Committee meeting 

  7. Brings all necessary financial information to every Host Committee meeting (checkbook, bank statements, etc) 

  8. Is prepared to accept money and disburse payments at all Host Committee meetings and events. 

  9. Ensures no reimbursement from host committee is made without a receipt

  10. Prepares a Conference Budget in order to determine a suitable registration price; this will need to cover all the expenses required during the conference. This price will be based on information provided by the Hotel Chairperson, Program Chairperson, Events During Chairperson, and Registration Chairperson

  11. Personally responsible for making money drops with the Registration Chairperson during the Annual Conference every 2-3 while the Registration Desk is open

  12. Prepares a final financial statement within 30 days after the close of the conference

IV. Co-Treasurer

  1. Per Advisory suggestion SHOULD BE EMPLOYED

  2. Is one of the PO BOX key holders

  3. Is one of the signatures on the Host Committee bank account

  4. In the absence of the treasurer should accept and implement the full duties of the treasurer

V. Secretary

  1. In charge of keeping contact information for all Host Committee members; updating information as needed and disbursing updated information

  2. Keeps attendance records for all Host Committee meetings 

  3. Takes minutes at each Host Committee meeting, also retains past meeting minutes and makes them available at each Host Committee meeting

  4. Sends copies of meeting minutes and meeting agendas to Advisory Council 

  5. Handles all correspondence for the Host Committee 

VI. Outreach Chair

  1. Responsible for all aspects of spreading the word about the Annual Conference 

  2. Coordinates meeting raids throughout the ENTIRE STATE

  3. Coordinates raids to other conferences and A.A. events both in and out of state

VII. Hotel Chair

  1. Responsible for seeking hotel contracts in Host Committee’s area

  2. Works with hotel staff to ensure the best possible pricing for the conference      

  3. Coordinates with Advisory regarding hotel contract

  4. Responsible for signing the hotel contract with a member of Advisory’s Council Chairperson. 

  5. Schedules all hotel walkthroughs and any other hotel business required by other Host Committee members

  6. Provides Treasurer with a complete budget for all hotel expenses by the deadline set by the Treasurer

  7. Remains the liaison between Hotel and Host Committee throughout the entire conference

  8. Coordinates with hotel staff to arrange specific set-ups for al-cathon/panel rooms, banquet rooms, hospitality suites, literature rooms, and registration desk

  9. Has the authority to sign tabs for coffee fills for each coffee station and to set the timing and amount of refills throughout the conference

  10. Keeps hotel staff informed of attendance throughout conference

  11. Makes sure that any special needs that can be foreseen can be met by the hotel, wheelchair accessibility, service animals, etc. 

VIII. Registration Chair

  1. Maintains a running record of registrations by category (AA, Al-Anon, Ala-teen); numbers for each category need to be kept separate

  2. Responsible for planning any registration flyers. Flyers need to have a box for attendants to check if they would like their address information passed on to future Host Committees 

  3. Prepares Registration Packets with name badges, program, and other conference items 

  4. Staffs Registration Desk during open hours at the conference

  5. Coordinates with Treasurer to make money drops at the conference

IX. Events Before Chair

  1. Responsible for forming and Chairing a subcommittee 

  2. Responsible for the planning and execution of all functions and events that are held prior to the conference 

  3. Contacts all Bid Committees throughout state to help them plan one event in their respective cities

  4. Responsible for planning events inside and outside of Host City (help spread the word of MNYPAA to those who have never heard of us) 

  5. Responsible for assisting in the planning of the All Minnesota State Young People’s Open

  6. Maintain a focus on the primary purpose of the Annual Conference and all MNYPAA events of carrying the message of A.A. 

X. Events During Chair

  1. Responsible for securing a DJ for both the All Minnesota State Young People’s Open and for the Annual Conference

  2. In charge of coordinating all non A.A. events that are to take place at the conference

  3. Responsible for planning and arranging decorations for any events, including the Saturday Night Dance

  4. Coordinates with Hotel Chairperson to secure rooms and/or areas for events 

  5. Coordinates with Program Chairperson to list all events in the Annual Conference Program 

  6. Provides Treasurer with a complete budget of expenses for all events during the conference by the deadline set by the Treasurer 

XI. Graphics/printing/Webmaster Chair

  1. Responsible for making flyers for events before the conference and making copies of the flyers 

  2. Distributes flyers to Host Committee members so that they may hand them out at meetings in the area 

  3. Responsible for emailing flyers to Advisory Webmaster and any other emails from mailing list (please send flyers in a format that is not readily edited – jpeg, pdf, etc) 

  4. Maintain host committee Facebook page 

  5. Responsible for creating the Annual Conference banner

XII. Program Chair

  1. Responsible for lining up speakers, should have alternate speakers in case of an emergency

  2. Responsible for designing the topics and formats of Al-Cathons and panels

  3. Needs to schedule Chairpersons for each meeting for all Host Committee Events and the Annual Conference

  4. Consults with other Sub-committee Chairpersons to arrange the Program format –includes Al-Anon and Al-Ateen, if applicable

  5. Arranges for all recording at the conference

  6. Assembles the Annual Conference Program by the deadline set by the graphics/printing/webmaster Chairperson; needs to be prepared for changes up until the deadline

XIII. Security Chair

  1. Be responsible for the hanging and the well being of conference banner

  2. Responsible for arranging volunteers for security at the Annual Conference and all events prior

  3. Coordinates with the Hotel Chairperson to see that all hotel rules and regulations are known and followed

  4. See that each person on security has some identification indicating that they are security, while on duty

XIV. Archives/Literature/Displays Chair

  1. Responsible for working with Hotel Chairperson to designate a Literature and Archives room

  2. Responsible for having World Conference approved literature available for sale at conference

  3. Coordinates with General Service Chair to involve Intergroup and Grapevine with literature, where applicable  

  4. Contacts Advisory Archives Chairperson to obtain all the displays necessary for the Archives room

  5. Obtains items to donate to the Archives display

XV. Hospitality Chair

  1. Finds volunteers to staff the Hospitality Suite during the Annual Conference

  2. Invites Bid Committees and any other A.A. group to host their own Hospitality Suites at the conference; coordinates with Hotel Chairperson to arrange for these rooms 

  3. In charge of obtaining donations of food items for the Host Committee Hospitality Suite

  4. Coordinates with Program Chairperson to list the Hospitality Suite’s hours 

  5. Acts as the liaison between the Host Committee and groups hosting Hospitality Suites 

  6. Staffs designated areas with greeters during the Annual Conference, greeters need to be able to answer questions and give directions to different conference areas/rooms in addition to greeting attendees – greeters should have a ribbon or other kind of identification so attendees can easily identify them 

  7. Responsible for reserving and coordinating of MNYPAA hospitality suites at other conferences 

XVI. Merchandise Chair

  1. Needs to solicit and accept all ideas for the conference emblem and artwork 

  2. Responsible for arranging the printing of all merchandise items 

  3. Host Committee will vote on all merchandise items prior to an order being created on behalf of the Host Committee

  4. Needs to have all merchandise available at events prior to the Annual Conference, have a merchandise displayed and for sale throughout the event

  5. Provides Treasurer with a completed budget of Registration Packets expenses by the deadline set by Treasurer

XVII. General Service Chair

  1. Act as liaison between host committee and local Area, District and Intergroup

  2. Make sure that local entities receive all information on the Annual Conference and upcoming events

  3. Maintain a consistent MNYPAA presence at all Area, District and Intergroup meetings

  4. Coordinates with local A.A. entities in having a presence at the Annual Conference

XVIII. Food and Beverage Chair

  1. Coordinates food and beverage needs for all pre-conference events

  2. Provides the Treasurer with a complete budget of food and beverage expenses by the deadline set by Treasurer

  3. Responsible for the delivering and storing of all food and beverage related items

XIX. Accessibilities Chair

  1. Coordinates with the MNYPAA and A.A. community to establish accessibility needs for the Annual Conference

  2. Works with the Program Chair to obtain a number of meetings that require ASL interpretation or other accessibility requirements 

  3. Creates a budget for all accessibility needs

  4. Obtains ASL interpreters or other accessibility assistance needed fot the Annual Conference

  5. Is the point person if additional accessibility concerns arise at the Annual Conference