The following suggestions are from the
Advisory Council and are to be considered by the new Host Committee. They
are based on previous conference experience.
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This conference does a greater job of
carrying the message to young alcoholics when the conference planning
committee is comprised of members 40 and under, with a minimum of one
year’s sobriety. This committee should be comprised of 15 to 21 members
but no one should be excluded.
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Many alcoholics travel great distances
to hear and meet with other young alcoholics and to learn how the young
alcoholic achieves sobriety. With this in mind, the council recommends an
endeavor to obtain 75% of speakers in the 40 and under age group.
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In an effort to keep the conference affordable to all members of AA, especially the young person, the maximum conference pre-registration fee is $15 (US) and onsite registration $20 (US). Alterations to the registration cost may be adjusted with Advisory Counsel’s approval.
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To comply with 7th tradition guides, the
Council feels that speakers should receive registration, room
accommodations and any other expenses deemed appropriate by the Host
Committee.
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At the conference, wherever the main
registration is located or the center focal point, we urge that nothing
but A.A. Conference Approved Literature be sold. Experience has shown that
a “Flea Market” can develop and those unaware of our endeavor can be
mislead, especially by the press, radio and film. Keep the 12 Traditions
in mind at all times.
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Schedule the following meetings on your
program: “How to Bid for GCYPAA” Q&A at 11:00 pm on Friday and a bid
session at 9:00 am on Saturday. A room must be made available for use by
the Advisory Council for it’s meetings throughout the weekend.
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Before closing the conference, present
the banner to the new Host City and invite the attendees to the next
conference.
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The Host Committee should be directly
involved with any activity from which funds may be generated.
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Save time for announcements by the
Advisory Council at the end of the Saturday night meeting.
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The Host Committee Treasurer is responsible to provide
the Advisory Council Treasurer with monthly financial transactions reports
and balance sheets. The Host Committee will have 90 days from the
conclusion of its conference to forward a financial statement and bank
statements and check registers to the GCYPAA Advisory Council Treasurer.
It is the responsibility of the newly elected Advisory Council Members to
ensure that these tasks are completed within a 90 day period. The Host
Committee Treasurer will be prepared to sign the Federal Tax Return
covering their conference activities upon request.