Hosting FCYPAA

Your Committee has been selected to act on behalf of the Florida Conference of Young People in AA. The Host Committee has the chief initiative and the active responsibility in preparing for and hosting FCYPAA’s annual conference. Except in matters affecting other Host Committees, FCYPAA, or A.A. as a whole, each Host Committee should be autonomous. Here the Advisory Council’s attitude has to be that of custodial oversight. With this relationship come certain specific responsibilities:

1. Return to you city and disband as a bidding committee, arrange to have elections (this includes having ready; positions, position requirements and sobriety requirements for those positions), making sure that you leave yourselves enough time to outreach the elections in your area. Various organizational/support committees should also be formed. Two Advisory Council members should facilitate elections.

2. Many alcoholics travel great distances to hear and meet with other young alcoholics and to learn how the young alcoholic achieves sobriety. In keeping with this spirit, the committee should endeavor to obtain representation from young people. (i.e. speakers, readers, meeting chairs, greeters, etc.)

3. It is strongly suggested that nothing outside of the host committee’s merchandise and AA approved literature/material be sold at the conference. Experience has shown that a “flea market” can develop, and those unaware of our endeavor can be misled, especially the press, radio, and T.V. Keep the traditions in mind at all times.

4. We ask the Advisory Council be put on the program forĀ 
1. Friday 5pm How to Bid, Q&A
2. Friday 6pm: Meet and Greet with bid cities, at their respective bid tables.
3. Saturday 9am: The Bid Session.

The Advisory Council needs to be furnished with conference meeting space for the duration of the conference (Fri-Sun), and an additional lockable room that will display/store the FCYPAA archives.

5. The host committee must provide a permanent mailing address. This can easily be achieved through the rental of a Post Office Box.

6. At the end of the conference, present the FCYPAA banner to the new host city.

7. The Advisory Council is at your disposal. Please feel free to call on us at any time.

8. The host committee should be directly involved with any activity from which funds may be generated.

9. Advisory Council must review the proposed hotel contract before it is signed. The FCYPAA Advisory Council Chair must be one of the signers of the final hotel contract. No conference dates or hotel information should be made public until a contract is signed.

10. The Host committee is responsible for developing content and updating events on a website. We allow hosting through FCYPAA.NET if the host committee so chooses.

11. The Host Committee Secretary is responsible for providing the Advisory Council with meeting minutes and committee reports on a regular timely basis.

12. Prior to your conference starting it is require that your host committee hold elections for advisory council. Someone from the current council must be present at the time of your elections. This is generally done prior to the start of your conference. The host committee should elect three council members to rotate on and 3 alternate member to stay in reserve in the event the elected member is unable to serve. The requirements are six months of continuous service on the host committee and one year of sobriety.

13. Each host committee is responsible for: hanging the original conference banner and the yearly banners in the main speaker room along with any cost incurred for hanging the banners.

14. FCYPAA Anonymity Statement for the Host Committee Requirements – In keeping with our name and the 11th tradition, we ask that our members, guests and visitors do not take pictures, videos or recordings of any FCYPAA person, activity, event or conference unless everyone in it has given consent. Please do not publicly identify or affiliate yourself with AA or FCYPAA in a public format such as the press, radio, film or public internet. We ask that you are mindful of posting such content on the public internet.

15. The host committee is responsible for electing a bid city liaison for the purpose of keeping in contact and working in cooperation with bid cities from around the state.

16. The host committee is responsible for providing tables at their conference for each bidding city. These tables are used by the bid cities to distribute flyers and help FCYPAA attendees get to know their bid committee members.

ADVISORY SUGGESTION: It is strongly suggested that each Host Committee attend, participate and outreach their conference at Area 14 and Area 15 Assemblies, as permitted by said Assembly.