Hotels 101

The FCYPAA Advisory Council has provided a section on its website (www.fcypaa.net) that provides business data that’s relevant to FCYPAA bid committees and host committees, including copies of past FCYPAA contracts, these can be found in the past bid books. A word of caution about looking at old contracts, for FCYPAA there is no such thing as the perfect hotel contract. Each hotel concedes on and is unwilling to budge on different things. The contracts are merely provided as examples. Some things to consider, the council likes to think about the members in attendance. So room rate and parking should be taken into careful consideration, anything that is going to cost the member’s money should be thought about carefully! 

It is important to begin with the end in mind. If your goal is to have the best facilities packages you can to satisfy Bid Requirement #2-which will eventually lead to the best facility deal possible for when you become a host committee-you need to know what “having the best package” means and what you have to do to get there.

How much money are we talking about?

FCYPAA brings the hotel around $9000 in room revenue; this does not include the food and beverage that we buy. The host committee should budget for coffee (we love the coffee) and the amount is going to depend on the host committee. Budgeting for 100 gallons would not be a bad idea. The “Starbucks” factor should be taken into consideration as well. If there is one on site than less coffee could be provided.

And where does that money come from? All of it comes from our fellow AA members. And they trust us to manage it wisely!

To be a prudent steward of AA’s money, your registration fee should cover all conference expenses.

When setting your registration fee, you should be sure that it covers all your conference expenses. Just as each AA group should be self-supporting through its own contributions, each conference should be self-supporting through its own registrations. This is the best way to ensure that you have enough money to pay all your bills when the conference is over. How are we going to do this? We are going to make a BUDGET! This budget should be a list of all expenses that the committee can foresee minus the foreseen revenue. Revenue will be the amount of registrations at a certain price, there is always a preregistration price and that should be accounted for.