Conferences, Conventions and Roundups
Contents
1. graphs are permitted to be taken some committees provide reminders that any photographs taken should be away from crowds to ensure that no images are taken of people who have not given permission to be in the picture The A A Anonymity Display Card M 61 available from G S O is often used for such announcements Finally as the long form of Tradition Eleven reminds us Our names and pictures as A A members ought not be broadcast filmed or publicly printed this would include on digital media such as social networking Internet and other nonpassword protected websites In 2013 the General Service Conference affirmed that the Internet social media and all forms of public communications are implicit in the last phrase of the Short Form of Tradition Eleven which reads at the level of press radio and films A further note about anonymity out of respect for others please do not take photographs during any of the meetings Also be considerate when taking photographs around convention venues Take care that you do not capture images of A A members fam ily members and friends who did not give permission and may not wish to appear in your pictures Please do not post recogniz able photos of identifiable A A members on websites accessible to the public including unrestricted pages on social networking sites AUDIO RECORDING GUIDELINES Shared experience makes it clear that recording of an A A conven tion2. a generic email address and use that on all mailings with no reference to A A on return addresses or in email subject lines When sending A A mail to multiple recipients use can be made of the BCC Blind Courtesy Copy option to protect the anonymity of all recipients The convention publicity material could also be sent to the press radio and TV outlets in the immediate area The Public Information Workbook available from G S O gives useful advice on approach ing the media If media or the general public are invited be sure to attend to the details of how they will be greeted and if special meet ings or contacts will be set up for them b Regular flyers about the convention are usually mailed monthly to all groups in the area with the first mailing beginning about six months before the convention date c Dates and location of the convention with a mailing address and or website for information or registration should be sent four months in advance to the A A Grapevine and to Box 4 5 9 to be published in their calendars Only Area regional state or provin cial events of more than one day s duration are listed Send A A Grapevine notices to the G V Editorial Department 475 Riverside Dr New York NY 10115 or submit to the online calendar at www aagrapevine org Send Box 4 5 9 notices to Box 4 5 9 Grand Central Station New York NY 10163 or via the Box 4 5 9 event information form on www aa org 7 Entertainmen
3. cannot be left to chance It is a difficult and time consuming job including preliminary work with the speakers and decisions about who will record the convention the conduct of the recorder during the convention and his her staff and follow up after the conven tion Following are some suggestions if the convention committee decides to use an outside vendor 1 The recording chairperson may represent the convention in reaching agreements with the person who will be recording that particular convention and in developing a written agreement 2 The convention recording chairperson may develop a release form on which speakers agree to being recorded or decline to be recorded 3 Experience shows that it is best to encourage speakers not to use full names and not to identify third parties by full names in their talks The strength of our anonymity Traditions is reinforced by speakers who do not use their last names and by recording compa nies or recorders whose labels and catalogs do not identify speak ers by last names titles service jobs or descriptions Experience also indicates that speaker recordings are being dis seminated over the Internet a public media outlet In addition some A A members if being recorded for future play on a public website may choose to leave out other details of their lives that may make themselves or their families identifiable 4 The recording chairperson ensures that a recorder has an under standing o
4. A A Guidelines Conferences Conventions and Roundups from G S 0 Box 459 Grand Central Station New York NY 10163 A A Guidelines are compiled from the shared experience of A A members in various areas They also reflect guidance given through the Twelve Traditions and the General Service Conference U S and Canada In keeping with our Tradition of Autonomy except in matters affecting other groups or A A as a whole most decisions are made by the group conscience of the members involved The purpose of these Guidelines is to assist in reaching an informed group conscience HOW A A s MAKE THEIR GET TOGETHERS ENJOYABLE AS WELL AS EFFECTIVE IN CARRYING THE A A MESSAGE OF RECOVERY WHY HAVE AN A A CONVENTION Its clear that A A get togethers beyond the group have become an established part of A A life The calendar of events in any Box 4 5 9 or on Grapevine s website AAGrapevine org shows some conven tions conferences and roundups that are being held by A A s What makes an A A convention click for its participants It s prob ably not style or form that matters so much as the spirit and feeling behind it As one member puts it the best A A convention is just a darned good A A meeting blown up big Just watch enthusiastic members at any A A convention and you ll get what he means The atmosphere alone is worth the trip Here you ll find fellowship laughter warmth and understanding heaped up pressed down an
5. Anon to participate and plan their own program and the com mittee arranges for facilities for the Al Anon meetings Should an A A convention committee make a contribution to Al Anon from the financial profits of the convention In accordance with the self support Traditions of both Fellowships and to abide by the concept of cooperation but not affiliation it is suggested that A A should not make gifts or contributions to Al Anon By the same token A A should not accept contributions from Al Anon If separate registrations have been kept for both A A and Al Anon however income may be easily assigned www aa org 2 5M 9 15 GP Rev 9 15 MG 04
6. d running over CONVENTIONS COME IN MANY SHAPES AND SIZES An A A convention is almost any A A get together beyond the group meeting level These range from special meetings of one eve ning s duration to longer events area statewide or regional weekend conventions They will most likely be one of the following 1 The special open meeting This kind of gathering can serve useful purposes It will of course bring together the A A members in a city or area But it also provides a good opportunity to invite interested friends of A A to the meeting Certainly it s proper on such occasions to send special invitations to members of the clergy doctors lawyers social workers public health officials and others who may have a special interest in A A 2 The one day session This might include several general meet ings throughout the day For a start there s a welcome meeting in the morning followed by other activities There may be another open meeting in the afternoon while the main open meeting with the featured speaker is saved for the windup meeting in the eve ning If the convention is held in a school civic hall or other building with additional rooms it s likely that the program for a one day ses sion can also include A A workshops and panels service meetings assemblies and closed meetings 3 The banquet Many intergroups or central offices now spon sor annual banquets often to help support their offic
7. e committee from the area In others the convention committee may be organized separately Either method works well if it corresponds to the wishes of the A A groups in the area In some areas there is a permanent convention committee set up within the area committee so that valuable experience of con vention planning can be carried over from one year to the next Membership on such a committee is of course on a rotation basis so that new members are added yearly but a proportion of experi enced convention planners is retained at any given time Once assembled the convention committee is usually organized along functional lines with each chairperson responsible for a phase of the planning Here s how a typical committee might be arranged 1 Chairperson assisted by one or two co chairpersons oversees the entire convention coordinates the work of subcommittee chair persons keeps informed on the progress of all the arrangements calls committee meetings when needed 2 Secretary keeps all written records including minutes of the com mittee meetings also sends out notices of committee meetings and other mailings to committee members 3 Treasurer is of course responsible for all money including rev enues from registration and banquet tickets pays all bills usually advises the chairperson on cash supply and income flow as well as rate of expenditures Experience indicates it s best if the treasurer is a person
8. e conventions it s sometimes necessary to hold some of the open meetings in buildings other than the one used as convention headquarters Try to plan the meetings so members do not have to go more than a few blocks for a meeting or panel session One exception to this might be the last open meeting of the convention from which the guests will most likely be making their departure 4 Hotel amp Motel Registrations Often printed lists of local accom modations giving prices and other information are available from local chambers of commerce and similar offices If possible send these lists out with the registrations and give members a chance to make their reservations long before the convention Don t assume in sending out the lists that all A A s intend to stay in medium or high priced accommodations also include the lower priced hotels and motels In some places hotels or camping facilities are also listed for the A A s who may arrive in campers 5 Professional Assistance Don t hesitate to avail yourself of assistance from local chamber of commerce officials and convention managers They already know all about the prob lems you ll be facing and they can give invaluable advice and assistance 6 Displays You can pass along important A A information in an attractive way by requesting the convention literature package to make up an A A literature display This complimentary package is available in English Spanish or Fre
9. e operations Some groups and areas also have banquets or informal buffet and potluck dinners as anniversary or gratitude observances The ban quet often features an after dinner speaker or some other program of interest to A A members 4 The weekend convention This is an ideal form for a state pro vincial or regional convention Members often arrive for an open ing meeting session or coffee amp conversation on Friday evening Additional meetings and workshops as well as other activities con tinue through Saturday and even into Sunday afternoon The convention may include a banquet luncheons special breakfasts Saturday night dancing and entertainment and perhaps a spiritual meeting on Sunday morning THE CONVENTION BEGINS WITH A PLANNING COMMITTEE Once a get together has been scheduled it needs a planning commit tee The work in setting up a convention is too much for one person He or she will need at least a dozen assistants frequently more One method of forming the committee is simply to appoint a gen eral chairperson who then completes the committee by finding able volunteers to chair the various committees Another method popular when a number of groups sponsor a convention is to send a committee representative from each group Once in session representatives can elect a chairperson and receive assignments to specific committees In some cases the convention may be the responsibility of the general servic
10. ect hotel or motel accommodations as a matter of course if they re to be guests in private homes this should be explained before their arrival b Speaking Arrangements Speakers should know when they re expected to speak as well as on what topic and length of time and whether their presence is also required elsewhere in the conven tion Some speakers may be unable to attend the entire conven tion No other commitments besides speaking should be made for speakers without their knowledge and consent Most speakers will also appreciate knowing something about the conditions under which they ll speak let them know whether there ll be a podium public address system etc If the speaker will be taped be sure that the speaker is aware in advance c Speaker Hosts and or Hostesses Responsible members from the local group should be assigned the duty of being host to the visiting speakers and making sure that they have proper accommo dations as well as transportation and other conveniences PROVIDING SERVICES FOR A A s WITH SPECIAL NEEDS For Deaf Members A A members who are deaf or hard of hearing may need special considerations when attending an A A conference or convention For those who have a fair amount of hearing and or who read lips seating near the speaker may be all that is required In some cases amplified headsets are provided Others who are deaf may require the use of a sign language interpreter Here are some point
11. f the Traditions 5 The agreement prepared by the convention committee deter mines what the recorder sells or displays on site 6 The convention committee clarifies that recording may be done by an outside vendor and is not an official part of the convention 7 Convention committees discourage any recording royalties to the convention committee VIDEO RECORDING GUIDELINES In keeping with a 1980 General Service Conference recommenda tion it is suggested that speakers not be recorded on video MISCELLANEOUS TIPS ON GOOD CONVENTION MANAGEMENT When your committee is discussing the convention try to go over the things you liked and didn t like at past conventions especially matters that caused petty irritations and annoyances most likely they can be avoided Here are a few suggestions 1 Badges A A conventions don t seem to be right without identifi cation badges See that they re in bold colorful letters so they can be read at a glance Try not to subject guests to more than a few minutes wait in regis tering for the convention and picking up their badges Organize the registration so the process will flow smoothly and quickly 2 Coffee It s an essential feature plenty of coffee sessions through out the convention Don t forget some A A s come more to talk to each other than to listen to speakers so be sure they have lots of opportunity to gather round the coffeepot 3 Accessibility At larg
12. fit What s to be done with these surplus funds In most cases part of the surplus is held in trust for next year s convention Then the committee may use the balance to help support local service offices or the General Service Office In accordance with our Seventh Tradition only funds from A A members attending the event should be contributed to support A A activities 3 Self support 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 A A principle of self support This does not pertain to ordinary business negotiations with the facility where the event is taking place WHAT MAKES A GOOD CONVENTION PROGRAM One A A member shared his opinion that the program wasn t really the most important thing at a convention He looks for something in addition the joys of meeting new and old friends working together for our common good and sharing our experience strength and hope with each other He goes on to say that there can also be a letdown feeling when we leave a convention if the program hasn t been imaginative and inspiring This takes careful thought well in advance of the conven tion date A well balanced program might include 1 The Convention Theme Often it s easier to plan the overall pro gram by organizing it around a simple theme Such a theme might be Unity We Came to Believe First Things First
13. me program committees select phrases from A A literature as workshop or panel topics Balance and flow are two key words in the planning of a conven tion program particularly in setting up the panels It s important that the program flow smoothly with one feature following another in a pleasant logical series It s also important that the panel topics and participants be balanced so as not to give the audience too much of any one subject too many speakers from one area or too many panel participants of similar experience and viewpoint One effective way to insure maximum interest and participation in the convention is to farm out each meeting workshop or panel to a different group or area within the convention territory Thus the groups themselves plan and organize the meetings always working closely with the general program chairperson to assure balance 4 Care of Speakers Most conventions feature speakers from out of town sometimes A A members living a thousand miles or more from the convention site This means that program chairpersons have a responsibility to see that certain important matters are prop erly handled on the speakers behalf a Expenses It should be clear when the speakers are booked what terms are being made for expenses Unless it s otherwise specified speakers have a right to assume that all their travel meal and hotel expenses will be paid for the entire trip Speakers will also exp
14. nce has shown that topics such as How the General Service Office Works or Why G S O attract only a small audience and therefore do not carry the message in a Satisfactory fashion G S O staff members can best be used as speakers on regular panels where their familiarity with A A world wide can add an extra dimension to the presentation Any one of the trustees especially your own regional trustee would be invaluable on such topics as A A and Responsibility They are in a crossroads position where they are aware of our Fellowship par ticularly on the public level and also have an overall perspective on our purposes strengths and weaknesses They can be of great value in helping us learn more about worldwide A A Don t forget your own G S R s committee members and delegates and past trusted servants From their work in carrying the message outside their own groups they ll have many ideas on such subjects as Is A A Changing A A at Work Then and Now Many other A A s oldtimers and not so oldtimers also have worthwhile infor mation and thoughts on such subjects Here are some suggested topics appropriate for workshops and panels Correctional Facilities Treatment Settings Public Information Cooperation With the Professional Community Sponsorship Service G S R s Twelve Traditions Twelve Concepts Intergroups and Central Offices A A Grapevine La Vi a Special Needs So
15. nch from G S O for local conventions conferences roundups in the U S and Canada and contains one copy of all A A book dust jackets one copy of all A A Conference approved pamphlets A A Guidelines flyers List of Central Offices intergroups and Answering Services for the United States and Canada List of General Service Offices Central Offices Intergroups and Answering Services Overseas List of Service Material Available from G S 0 The A A Service Manual and the Conference approved Literature amp Other Service Material catalog You can also purchase the current Membership Survey Display M 13 English only that illustrates a typical A A meeting through survey based statistics on age sex occupation length of sobriety etc This display is 27 high 39 wide has a double easel in back It may be available for sale at your local inter group central office or at A A s online store orders aa org 7 Don t Compete With Last Year While it s best not to try to compete with previous conventions if you re the convention chair person you will naturally want to benefit from the experience of previous convention committees A A AND AL ANON The following questions often arise How may A A and Al Anon cooperate in area and regional con ventions and get togethers In accordance with the Twelve Traditions a convention would be either A A or Al Anon not both However most A A convention committees invite Al
16. omotional zeal on the part of the convention committee may lead them to reveal a great deal of information about speakers without actually disclosing last names This means in the case of some well known individuals that their anonymity is technically protected but actually broken since their identity can be readily recognized by anybody familiar with them or their work In one case for example a university professor had been invited to address a large A A banquet in the same state where he lived and worked Only his first name nickname and last initial appeared on the announcement posters but the name of his school and a previous academic connection were fully displayed The professor s actual identity couldn t have been more clearly revealed if his last name and photograph had been included Is there a safe way to avoid making such de facto anonymity breaks Well one good procedure is to ask speakers how they wish to be listed on posters and advance notices They ll know better than anybody else how much information about them selves ought to be revealed In any case whatever the speakers feelings the practice of using initials rather than last names should always be followed for the protection of A A as well as the individual PICTURE TAKING GUIDELINES Many A A event committees announce that the taking of pho tographs during A A meetings might make some attendees uncomfortable regarding their anonymity Even when photo
17. or a similar A A saying or topic This does not mean that the entire program must be devoted to the theme idea it does however serve as a reminder that an A A convention advances the common purpose of Alcoholics Anonymous Some events adopt the current year s General Service Conference Theme 2 Main Features Banquets Open Meetings etc In planning a convention program chairpersons usually schedule several large open meetings throughout the event although not necessarily in immediate succession A Saturday night banquet may also serve as an open meeting with a speaker following the dinner The large open meeting brings unity to the convention and gives the opportunity for presenting certain matters such as the selec tion of the next year s convention site before the entire assembly of A A s attending But too many open meetings in any single con vention can be tiresome as a general rule three or four such meet ings are sufficient in a weekend convention 3 Panels Many program chairpersons schedule workshops and panel sessions to provide suitable convention activity without over loading the program with open meetings Workshops and panels may take a variety of forms one popular arrange ment is to set up a panel with three speakers and a chairperson Each speaker may be assigned a topic and a time limit The session may be followed by a short question and answer period if time allows On the subject of panels experie
18. ormation For A A s With Other Special Needs Committees assist A A members who have a variety of challenge to accessing the A A message For example for blind people some convention committees provide programs in Braille Also if meetings are wheelchair accessible this may be noted in the program GUARDING ANONYMITY Announcement For Press When A A conventions are being covered by members of the press its customary to begin meetings by asking their cooperation in protecting members anonymity Such an announcement might go like this Our anonymity like our sobriety is a treasured possession We ask the help of our guests especially those representing the press or broadcasting media in protecting the anonymity of all alcoholics present or mentioned here today 5 We hope you hear something at this meeting which you can take away with you and use We respectfully request however that you eliminate any mention of names in reference to members of Alcoholics Anonymous It s unusual that any newspaper or broadcasting station these days will fail to cooperate with this request not only is the A A principle of anonymity well known generally but our G S O in New York City has advised the press and broadcasters year after year of A A s position on this matter But it s possible that members anonymity may be violated through indirect methods There s a likelihood for example that too much pr
19. s to con sider when planning a conference or meeting that will be attended by deaf or hard of hearing A A s 1 Reserve interpreters well ahead of time because they are in great demand 2 Budget the interpreting expenses Find out early what the estimated cost will be whether by the hour or by the day If you are holding con current workshops you may need more than one interpreter at the same time If your event is small and short you may be fortunate to find a qualified volunteer but do not expect to rely on volunteers 3 In arranging preferred seating for deaf or hard of hearing mem bers designate the reserve area clearly Please reserve for hear ing impaired members 4 Sensitize workshop leaders and meeting chairpersons to the use of the interpreter 5 Stick with your plans once you have announced that an event is sign language accessible Consider that there may be fewer events accessible in ASL to deaf members Any unexpected or last minute removal of services could be problematic especially for those mem bers who may have travelled long distances to attend 6 If the event is a large one with concurrent meetings and work shops plan for continuous availability of several interpreters 7 If you are listing the event with the General Service Office your local intergroup or in any A A publication specify that it is sign language interpreted If possible have a T D D number that deaf people can call for more inf
20. t Chairperson will arrange for the convention danc es and floor show if there is one The chairperson hires the band and other performers or arranges for recorded music At some conven tions the local A A s provide entertainment by putting on a play about A A Traditions for script write to G S O or putting together choruses and variety shows This chairperson might also arrange to make sightseeing available for conventioneers 8 Hospitality Chairperson serves as convention host organizing a committee that will greet out of town guests arrange transportation for them when necessary and see to any other needs they might have while attending the convention Usually members of the hospi tality committee wear special identification badges and are available to answer questions and provide assistance to conventioneers 9 Display and Literature Chairperson is responsible for displays and posters and for having A A literature available for all G S O provides a literature display to all conferences and conventions See Displays on page 6 10 Recording Chairperson is responsible for negotiating with the individual or company who will be recording the convention That individual will be directly responsible to the convention chairperson see Recording Guidelines on page 5 PAYING THE BILLS How are the costs of a convention covered and what can be done to make sure that the venture won t go deep in the red Some conventions ma
21. with four or more years sobriety and some solid business experience Each check usually calls for two signatures Most convention committees require a complete report from the treasurer within a month or two of the convention Some committees have the report audited as a further safeguard for convention funds 4 Program Chairperson Since this is often a very complex job its objectives are discussed under the separate heading What Makes a Good Convention Program This person usually sends invita tions to speakers and panel members who chair various meetings 5 Registration Chairperson supervises the production and distribution of all tickets including those from online registrations This job requires special attention to the task of tracking payments and bringing in the collection This person is responsible for creating printed and online registration forms name tags and welcome packets and oversees the registration table 6 Public Information Chairperson has the sensitive task of encour aging a large attendance without abandoning A A s principle of attraction rather than promotion Publicity efforts can be kept within the dignity and spirit of A A through the following means a Preparation and distribution of material about the program speakers and time and location of the convention perhaps includ ing map of area if necessary It s advisable for the convention committee to rent a post office box and or create
22. y involve spending several thousand dollars so the committee must have a fair picture of the financial arrangements long before the convention opens There s no substitute for common sense here the committee must take a businesslike approach to finances and keep expenditures somewhere within a conservative 3 estimate of anticipated revenues As for financing the convention several sound methods seem to be in general use 1 The Underwriting Method The groups in the area perhaps through their representatives on the convention committee agree to underwrite the complete costs of the event Since the registra tion fees can be established at a level sufficient to cover the total costs this should result in no actual out of pocket costs to groups It s a good idea though to put the tickets on sale well in advance of the convention and to know where the break even point lies Registration fees cover costs for special events 2 The Convention Fund In some areas the groups make year round contributions to a convention fund Then there is no registra tion fee except possibly for out of state visitors One method of covering deficits provided it is done with tact and sufficient explanation is to take up a special collection at the con vention But if the groups have already been consulted and have agreed to underwrite the convention making up the deficit is their ultimate responsibility Most conventions however make a pro
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