Convention/Assembly Guidelines - New York North Al
Contents
1. Forum or from service tools 7 Whenever a violation of a copyright comes to the attention of the Board of Trustees it is the responsibility of the Board through its duly appointed representatives to notify the violator This is necessary in order to avoid invalidation of the copyright See p 107 2014 2017 Al Anon Alateen service manual for more information Authorization to Publish and Reprint and Requests to Reprint ELECTION ASSEMBLY EVERY 3 YEARS Format for Election Assembly differs on Saturday only AWSC meeting is held Saturday morning at all Fall Assemblies A brief description of each office and its duties will be given This will be followed by nominations and then by the election Following lunch we finish up the election Any reports that need to be given will be at this time We will finish up with any old or new business that needs discussion All items listed on the agenda for consideration by the NYN Assembly for vote are dealt with We do not have any panels during the Fall Assemblies The outgoing Delegate is the guest speaker at the election assembly banquet The remaining scheduled format for Saturday evening and Sunday follow these regular suggested guidelines found under program and under other considerations P 4 of this document FINANCIAL MATTERS CONVENTION IS A CONFUSING TERM SINCE ASSEMBLY IS USED UNTIL NOW CONVENTION IS FOR THE SPRING NOT THE FALL 1 All Convention Assembly checking a2. agenda If an election assembly get agenda for that Get a moderator for Al Anon panels if any Get a speaker for banquet You can draw from WSO for speakers be mindful of the cost Please try to avoid circuit speakers The main speaker for the banquet should have all costs covered meals room if needed registration and travel expenses That would also include if you are asking someone from WSO to speak It is strongly suggested that we do not use circuit speakers We have many wonderful members to share their experience strength and hope Find a printer for flyers programs etc Decide on design for program 7 If desired small tokens and or gifts may be given to panelists or speakers Allow room for assembly members to get to the microphones Make sure rooms are set up podium and microphones in place 9 Acts as host hostess for main speaker WHO IS IT THAT IS THE HOST HOSTESS Anyone from the host district can act as host hostess Make sure the speaker has host contact information prior to the convention Have members open panels with Moment of Silence Serenity Prayer Anonymity statement 12 Steps and 12 Traditions You could also use the booklet Groups at Work in all panel rooms Cost is 1 00 and it is good exposure of a service tool 10 Decorations flowers for speaker table if wanted Check with hotel for decorations They may be FREE You may add to them if necessary 11 In the Spring the AWSC is on Friday evening
3. and in the Fall it is on Saturday morning Pie wh D IT IS WISE TO ALLOW YOURSELF EXTRA TIME For anything else that might need to be done Don t wait until the last minute Always have a plan B Murphy s Law ATTRACTON 1 Use a Save the Date flyer pre notice of Convention Assembly Include Date and Location 2 Include the Al Anon Logo found in the service manual on all flyers and AFG not Al Anon PLEASE NO ALTERATIONS TO THE LOGO 3 Use AFG Logo from Al Anon Alateen Service Manual on all flyers P 103 2014 17 service manual 4 Later a complete and informative flyer with map and or directions 5 Use newsletter Al Anon Alateen 6 Carry the message to those groups that have no GR 7 Give all reports back to chairperson 8 Use website www nynafg com 9 Notify Northern Hi Lights Editor with a copy of the registration form 10 Encourage Alateen to be involved in creating signs decorations 11 Put information into NHL Encourage AIS or District newsletters To do the same 12 Have the registration and flyers put up on NYN website and local AIS websites district newsletters 13 Perhaps it would help a great deal to use more AFG on any flyers registration forms etc connected to Convention Assembly to impress on us the need to use it Don t forget to use correct Al Anon LOGO from 2014 17 Service Manual Page 103 Make sure Al Anon and Alateen are spelled correctly REGISTRATI
4. HOW TO PLAN A CONVENTION ASSEMBLY These are suggested Guidelines that have worked over the past assemblies conventions NOTE The Spring Convention Assembly and Fall Assembly are financially self supporting the seed money must be returned to NYN treasury along with extra money raised over costs as a fundraiser for NYN This is covered under treasurer s duties HOST COMMITTEE CHAIRPERSON AND CO CHAIRPERSON Within the first 3 months of your position Meet with NYN Convention Coordinator prior to convention assembly to go over any questions and meet immediately after convention assembly to review pros cons and any concerns that came up during the event This will help the next district when planning their convention Take and send to convention coordinator notes on what is done for a final report Arrange for date and location of Convention Assembly Make appointment with hotel management to see their facilities and discuss expenses The Spring Assembly and Convention should be held the third weekend of May if possible As long as there are at least 2 weeks in between the World Service Conference and the Spring Assembly and Convention The Fall Assembly should be scheduled to avoid Sept Oct Jewish Holidays if possible If possible prior to signing contract with hotel have NYN Convention Coordinator review the contract and visit the hotel with you The purpose of the Spring Assembly and Convention is to provide a forum to help Group Represe
5. ON 1 10 11 12 13 14 15 Set up filing system and or book to keep records Keep a count of registrations returned number of people attending each program Keep a correct count of rooms used and a count of those attending banquet It is good to send a confirmation when registration is received Keep a count of pre registrations and walk in registrations separate Al Anon Alateen and AA Then a combined count Get name tags and logos for Al Anon and Alateen Note If your area has a convention bureau they will normally supply these name tags Be sure their name does not show on card by turning them over blotting out etc Your registration table will be busier Friday evening and early Saturday You will need extra help at that time Try to form separate lines for prepaid and unpaid It will move the lines faster You may want a separate table for meal tickets to be sold You will need people to work file boxes record book and name tags EX 2 people to work index file to locate returned registrations prepaid and unpaid Use last names file in alphabetical order from A to Z One book to record Al Anon Alateen and rooms used by each Can make banners or badges for officers of convention assembly Can make banners or badges for chair people of convention assembly Check P O Box daily for two months prior to event for pre registrations Any special needs on returned registrations need to be reported to Conventio
6. anning Committee giving the first and last names of the officers especially the treasurer and whoever the co signers are decided to be e A letter from the Area Treasurer indicating that bank statements are to be sent to the NYN Area Assembly address even though the contact and signatures are local people All you need is listed in 2 above And some money to open the account with 6 Suggestion Each table receiving cash funds be given envelopes Two people count the cash and place into envelopes with amount marked on outside Then have someone collect these and return to chairperson The Co Chair may want to do this For instance registration table every hour for every 200 or 300 over amount of cash on hand Each cash receiving table will need a starting amount and should have change on hand TREASURER S DUTIES 1 KEEP ACCURATE RECORDS 2 Responsible for all money receipts donations ticket sales for banquets registration fees State Sales tax exempt certificates etc 3 Opens bank account holds checkbook secures a cash box for receipts 4 Makes out all checks signs with a designated co signer 5 Pre authorizes ALL purchases Group conscience the committee may set an amount above which would require committee vote 6 Pay the bills for all committees 7 Advised chairperson of available balances receipts and expenses 8 Keeps permanent records of entries and withdrawals submits reports regularly to Convention commit
7. attending AFG Convention can be used to identify A correct count of rooms used is necessary Keep records of our people staying there through your registration table Not every committee does this Ask the hotel to keep a count of rooms reserved under NYN You will need a count for Friday Saturday and a combined count and any extra nights Please keep each day separate and then combined totals This will help future committees in planning Do you want entertainment for Friday icebreakers and Saturday following the banquet This should be up to the convention committee and what they can afford What is available Is there a stage room if needed Is it large enough Is there a dance floor Etc Please remember that this is a weekend of fellowships Allow time for members to network outside of the meetings Remember We do not affiliate so we do not use hotel motel mailing cards or stationary They do not use our name Al Anon because of the anonymity Use AFG on ALL signs Al Anon Family Groups Do not use Al Anon Hold your first committee meeting shortly after you have confirmed the date and location of the assembly Then every 3 months of the last 12 months before the Convention Assembly If necessary one meeting within the last two weeks If possible invite people who have had past experience working with convention committees people with food experience recordkeeping artistic ability etc Those who have been active and those eager to he
8. ccounts should require two signatures Chairperson Co Chairperson Chairperson Treasurer whatever works as a safeguard and as a protection to Al Anon and to the person in charge of the monies 2 Our Federal Tax number EIN necessary for opening a bank account is available through the NYN Area Treasurer 3 State Tax Exempt Certificate for sales tax exemption is also available through Area Treasurer This number is to be used ONLY for NYN purchases 4 Contact NYN Area Treasurer for seed money 750 Fall and 1000 for Spring to be used for securing the hotel 1 Then other expenses and guidelines for set up and operation of checking account e Account is setupasNYN____ year Spring Convention or Fall Assembly e Address used is NYN Area Assembly and Current NYN Treasurer e Bank statements are sent to NYN Treasurer who makes a copy for NYN records and then forwards the original and canceled checks to the Convention Assembly Treasurer e All seed money will be issued 15 months before the Convention Assembly and deposited in the account 5 Most banks will require documentation to authorize opening the bank account especially to use NYN s tax exempt status Check with the financial institution on what documentation is required to open an account You may need to have on hand a copy of the following e AWSC minutes where the decision was made to authorize the Districts to do the planning and handle the funds e Minutes of the Assembly Pl
9. et up projector screen f Need tables for displays and other information 4 tables AWSC material presentations literature forum and Public Outreach Check to see if presentation committee will need breakout rooms during Assembly presentation Check with NYN Area Chairperson for any special needs for AWSC and Assembly meetings 8 Banquet room same as assembly room or different room 9 Room for entertainment after banquet speaker Sunday Room for Alateen interest meeting 2 Spiritual panel Banquet Room Can they provide microphones and podiums if needed Make sure seating is adequate per room Watch for room dividers as they can be deceiving as far as space available Audio Visual Equipment NYN has a system stored in Syracuse AIS if needed You may only need Microphones cords and stands Also check with local community college to see if they loan out audio visual equipment Identify ahead of time someone who can help if something goes wrong If you need to borrow AV equipment you should be able to use it We also have a projector available for PowerPoint presentations at Syracuse AIS Does the hotel provide accommodations for convention assembly chair people and or hospitality chairperson Try to have these rooms extended off the hospitality room These above rooms are normally provided free of charge for commitment of rooms filled by our members This is unclear What kind of accommodations are needed or available for how ma
10. lp make good chair people and co chairs From there each chairperson forms her his committee Send ALL minutes of meetings to the NYN Convention Coordinator in a timely manner Have all chair people make suggestions to help decide what your theme is ONE YEAR PRIOR TO THE CONVENTION ASSEMBLY Have a special meeting including all your chair people Always have a co chair for each committee Discuss their responsibilities and how to begin their work Provide copies of these responsibilities to all host committee chair people Some of these positions may be combined Convention Chairperson and Co Chairperson Program lt Attraction Registration Hospitality Raffle and 50 50 Literature Public Outreach 7 Banquet Signs 10 Greeters gi j 11 Decorations OMmANANNNBWN RK All chair people are to make reports and give same to the Convention Assembly chairperson including the finalized report at the end of the convention assembly It normally works out well to have these meetings held one hour before a regular Al Anon meeting THE FOLLOWING ARE A FEW SUGGESTED GUIDELINES FOR CHAIR PEOPLE Chairpersons select co chairs and committee members makes and gives reports back to Convention Chairperson at each meeting and a finalized report at the end of the Convention Assembly PROGRAM 1 Contact the NYN Assembly Chairperson for business agenda Set up time slots for round tables workshops business agenda and Sunday
11. n Assembly Chair Alateens and Al Anon members under 18 must have notarized Permission and Medical Form along with their registration They must be accompanied by a parent legal guardian or sponsor All Alateen paperwork must be shredded as soon as possible after completion of convention assembly As registrations come in put all information into a data base make a copy of the check in the event there are questions regarding payment sent in and staple to registration form File alphabetically When convention is finished shred all registration forms and copies of checks Somewhere on registration form have a place for monetary donations for hospitality Have a place for DR luncheon YES NO the registration form see attached sample should include Location hotel room rate including any tax night Example 109 00 17 44 126 44 Are extra nights available before or after convention Program associated with Al Anon Alateen or AA Cutoff date for room reservation Travel direction if space available Will you be attending the convention or assembly When making reservations use AFG convention for room rate Toll free phone number if possible The registration form can be sent to the Newsletter newsletter nynafg com and to the NYN website web nynafg com Copies can be brought to the AWSC meeting and DRs can then make copies to distribute to their groups Reach out to groups with no GR DR Requests for help
12. ntatives fulfill their responsibility to hear the Delegate s report and to conduct area business at the Assembly meeting and to provide an Al Anon program for the rest of the participants ROOMS Panels Held at the Spring convention assembly may invite AA to participate Panels are held on Saturday and are led and attended by non voting Al Anon Alateen members There are no panels during the Fall Assembly Check with Presentation Committee to see if breakout rooms are needed New GR Meeting will be held on Saturday mornings led by the Immediate Past Delegate This is held at both Spring Convention Assembly and Fall Assembly Friday 1 Registration Raffles Literature 2 Hospitality 3 Spring 8 PM AWSC meeting need microphone 4 Room for Ice Breaker Open Al Anon Alateen meeting 5 Spring Room for AA to meet Saturday 1 Registration Raffles Literature 2 Hospitality 3 Fall 8 AM AWSC meeting need microphone 4 Spring amp Fall 8AM New GR meeting 5 Spring Al Anon Alateen Panels 2 morning workshops 2 afternoon workshops 6 Spring AA meeting room plans own program 7 Spring amp Fall Assembly 9 15 am 5 00 pm 1 a Need head table podium microphone b Seating for Delegate Alternate Delegate Immediate Past Delegate Chairperson Secretary and Treasurer c Should have adequate seating for Assembly members coordinators DR s and GR s d Try to have two microphones on the floor e Need place to s
13. ny people Does this mean extra bedrooms or offices Usually with a certain number of rooms booked the hotel will give you a free room for so many booked AL ANON HOSPITALITY ROOM Can finger foods etc be brought into the hospitality room Can we use the hotel s coffee pots or may we supply our own Are drop cloths required Used in the hospitality room to protect the floors What are the expenses of having coffee in the panel rooms if you desire Or is it possible for you to bring your own coffee to the panel rooms same as hospitality room Compare room rates and food expenses Pick up banquet menu and prices Request a breakdown of all expenses room food etc Meet with Banquet chairperson Are there other eating facilities at the venue and if so what are the prices Are there other restaurants near by Can a map be provided along with a list of local restaurants nearest drug grocery stores and attractions OTHER CONSIDERATIONS Where will your registration table and chairs be Decide where to have tables for raffles literature Public Outreach Forum and sales These tables may be placed in panel room or hospitality room where they are available and always attended But open areas have been used in the past ex lobby etc Look for attractions such as a swimming pool game rooms and maps Toll free number for hotel registrations Remember our members may not always let the operator know which convention they are
14. of individual members are suggested 2014 17 Al Anon Alateen Service manual pg 98 REPORTS Convention Assembly host committee to send reports of their meetings and what the committee people have decided to have or do for their convention assembly back to the NYN Convention Coordinator Return finalized reports of convention assembly and financial report for Coordinator This will enable the coordinator to keep records and give reports at AWSC meetings Spring Assembly and Conventions and Fall Assemblies NYN Convention Coordinator has a notebook of previous year s reports which will give you an idea of what is included in a report Make sure it has STATEMENT OF ANONYMITY In the spring it should be read the opening of each panel and Banquet spiritual panel Suggest one reading from Al Anon and Alateen Service Manual It is good to read this at the opening of the Convention Assembly and Opening of Banquet Refer to page 93 Anonymity in the 2014 2017 service manual COPYRIGHTS Al Anon Alateen Conference Approved Literature CAL The Forum and most service materials tools are copyrighted The WSO does not grant permission for substantial reprints of CAL in Area district or other service arm newsletters or to outside publications in the U S and Canada It is not necessary for Al Anon Alateen service arms to obtain permission to excerpt items of interest from Area Highlights Alateen Talk the Inside Al Anon section of The
15. ospitality SIGNS 1 Decide on which signs are needed 2 How many do you need for each panel room assembly meeting AWSC meeting Sales Table Raffle amp 50 50 Table Banquet Hospitality Room Registration Table Literature and Public Outreach Table 3 May be you know someone artistic 4 Remember to use AFG and NOT Al Anon on signs GREETERS 1 Decide how many 2 Busy time Friday evening and Saturday morning 3 Can wear something relative to theme in order for members to spot greeters EX Hat shirt flower you decide BANQUET 1 The outgoing delegate is the speaker at the election assembly banquet 2 Chairperson maybe moderator This is usually the chair or co chair on planning committee or it can be anyone committee chooses 3 Make or get tickets 4 Arrange seating for head table if one is to be set up Not mandatory 5 Gift for guest speaker 6 If desired provide entertainment 7 Microphones and podiums if not provided by management need one for podium and two for floor during convention assembly need just podium for banquet 8 Arrange for prayer before dinner and who will say it remember we are a spiritual program 9 Tables may be decorated Use hotel decorations if available THEY MAY BE FREE Select the colors for the table linens 6 RAFFLE amp 50 50 1 Get tickets decide what kind of raffle white elephant or theme baskets or regular Get as many people as possible involved and working at raffle
16. raffle and hospitality donations can be posted in the newsletter HOSPITALITY 1 Ask each GR to go back to their group and ask members to bring finger foods etc passing a list of time slots for members to place name and what they will bring and when Put an article in Northern HI Lights asking for donation to the hospitality room either in supplies food or money Snacks Friday PN Donuts etc Saturday AM Small sandwiches Saturday noon Snacks Saturday PM table Donuts etc Sunday AM NOTE Catered breakfast and lunch may be a part of Convention Assembly package depending on committee s decision Make time slots for people to work getting as many different people involved as possible Get all necessary supplies such as coffee sugar cream stirring sticks cups napkins small plates drop cloth if needed table covers if needed coolers thermos coffee pots etc Make arrangements for someone to transport nonperishable supplies left over to the next convention After the Fall Assembly if any perishable or time sensitive supplies remain they should be given to NYNAC If desired donation container can be made and placed on coffee table Sign for Open and Closed hours It may be closed during the panel time slots if desired and during Assembly meetings round tables etc Or it may be open at all times 6 Maintain a message board in hospitality room 7 Place an area on registration form for monetary donations to h
17. table and selling tickets Make time slots for each Announce the message of help needed to supply raffle needs crafts etc Some members may want to get together and work on making items You will need a cash box or bag for money Have a 50 50 if you wish This is a good money maker Record profits and sales and report to be given to chairperson or Treasurer May give the Treasurer large amounts of money to be kept in the hotel safe Have treasurer provide some startup money for making change 10 Keep raffle basket and any other monies collected separate You will need this for your report 11 Keep accurate records for all sales N OC HONAAKRYW SALES TABLE IS PART OF RAFFLE 1 Announce the message of needs crafts etc and keep a list of same Work through GRs and members May order items for sales table Remember we do not affiliate Again some members may enjoy working together making items Get people involved in helping and work out time slots for each You may call on literature depot If your area does not have one call on nearest one to you if possible or contact NYN Literature Coordinator Sh aia cel Raffling various articles at meetings or other gatherings is a matter of autonomy but to avoid commercialism in the fellowship it is suggested that these items relate in some way to our spiritual principles Items such as Al Anon or Alateen books subscriptions to the Forum or the donated products of the creative efforts
18. tee 9 Assists in making a proposed budget for all committee expenses 10 Daily during convention assembly places monies in safe deposit box at hotel 11 Reimbursement requests MUST be accompanied by detailed receipts and submitted to convention treasurer ASAP after purchase 12 Returns all profits to NYN Treasurer within 3 months seed money can be returned within 1 month 13 All Checks must be deposited within 1 week of receipt You may also find help and suggestions for planning and running your Convention Assembly using WSO Al Anon Guidelines This is Al Anon Alateen Area Conventions G 20
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