7. SELECITON OF CONFERNCE SITE
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7.1 BID COMITTEES
All verbal reports given during business meetings must be clear, well prepared and limited to 2 minutes. Written reports, specified under committee members duties, must be submitted prior to the meeting, and should be turned in with at least 2 extra copies for the secretary and the archivist. No motions may be made during committee reports, and questions should remain limited. Items of discussion from committee reports requiring a motion should be discussed solely in Old and New Business.
7.2 SELECTION OF CONFERNCE SITE
The Advisory Council shall have sole and final authority over selection of the conference host city. In choosing the site of the conference, the focus is especially to reach those areas, which historically have had little exposure to such conferences. The Advisory Council will encourage the participation of all cities and counties within the Conference scope. All bids will be given equal consideration, regardless of size, population, or location. Conference site selection shall be done by “Third Legacy Procedure” (see AA service Manual) after thorough discussion and a motion to vote has been made and seconded.
7.3 BID REQUIREMENTS
BID REQUIREMENT #1: Each bidding committee must have at least three AA members who have been continuously sober for a minimum of one year.
BID REQUIREMENT #2: Bidders must have commitments from at least two appropriate facilities (Hotels, Universities, Convention Centers, Gymnasiums, etc.) so sized as to accommodate the entire conference. Please include proposed dates for the conference and a showing of available meeting space. The cost of the facility must be included. Bidders must provide information regarding housing for attendees, including cost and accessibility to the proposed conference site. If awarded the conference, the host committee agrees to have a signed contract within 45 days.
BID REQUIREMENT #3: Bidders must provide a permanent mailing address for their committee, and if
available provide an email address also.
BID REQUIREMENT #4: A letter of assurance from a local AA service body (district, intergroup, etc.) that no large-scale AA activity will be held in the proposed general service area within a period of 30 days before, and 30 days after the proposed conference dates, is required.
BID REQUIREMENT #5: Please demonstrate how the bid committee has been involved with General
Service (some have chosen to get a letter of support or to show how their group was active in area or
district service).
BID REQUIREMENT #6: Bid committees should be able to demonstrate financial autonomy and
responsibility, within the spirit of the 12 Traditions of AA.
BID REQUIREMENT #7: Bidders must show the WSCYPAA Advisory Council that they have compiled the necessary research to determine the effects that Federal, State, Provincial, and/or local taxes would
have on the proposed conference.
BID REQUIREMENT #8: If awarded the conference, the new host committee must agree that all proceeds, after conference and core advisory expenses and donations of up to 25% of the remaining proceeds to AA service bodies in their area, will be turned over to the WSCYPAA Advisory Council for their disposition following the conference.
BID REQUIREMENT #9: Bids can take no longer than 20 minutes to present.
BID REQUIREMENT #10:Please draft a statement illustrating the reasons why you wish to host a
WSCYPAA in your area.
7.4 Hosting of Conference If No Bid Presented
In the event that no city presents a bid, an emergency meeting of the Advisory Council shall be called without delay. All past and present Advisory Council members shall be invited in order to find a suitable site for the conference or to determine if the conference should be suspended. In this event, the subsequent fate of the Advisory Council and its functions must be determined.