8. THE CONFERENCE

The most important job that a member of the WSCYPAA Advisory Council has is to encourage participation in our conference among the members of Alcoholics Anonymous in the scope of the Conference. This means encouragement both of AA members to attend, as well as to inspire the formation of Bid Committees to bid for the conference. Both of these actions will go a long way in preserving our Continuity.

All WSCYPAA conferences shall be designated as such and be further distinguished by a number (WSCYPAA 1, WSCYPAA 2, and so on) so as to preserve autonomy and character. No WSCYPAA shall ever be held in conjunction with any other function, AA or otherwise. All WSCYPAAs shall also go to the greatest possible lengths not to schedule their conference in conflict with any other major AA function taking place in the scope of the conference.

All WSCYPAA host committees are obliged to pay all the bills involved with hosting their conference and cannot expect the Advisory Council to assume any financial responsibility for it. However, as stated in the Bidding Requirements, after all host committee bills are paid by the host committee, and all core expenses are covered for the advisory council, then the net proceeds shall be split 25% between the previous host committee (for disbursement to AA service bodies of their choice) and 75% for the advisory council, to the extent that such funds replenish the Advisory Council’s prudent reserve, operating budget, and conference support fund. The WSCYPAA host committee is to provide an initial conference budget to the Advisory Chair and Treasurer one month after being awarding the conference. With a final budget by due one month prior to the conference.  Any increases to the conference budget must be signed off on by the Advisory Chair and Treasurer. All other material produced by the conference shall also be forwarded to the Advisory Council and go in its archives. Each host committee will have ninety days after the close of its conference to forward a financial statement and the net proceeds to the Advisory Council Treasurer. It shall be the responsibility of the newly elected members of the Advisory Council from the Host 

The Host Committee should be offered all prior conference material together with whatever individual or collective information the Advisory Council members possess. Once chosen, the Host Committee shall be given complete autonomy from the Council in those matters concerning the planning of the conference. The Council stands ready to assist when requested, or when the Host Committee is unable to plan and conduct the conference; or if necessary the Council shall assume the planning and conduct of the Conference, or shall delegate the same to a new and able Host Committee

The annual site contract will require the signature of the host committee facilities chair or designated host committee member. The designated host city representatives will review the final contract with the advisory council in order to secure a conference venue. We encourage the host group’s autonomy to negotiate and provide competitive options to consider. This section is only intended as a failsafe to protect the financial integrity of the conference structure.