52nd ICYPAA Host Committee
The Host Committee is a group of alcoholics and elected Al-Anon representatives, who have the honor of organizing and hosting the 52nd ICYPAA.
What do we do? The Host Committee is made up of elected Alcoholics and volunteers who carry out the necessary tasks for putting on ICYPAA each year. There are lots of job descriptions and details about how we vote on important issues. The short version is that we work within A.A.'s 12 traditions to come up with ways to support, strengthen and carry A.A.'s three legacies: Recovery, Unity and Service.
Details on all the guidelines our committee has chosen to follow can be found here: 52nd ICYPAA bylaws.
Join the 52nd ICYPAA Host Committee
We want to hear your voice and work with you to experience the fun of serving on the Host Committee. Our meetings can seem long and even confusing if your new to the process. But we encourage you to ask questions and come hang out... Our goal is to have a really good time and in the end, we'll get to host ICYPAA too!
Host Commettee Meetings:
Every Sunday of the month from 2 - 6pm, at the VA Hospital 3rd Floor Conference Room (3036W) 423 E.23rd St. @ 1st Ave. New York, NY 10010
(Please note, as the conference approaches, we may hold Host Committee meetings at the hotel. Please check the home page for updates)
Sub-Committees
The Host Committee is made up of lots of 'sub-committees...' These are committees typically headed up by an elected 'chair' and they focus on specific tasks; these committees work together on big projects and sometimes bring back recommendations to the full committee. For example: we recently held a dance and an A.A. meeting; the Events committee came up with a theme, found a venue and began making plans for decorations and music etc. They let the Graphics chair know the details of the dance and he worked with his committee to create a flier asap! That flier was emailed off to the Outreach chair who strategized with her committee on the best ways to let everyone know about the dance. Corrections & Treatment Facilities Chair got in contact with local facilities to let them know that there was an opportunity for alcoholics to gather in fellowship. At the dance the Registration Chair and her committee organized a table where people could sign up early for the 52nd ICYPAA. Lots more people lent a hand, but this gives you an idea of how these committees relate.
Below, is a list of each committee and a brief descriptin of their duties:
(Each chair positon has an alternate chair who works closely with the chair to understand their duties and to take over if they have to vacate their position)
- Chair and Alt-Chair
Responsible for the overall functioning of the committee. Conducts all business in accordance with the NYC Host Committee Guidelines.
- Treasurer and Alt-Treasurer
Responsible for maintaining financial records for a
conference.
- Secretary and Alt-Secretary
Acts as the custodian of all committee materials. Answers all correspondence and ensures that all documentation and other communications media maintains the integrity and language as described in the NYC Host Committee Guidelines.
- Hotel Chair and Alt-Hotel Chair
Responsible for developing and negotiating the hotel
contracts.
- Program Chair and Alt-Program Chair
Creates and coordinates a detailed program for the conference. Responsible for securing speakers for all main meetings, panels, and workshops throughout the conference.
- Registration Chair and Alt-Registration Chair
Coordinates all new and old registration records as they pretain to the 52nd ICYPAA. Works closely with the Treasurer, Graphics Chair, Outreach, and Secretary to fulfill duties.
- Outreach Chair and Alt-Outreach Chair
Should develop and implement an outreach strategy that covers local, national, and international A.A. Responsible for outreaching all ICYPAA and committee functions. Works closely with the Events and Graphics and Registration Chairs to fulfill duties.
- Website Chair and Alt-Website Chair
Responsible for maintaining up-to-date website content. Works together with the Events, Graphics, and Outreach Chairs to fulfill duties.
- Events Chair and Alt-Events Chair
Responsible for finding locations and arranging events deemed appropriate by the committee that promote awareness of the convention, unity, and recovery as well as opportunities for service among A.A. Members.
- Graphics Chair and Alt-Graphics Chair
Designs and produces all printed and digital committee-approved material requiring graphics (fliers, tickets, programs, signs, banners, website, etc.)
- Merchandise Chair and Alt-Merchandise Chair
Works closely with the Graphics Chair to design a graphic that best suits the conference theme for t-shirts, stickers, buttons, etc. Researches economical production options for all 52nd ICYPAA merchandise.
- C&TF Chair (Corrections and Treatment Facilities)
Responsible for outreaching the Conference to Corrections and Treatment Facilities and encouraging them to allow groups of patients to attend. Responsible for coordinating weekly meetings inside the juvenile wing of Rikers Island and keeping NY Inter-Group informed on all aspects of the Rikers Island commitment. Works with the local C&TF committees to communicate with correctional and treatment facilities about A.A. and the 52nd ICYPAA. Proposes C&TF-related service opportunities to the Host Committee.
Each month, is responsible for contacting the Dr.’s Program Coordinator with contact information for at least one qualified young alcoholic volunteer. Recruits volunteers for all PI commitment requests throughout New York City. Works with the local CPC and PI committees to communicate with professionals and the public, including the media, about A.A. through ICYPAA. Proposes CPC and PI-related service opportunities to the Host Committee.
Acts as the liaison between the committee and the General Service Office.
Acts as the liaison between the committee and SENY (Area 49.) Informs the SENY Agenda Chair and Link Editor of the Conference and upcoming committee events. Stays informed of all SENY Assemblies and standing committee activities.
Acts as the liaison between the committee and NY Inter-Group. Informs “Sober News” of the Conference and upcoming committee events. Stays informed of all quarterly Inter-Group and forum meetings. Organizes late-night phone answering commitments for NY Inter-Group on the 2nd Saturday of each month from 10:00pm-2:00am. Proposes NY Inter-Group-related service opportunities to the Host Committee.
Acts as the liaison between the committee and all U.S. Inter- Groups & Central Offices, keeping them informed of the Conference and upcoming committee events.
Acts as the liaison between the committee and all cities bidding for the 52rd ICYPAA. Should initiate and maintain contact with all bid cities so as to best serve them at the 52nd ICYPAA.
Responsible for preserving the spirit of the 52nd ICYPAA for future A.A. members to see. Responsible for collecting fliers, documents, memorabilia, and data that will help preserve the 52nd ICYPAA experience.
Works with the local Accessibility/Special Needs committees to communicate with, outreach to, and accommodate Special Needs communities for the 52nd ICYPAA. Organizes accommodations for the hearing impaired, handicapped and any other special needs attendee. Works closely with Registration Committee to know who is in need of accommodation.
Works closely with the dormant NYCYPAA Chair to field any 12th Step Call requests / service opportunities to the Host Committee.
Acts as the liaison between the committee and Al-Anon. Responsible for outreaching to Al-Anon and keeping them informed of the Conference and upcoming committee events. Should work closely with the Program Chair to design the best possible Al-Anon Program for the Conference.
Works with and assists the local Literature committees to ensure that literature is available for sale/distribution at the Conference and all appropriate committee events.
Works with and assists the local Grapevine/La Viña committees to ensure that Grapevine materials are available for sale at the Conference and all appropriate committee events. Informs The Grapevine/La Viña of the Conference and upcoming committee events.
Responsible for reminding the committee of the spiritual aspect of our service work. Calls a prayer during heated debate, ever reminding us of our primary purpose. Helps coordinate all committee unity/fellowship gatherings outside of committee meetings and events.
Responsible for coordinating set-up and clean-up at all committee meetings, events, and at the Conference where necessary. Should coordinate and maintain a list of volunteers to assist with various jobs.