The following is a list of requirements that bidders must fulfill and present to the NHSCYPAA Advisory Council at each year’s conference. Bidder’s are asked to inform the Advisory Council Chairperson at least 30 days prior to the conference of their intent to bid, however all bids will be considered. Each bidding committee will be allowed 20 minutes to present a bid that meets the criteria outlined below.
1. At least three AA members under the age of 35, with a minimum of one year of sobriety must represent the bidding committee. Bids must be presented in a manner that is consistent with the 12 Traditions of AA.
2. Bidders should have in place a loose bid committee, consisting of a chair, co-chair, secretary, treasurer and hotel site chair.
3. The secretary should keep minutes of the meetings and have them available for presentation at the bid session.
4. Bidders must have commitments from at least one, but preferably two hotels so sized as to be able to accommodate the entire conference. See separate hotel document for requirements.
5. Bidders must arrive at a registration price and have available a temporary registration flyer with a mailing address.
6. To ensure the NHSCYPAA operates in the spirit of cooperation, bid committees will show that no large-scale AA activity will be held in their city 30 days prior and 30 days after the proposed conference dates. This should be demonstrated with a letter from the District Committee Member (DCM) as well as a list of any large-scale AA events and activities that are scheduled near the proposed conference dates. Consider the dates of NERAASA.
7. Prospective bidders will be required to provide financial records from committee activities, demonstrating financial autonomy and responsibility within the spirit of AA’s 12 Traditions.
8. Bidders must provide a concise statement illustrating their reasons for bidding.
9. Bidders must provide a suitable location for the host committee to hold its meetings.
The following is a list of hotel requirements for future sites of NHSCYPAA.
1. Conference must be scheduled on or around the first weekend in March.
2. It is best if we have run of the house where no other events will be taking place at the same time as our conference at the hotel.
3. Theater style seating for at least 400: Friday night from 7pm – 10pm with a dance after, Saturday night from 7pm – 10pm with a dance after, and Sunday morning around 10am until noon.
4. Breakout rooms:
6. A guest room block of 30 rooms Friday, and 30 rooms Saturday. The room rate should be available two nights before and two nights after the event.
7. The group room rate should be available throughout the conference weekend. We have many walk in attendees.
8. The room rate should include single, double, triple and quad occupancy.
9. Space for several tables for registration and information for other conferences at or near the main entrance/gathering area.
10. All prices except guest room rates to be inclusive of tax and gratuity.
11. We must be able to pay the remainder of our bill (after deposit) on Saturday evening or Sunday morning as most of out attendees are walk-ins and their registrations are what we use to pay the bills. This is how we have operated for years with no problems. We have hotel references from the past 3 years available upon request.
1. At least three AA members under the age of 35, with a minimum of one year of sobriety must represent the bidding committee. Bids must be presented in a manner that is consistent with the 12 Traditions of AA.
2. Bidders should have in place a loose bid committee, consisting of a chair, co-chair, secretary, treasurer and hotel site chair.
3. The secretary should keep minutes of the meetings and have them available for presentation at the bid session.
4. Bidders must have commitments from at least one, but preferably two hotels so sized as to be able to accommodate the entire conference. See separate hotel document for requirements.
5. Bidders must arrive at a registration price and have available a temporary registration flyer with a mailing address.
6. To ensure the NHSCYPAA operates in the spirit of cooperation, bid committees will show that no large-scale AA activity will be held in their city 30 days prior and 30 days after the proposed conference dates. This should be demonstrated with a letter from the District Committee Member (DCM) as well as a list of any large-scale AA events and activities that are scheduled near the proposed conference dates. Consider the dates of NERAASA.
7. Prospective bidders will be required to provide financial records from committee activities, demonstrating financial autonomy and responsibility within the spirit of AA’s 12 Traditions.
8. Bidders must provide a concise statement illustrating their reasons for bidding.
9. Bidders must provide a suitable location for the host committee to hold its meetings.
The following is a list of hotel requirements for future sites of NHSCYPAA.
1. Conference must be scheduled on or around the first weekend in March.
2. It is best if we have run of the house where no other events will be taking place at the same time as our conference at the hotel.
3. Theater style seating for at least 400: Friday night from 7pm – 10pm with a dance after, Saturday night from 7pm – 10pm with a dance after, and Sunday morning around 10am until noon.
4. Breakout rooms:
- 1 Marathon Meeting room for 24 hour marathon meetings starting on Friday afternoon and ending around 10am on Sunday. Theater style seating for around 30+ people.
- 2 or 3 other meeting rooms for panel/topic meetings. Should be available from 9am to 6pm on Saturday. Theater style seating for around 30+ people in each. The main meeting room is usually split into two or three rooms throughout the day on Saturday to accommodate this.
- 1 breakout room for hospitality. If an additional conference room is not available, you may consider renting a guest room for these purposes
6. A guest room block of 30 rooms Friday, and 30 rooms Saturday. The room rate should be available two nights before and two nights after the event.
7. The group room rate should be available throughout the conference weekend. We have many walk in attendees.
8. The room rate should include single, double, triple and quad occupancy.
9. Space for several tables for registration and information for other conferences at or near the main entrance/gathering area.
10. All prices except guest room rates to be inclusive of tax and gratuity.
11. We must be able to pay the remainder of our bill (after deposit) on Saturday evening or Sunday morning as most of out attendees are walk-ins and their registrations are what we use to pay the bills. This is how we have operated for years with no problems. We have hotel references from the past 3 years available upon request.
