Arrange for an announce the agenda for all Committee Meetings prior to meetings. Chair chooses time and place of the meeting, no debate.

Open Committee Meetings and maintain meetings in reasonable order.

Recognize members entitled to the floor.

Chair has no vote and does not participate in discussion. Chair is completely impartial.

State and put to vote all motions properly made and seconded.

Announce the results of all votes.

Affix his/her signature to all appropriate Committee actions.

Must be one of the signatures on the bank account.

Other duties that are consistent with Chairperson.

In the absence of the Chairperson, shall accept the full duties of the Chairperson.

Carry out the various duties assigned by the Committee.

Fill the role of open positions until that position is filled.

Must be one of the signatures on the bank account.

Other duties, which are consistent with the role of Co-Chairperson.

Should keep well informed of what is happening on each sub-committee and assist as needed

Keep accurate records of all Host Committee financial transactions.

Give financial report at Host Committee meetings.

Have in possession all bank statements and checkbooks at all meetings in order to be prepared to make deposits and disbursements during meetings.

Maintain all accounts subject to inspection at any time.

Obtain electronic means of accepting payments (i.e. Square, Venmo, Paypal, etc.)

Must be one of the signatures on bank account.

Other duties, which are consistent with the role of Treasurer.

Act as custodian of all Host Committee materials.

Keep and transcribe meeting minutes to be emailed to Committee Members within 72 hours of the meeting.

Furnish information from our records to anyone from Host or Advisory who requests it.

Other duties, which are consistent with the role of Secretary.

Is responsible for locating, coordinating with, and contacting prospective hotels, sites, and venues for NHSCYPAA.

Obtains written commitments from facilities to comply with convention requirements.

Shall represent NHSCYPAA in a professional and responsible manner.

Suggested to bring Chair or Co-Chair of committee to ensure consistency and clear recognition of negotiations.

Responsible for discovering rules and regulations of the facility space, and directs these conditions to the Program Chair to be made known to attendees during announcements.

Must be in direct contact with NHSCYPAA Advisory Council during all negotiations.

Signs final contract ONLY UPON APPROVAL from both the Advisory Council and Host Committee.

Works in collaboration with Events Chair, and Arts & Graphics Chair.

Shall come up with schedule for actual NHSCYPAA conference and make readily available to attendees however Host Committee sees fit (printed programs, posters, etc).

Is responsible for creating “podium book” for conference.

May form sub-committee and should keep the full committee informed of discussions and actions taken at these meetings.

Responsible for coordinating marathon meetings if Host Committee decides to do so at conference.

Coordinate all planned events at convention.

Responsible for finding entertainment for the conference in timely manner.

Prepares and submits budgets for the sound equipment or any other entertainment related expenses, for conference, to the Committee.

May need to work closely with Hotel Chair to ensure hotel has no restrictions that may affect any entertainment.

Responsible for finding any and all speakers for conference the Host Committee agrees to have.

Propose budget for all speaker expenses (ex hotel room, travel, gifts, and food).

Shall find hosts, book flights, and hotel rooms for speakers.

Arrange for the recording of all speakers at NHSCYPAA, ensures the integrity of the audio files, and provides a copy of the digital audio files to the NHSCYPAA Archives.

If Host Committee agrees, is also responsible for procuring any and all speaker gifts.

The Outreach Chairperson shall outreach all NHSCYPAA functions within the Twelve Traditions of A.A.

Willing and able to travel across the region to share NHSCYPAA news and events.

Should develop and implement an outreach plan that includes the entire region of NHSCYPAA.

Responsible for outreaching all NHSCYPAA committee functions.

Works closely with the Events and Arts & Graphics Chairs in order to produce outreach materials for all schedules events.

Coordinates announcements about NHSCPYAA committee meetings and events.

Forwards all pertinent outreach information to the Website Chair.

Stores the outreach table materials.

Responsible for coordinating volunteers and transportation of outreach table materials to and from all NHSCYPAA presence requests.

May form a sub-committee and should keep the full committee informed of discussions and actions taken at these meetings.

Keeps a running record of registration.

Submits copies of registration flier to Outreach for distribution.

Prepares registration packets - name badges, program, and other special conference items, such as markers and stickers.

Staffs Registration Table at the conference.

Coordinates with Treasurer to make each money drop at the Conference.

Informs committee of up to date registration numbers at each Host Committee meeting.

Proposes budget of expenses for registration supplies and is responsible for purchasing such items.

Shall find locations and arrange events that promote unity and recovery among young people in A.A. regardless of age.

Has knowledge of A.A. Traditions and plans events in conformity with them.

Coordinates committee-approved budgets with the Treasurer.

Develops ideas for events and arranges all aspects of such events, including but not limited to the place, date, time, speakers, costs, refreshments, music (if necessary), etc.

Recruits volunteers to help organize and run all events.

Works closesly with the Outreach and Arts & Graphics Chairs in order to produce outreach materials for all scheduled events.

May form a sub-committee and should keep the full committee informed of discussions and actions taken at these meetings.

Present a proposal for events to Committee for approval.

Is responsible for finding Committees to co-host events with.

Designs and produces all approves printed and digital material requiring graphics (fliers, tickets, banners, t-shirts, etc)

Has access to a computer or tablet with appropriate digital technologies.

Works closely with the Events and Outreach Chairs in order to produce outreach materials for all scheduled events.

Researches economical production options and presents them to the Committee for final decision by group conscience.

Works with Registration Chair on registration flier.

Works with Program Chair to create the digital and/or physical program.

Responsible for opening and closing all Committee meetings with a prayer.

Responsible for reminding the committee of the spiritual aspect of our service work.

Has full authority to stop a Committee meeting for a prayer during a heated debate, ever reminding us of our primary purpose.

Shall create a menu for conference.

be responsible for purchasing and making available all food, and beverages at conference.

Should recruit help during conference and work closely with Program Chair and Hotel Chair to ensure fluidity and be aware of any restrictions the hotel may have.

Responsible for creating a budget and present it to the Committee for approval.

Responsibilities include procuring silverware, cups, plates, bowls, etc.

Will submit receipts to Treasurer prior to and during the conference.

Is responsible for hosting activities and meetings to promote unity among NHSCYPAA Committee Members.

These activities can be anything that brings members closer together and enhances the spiritual atmosphere and sense of community within our Committee. Including, but not limited to plain ordinary whoopee parties.

Responsible for creation and maintenance of NHSCYPAA website upon establishment.

Shall update the website for each event or any new information relevant to the Conference that becomes available.

Responsible for updating NHSCYPAA Facebook page with new number and theme.

Works together with the Events, Graphics, and Outreach Chairs to make sure all outreach /events materials are posted and removed from the website in a timely manner.

Works with Registration chair to maintain the NHSCYPAA email system and promptly update whenever necessary.

Make sure the website has the ability to take registrations for the conference and allows attendees to pay online, if the committee agrees to do so.

If and when committee decides to have an e-pay account, Web Chair shall work closely with Treasurer and Registration Chair to ensure that they are aware of any payments or registrations that have been made.

Shall maintain a sign-up sheet for volunteers for security at the conference.

Coordinate with Hotel Chair to ensure that all hotel rules and regulations are known and followed.

Assure respect for all guest areas, manners are expected AT ALL TIMES- we are guests.

See that each person on security has some type of identification indicating that they are security (ie. Ribbon on name tag, vests, serenity keeper tshirts, etc.).

Responsible for obtaining any communications equipment needed (such as walkie talkies) for the conference.

May organize sub-committee

Shall solicit and accept all submissions of ideas for T-shirts emblem or artwork which agrees with the conference theme and which will appear on memorabilia.

Responsible for proposing budget of all expenses.

Conference committee shall vote on a final design to appear on the t-shirt and other merchandise. (Budget approval needed prior to ordering)

Gets comparison pricing, lead times, deadlines, and places orders for merchandise.

Make t-shirts, mugs, pens, buttons, hats, or any other printed objects available at all events prior to (if desired) and at the conference.

Responsible for inventory and sales of all merchandise and reporting back to the Committee.

Staffs merchandise table at conference, keeping in mind that money will need to be kept and counted.

Coordinate with Treasurer to make each money drop at the conference.

If committee agrees, will coordinate placement and seating of hearing impaired with the interpreter and other accessibility requirements.

Responsible for the procuring ASL Interpreter.

Works in collaboration with Hotel chair to discover any areas of the Hotel/Conference space that may need accessibility attention and accommodations.

Ensure that handicap accessibility is available for attendees who may require it.