Overview

At any given time, NHSCYPAA is comprised of at least one and up to three or more of the following bodies: the advisory council, the host committee, and one or more bid committees. The functions of the advisory council and the host committee are outlined in our bylaws and with further clarification
in the frequently asked questions.

The purpose of this document is to outline the bidding process and the responsibilities of the bid committee. At the bottom of the page, you will find our bid requirements. There are also links to printable versions of the bid requirements at the bottom of this page.

The Bid Committee

In the months prior to the conference, one or more people may decide that they would like to host NHSCYPAA in their city (or a nearby city) the next year. Proposals (bids) from different cities are heard by the advisory council during the bid session at each conference.

The first step is to form a loose committee comprised of a chair, co-chair, secretary, treasurer and hotel site chair (see bid requirement #2)--these are the bid committee chairpersons. Others are more than welcome to join the bid committee, and a demonstration of strong support makes a bid that much more attractive. There are certain requirements as to the age and length of sobriety for members of the bid committee (see bid requirement #1).

The responsibilities of each chairperson are traditionally something like the following:

Chair: Conducts the meetings of the bid committee. Is also responsible for notifying committee members of upcoming meetings and ensuring that communication between committee members is as clear as possible. Traditionally the chairperson does not have a vote in the committee meetings.

Co-Chair: Assists the chairperson in all of his/her duties and assumes all responsibilities of the chair should he or she become unable to perform those duties. Traditionally does not have a vote when acting in the capacity of chairperson during meetings.

Secretary: Takes and distributes minutes of the committee meetings. These minutes must be available at the bid session (see bid requirements #3).

Treasurer: Keeps records of all financial transactions by the committee (see bid requirement #7). Collects 7th tradition at the meetings.

Hotel Site Chair: Responsible for obtaining the hotel commitment(s) (see bid requirement #4).

The bid committee's first responsibility is to ensure that it has done its best to meet the bid requirements as outlined below. The next order of business is deciding how to present the bid creatively at the bid session.

The Bid Session

There are few hard and fast rules here; all bid committees will be allowed 20 minutes to present their bid in a manner of their choosing. We ask that bid committees inform the advisory council of their intent to place a bid 30 days before the conference, but all bids will be heard regardless.

The bid committees will be asked to leave while the advisory council votes, and they will be called back in after a final vote is reached.

If your bid is incomplete, or if you haven't got a bid together by the conference and would like to be considered, show up to the bid session anyway and present what you have. In the event that no complete bids are presented at the conference, a time and place for another bid session will be set by the advisory council.

The most important suggestions we can make to you about bidding are:

Be prepared.
Be creative.
Be enthusiastic.
And most of all...

HAVE FUN!!!

After the Bid Session

After the advisory council awards the bid, the bid committee sets a meeting to hold host committee elections and then disbands. Holding a chair position on the bid committee does not guarantee the same (or another) chair position on the host committee. The advisory council will be present to conduct the host committee officers elections. As soon as the officer positions are filled, the meeting is turned over to the new host committee. For more information, please see our bylaws and frequently asked questions.

Bid Requirements

The following is a list of requirements that bidders must fulfill and present to the NHSCYPAA Advisory Council at each year's Conference. Bidders 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. Please include the proposed dates (usually the first weekend in March) and diagrams of the available meeting space (suggested theatre style seating for 200 people, 60 guest room nights (30 Friday and 30 Saturday), 2 meeting rooms for 30 plus. All costs, both to the Committee and to the attendee, must be outlined (i.e. Coffee price, banquet price, and room rate two nights before and after the event.)
5. Bidders must arrive at a registration price and have available a temporary pre-registration flyer with a mailing address.
6. To ensure that 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.
7. Prospective bidders will be required to provide financial records from committee activities, demonstrating financial autonomy and responsibility within the spirit of AA's Twelve 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.