NIA Conference Hosting Panel: Advisory Committee Responsibilities
The Conference Advisory Committee of NIA plays a crucial role in bidding on and facilitating conferences such as the NIA Spring Conference, NIA Big Book Conference, and Illinois State Conference. The committee, consisting of 4 members and the Alternate Area Chair, serves a 4-year rotating term to ensure continuity and appropriate qualifications. They assist in contract negotiations, review hotel proposals, and coordinate event dates with Southern Illinois Area, Chicago Area, and G.S.O. Written proposals from hotels must include room availability, rates, meeting room costs, coffee charges, and banquet meals.
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NIA Conference Hosting Panel 72 Conference Advisory Committee 08/25/2022
TheT The Conference Advisory Committee: The Conference Advisory Committee: NIA Handbook NIA Handbook The Conference Advisory Committee assists with bidding on and facilitating the N.I.A Spring The Conference Advisory Committee assists with bidding on and facilitating the N.I.A Spring Conference, Conference, the N.I.A. Big Book Conference, and the Illinois State Conference when it s held in N.I.A. the N.I.A. Big Book Conference, and the Illinois State Conference when it s held in N.I.A. The Conference Advisory Committee is made up of 4 people and the Alternate Area Chair. Members The Conference Advisory Committee is made up of 4 people and the Alternate Area Chair. Members serve a rotating term of service for 4 years. Members will rotate two at a time at two serve a rotating term of service for 4 years. Members will rotate two at a time at two- -year intervals. This This will achieve consistency and continuity. No member will serve more than 4 consecutive years. will achieve consistency and continuity. No member will serve more than 4 consecutive years. As terms rotate, the current Advisory Committee will submit the names of candidates willing to serve. As terms rotate, the current Advisory Committee will submit the names of candidates willing to serve. Members will then be appointed by the Area Chair, rather than elected, so as to assure we choose Members will then be appointed by the Area Chair, rather than elected, so as to assure we choose members with adequate and appropriate qualifications. members with adequate and appropriate qualifications. The Conference Advisory Committee will give due consideration to and be mindful of established The Conference Advisory Committee will give due consideration to and be mindful of established conference procedures. The Committee Consists of Dawn B (Alt Area Chair), Kevin A, Cheryl V, Karen conference procedures. The Committee Consists of Dawn B (Alt Area Chair), Kevin A, Cheryl V, Karen F, and Jeff L. F, and Jeff L. year intervals. This 8/05/20XX CONFERENCE PRESENTATION 2
Bidding on the NIA Spring Conference; Bidding on the NIA Spring Conference; N.I.A. has experienced personnel who are very N.I.A. has experienced personnel who are very conversant in contract negotiations for conversant in contract negotiations for conferences. Assistance with contract conferences. Assistance with contract negotiations is available on request; notify the negotiations is available on request; notify the Alternate Area Chair. If assistance is needed it is Alternate Area Chair. If assistance is needed it is suggested that the request is made before suggested that the request is made before proposals are sought. All contracts with hotel proposals are sought. All contracts with hotel facilities, catering, etc. must be reviewed by at facilities, catering, etc. must be reviewed by at least three Area Officers prior to signing. least three Area Officers prior to signing. TheT . . This 8/05/20XX CONFERENCE PRESENTATION 3
Location Location Date to be coordinated with Southern Illinois Area, Chicago Area and G.S.O. Date to be coordinated with Southern Illinois Area, Chicago Area and G.S.O. event dates. event dates. Written proposals from the hotel or facilities including: Written proposals from the hotel or facilities including: o Room availability and room rates at the facility as well as room rates and o Room availability and room rates at the facility as well as room rates and availability in the immediate Area. availability in the immediate Area. o Costs for hotel meeting rooms o Costs for hotel meeting rooms o Coffee charges (including gratuities and any special charges) and banquets o Coffee charges (including gratuities and any special charges) and banquets meals. meals. Budget shall be based on the minimum number of registrations anticipated Budget shall be based on the minimum number of registrations anticipated at the proposed registration fee. at the proposed registration fee. o A minimum o A minimum- -maximum range of registrations should be established based on maximum range of registrations should be established based on past Conference experience. past Conference experience. o Banquet numbers should not be considered in the budget formation. The o Banquet numbers should not be considered in the budget formation. The banquet should be entirely self banquet should be entirely self- -supporting. supporting. o The Conference is expected to be self o The Conference is expected to be self- -supporting which includes returning the $3,000 seed money to the Area. the $3,000 seed money to the Area. Facility Requirements Facility Requirements o Hotel brochures o Hotel brochures TheT . . This supporting which includes returning 8/05/20XX CONFERENCE PRESENTATION 4
o Handicap accessibility for all activities. o Handicap accessibility for all activities. o Banquet dining space for a minimum of 300 people. o Banquet dining space for a minimum of 300 people. o Break o Break- -out & Meeting rooms: Literature (1), Archives (1), out & Meeting rooms: Literature (1), Archives (1), Alcathon Panel Rooms (minimum of 4), Al Panel Rooms (minimum of 4), Al- -Anon(1). You may choose to have an Anon(1). You may choose to have an Alateen a Spanish a Spanish Alcathon Alcathon room room o Assembly room with seating and tables for 300 people. o Assembly room with seating and tables for 300 people. o Main Speaker space for 600 people. o Main Speaker space for 600 people. o Conference Planning Committee meeting space in the facility free of charge. o Conference Planning Committee meeting space in the facility free of charge. Confidentiality statement given to hotel Confidentiality statement given to hotel TheT . . Alcathon (1), Hospitality (1), (1), Hospitality (1), Alateen room and/or room and/or Hosting Districts will not bid for 3 years following an award; joint efforts of Hosting Districts will not bid for 3 years following an award; joint efforts of Districts are encouraged based on capability. All bid presentations will be limited Districts are encouraged based on capability. All bid presentations will be limited to a period of 10 minutes and shall include all pertinent written confirmations. Bid to a period of 10 minutes and shall include all pertinent written confirmations. Bid presentations shall be submitted at the Fall Assembly in September presentations shall be submitted at the Fall Assembly in September This 8/05/20XX CONFERENCE PRESENTATION 5
TheT . . For the 2024 Spring Conference, the For the 2024 Spring Conference, the Hyatt Regency in Schaumburg is willing to Hyatt Regency in Schaumburg is willing to give the Conference the same contract give the Conference the same contract that 2023 has. This hotel is experienced in that 2023 has. This hotel is experienced in hosting NIA Conferences, and the work of hosting NIA Conferences, and the work of putting together a contract is already putting together a contract is already done. done. This 8/05/20XX CONFERENCE PRESENTATION 6
TheT Bidding on the NIA Big Book Conference; Bidding on the NIA Big Book Conference; The NIA Big Book Conference is a one day Conference. The NIA Big Book Conference is a one day Conference. Unlike the Spring Conference, there is no hotel, no Unlike the Spring Conference, there is no hotel, no banquet, no food and beverage minimum or hotel banquet, no food and beverage minimum or hotel minimum. There are no airfares or hospitality suite minimum. There are no airfares or hospitality suite / /alcathon alcathon to coordinate. to coordinate. This 8/05/20XX CONFERENCE PRESENTATION 7
The bid should be prepared and submitted one (1) year prior to the conference at The bid should be prepared and submitted one (1) year prior to the conference at the NIA Summer the NIA Summer Assembly. The bid shall include a detailed budget similar to the one described later Assembly. The bid shall include a detailed budget similar to the one described later in this section and in this section and such other details concerning the Conference facility (or alternates) as the bidding such other details concerning the Conference facility (or alternates) as the bidding District can provide, District can provide, an informed selection by the Assembly. an informed selection by the Assembly. All bid presentations at the Assembly will be allowed 10 minutes and must include All bid presentations at the Assembly will be allowed 10 minutes and must include 150 copies of a 150 copies of a written report with all pertinent details and the detailed budget to be distributed to written report with all pertinent details and the detailed budget to be distributed to those present before those present before the presentation the presentation. . 8/05/20XX 8
TheT A bid preparation meeting should take place before the A bid preparation meeting should take place before the Summer Assembly in the year preceding the Conference Summer Assembly in the year preceding the Conference to allow for facility negotiations and bid preparation. It is to allow for facility negotiations and bid preparation. It is suggested that this meeting be held approximately 6 suggested that this meeting be held approximately 6 weeks in advance of the Summer Assembly. The weeks in advance of the Summer Assembly. The Conference date selected should be coordinated with the Conference date selected should be coordinated with the NIA Chair so as not to conflict with other Area functions. NIA Chair so as not to conflict with other Area functions. The months of October or November are suggested. The months of October or November are suggested. This 8/05/20XX CONFERENCE PRESENTATION 9
TheT The District bid committee should select the event facility as early as possible. It should be The District bid committee should select the event facility as early as possible. It should be established at a site accessible within the Host District. If available, three facilities should be established at a site accessible within the Host District. If available, three facilities should be contacted for competitive quotes. A location with easy access to main freeways is contacted for competitive quotes. A location with easy access to main freeways is suggested. In selecting the location, the following space requirements should be taken into suggested. In selecting the location, the following space requirements should be taken into consideration consideration : One large meeting room with a seating capacity of 250 to 300 attendees (theater style : One large meeting room with a seating capacity of 250 to 300 attendees (theater style seating) is needed for the morning and afternoon speaker sessions. Because acoustics have seating) is needed for the morning and afternoon speaker sessions. Because acoustics have been a problem at previous Big Book Conferences, this should be considered when selecting been a problem at previous Big Book Conferences, this should be considered when selecting the facility. the facility. A second large meeting room with a seating capacity of 125 to 150 attendees (theater A second large meeting room with a seating capacity of 125 to 150 attendees (theater style seating) is needed for the panel events. This space is used along with the other large style seating) is needed for the panel events. This space is used along with the other large meeting room. meeting room. Secure areas for Archive and Big Book displays are needed. Secure areas for Archive and Big Book displays are needed. Space is required for the display and sale of Conference Space is required for the display and sale of Conference- -approved literature. This approved literature. 8/05/20XX CONFERENCE PRESENTATION 10
TheT Space for registration is required. An area is needed for tape reproduction and display. Typically, two (2) eight-foot long folding tables must be set up. A facility that will allow the Committee to make its own coffee and serve snacks is advised. This 8/05/20XX CONFERENCE PRESENTATION 11
TheT After the Area Assembly approves a bid, a written contract should be signed with the facility. After the Area Assembly approves a bid, a written contract should be signed with the facility. The Conference should be self The Conference should be self- -supporting. The detailed budget similar to the example that supporting. The detailed budget similar to the example that appears later in this document should be based on minimum 250 registrations experienced appears later in this document should be based on minimum 250 registrations experienced at past conferences. All participants (except the Big Book and main speakers) and volunteers at past conferences. All participants (except the Big Book and main speakers) and volunteers must register. If the Conference Planning Committee determines that lunch will be made must register. If the Conference Planning Committee determines that lunch will be made available on site to the attendees of the Conference, a per person charge sufficient to meet available on site to the attendees of the Conference, a per person charge sufficient to meet the cost of lunch should be collected from those attendees opting to eat lunch on site. While the cost of lunch should be collected from those attendees opting to eat lunch on site. While it may be necessary to pay travel related expenses for the main speaker, no travel expenses it may be necessary to pay travel related expenses for the main speaker, no travel expenses will be paid to panel members. All committee members need to be aware of this, especially will be paid to panel members. All committee members need to be aware of this, especially the Program Committee. The $2,500 seed money is to be returned to the NIA along with any the Program Committee. The $2,500 seed money is to be returned to the NIA along with any and all other funds generated after expenses. A copy of the NIA s sales tax exemption letter and all other funds generated after expenses. A copy of the NIA s sales tax exemption letter should be obtained by request through the NIA Liaison working with the NIA Treasurer. should be obtained by request through the NIA Liaison working with the NIA Treasurer. Insurance requirements for use of the facility are now covered under the NIA Insurance Insurance requirements for use of the facility are now covered under the NIA Insurance Liability Policy. The NIA Liaison should be provided a copy of the Facility Contract when Liability Policy. The NIA Liaison should be provided a copy of the Facility Contract when signed, to secure a Certificate of Insurance for the event. The NIA Treasurer is responsible signed, to secure a Certificate of Insurance for the event. The NIA Treasurer is responsible for securing the Certificate of Insurance. for securing the Certificate of Insurance. This 8/05/20XX CONFERENCE PRESENTATION 12
TheT The facility that is hosting the 2022 Big Book The facility that is hosting the 2022 Big Book Conference is available and willing for us to use it in Conference is available and willing for us to use it in 2023. 2023. This 8/05/20XX CONFERENCE PRESENTATION 13
TheT If you are interested in hosting either of these If you are interested in hosting either of these events for NIA, please get in touch with me at events for NIA, please get in touch with me at alt chair@aa chair@aa- -nia.org nia.org. My phone number is 630 484 . My phone number is 630 484 4048. Please feel free to contact me, myself and 4048. Please feel free to contact me, myself and the members of the Conference Advisory the members of the Conference Advisory Committee are here to help you all the way from Committee are here to help you all the way from bid to close of bid to close of the Conference. the Conference. alt- - This 8/05/20XX CONFERENCE PRESENTATION 14
