NECYPAA

Bid Requirements

the NECYPAA

Conference Bid Requirements 

 The NECYPAA Conference Bid Requirements are a list of guidelines, established by the Advisory Council, to help direct interested parties in the bidding process, and make clear the articles necessary for committee organization and site contract coordination at the time of the bid session. 

In order to be considered an eligible recipient of the NECYPAA Conference, it is strongly suggested that interested bidders 

01

Grounded Planning

Provide evidence that the planning and organization of the bid is well grounded
in the thirty-six (36) Principles of Alcoholics Anonymous (12 Steps, 12 Traditions,
and 12 Concepts).

02

Committee Structure

Establish a loose bid committee structure, consisting of a Chairperson, Secretary,
and Site Coordinator. The secretary should keep meeting minutes and have
them available for presentation at the bid session.

03

Minimum Members

Introduce at least three (3) members of the bid committee who are under the age of
thirty-five (35), with a minimum of one (1) year of sobriety.

04

Address Information

Obtain information for acquiring a mailing address/PO Box for the conference
committee.

05

Meeting Site

Establish a site for future NECYPAA Inc. Host Committee meetings.

06

Conference Flier

Create a conference flier and arrive at a conference registration price.

07

Local Need/Support

Provide a concise statement demonstrating the need for the NECYPAA Inc.
conference in your area, along with a statement of support from your local AA
District and Service Area.



08

Proposed Date

Establish a proposed date for the next NECYPAA Inc. Conference (preferably New
Year’s Eve, or as close as possible). Provide assurance that no large scale AA event will be held in the New England Area within thirty (30) days before or after the proposed conference date.





09

Hotel Commitment

Provide a commitment from a hotel, within one (1) of the seven (7) eligible New
England Areas, stating the availability of the proposed weekend.



10

Hotel Rates

Provide detailed information for the hotel site regarding all rates and fees: coffee price, banquet price, room rates, and additional fees.



11

Hotel Details

Provide detailed information for the hotel site regarding seating and accommodations. We suggest theatre style meeting space for a minimum of twelve hundred (1200) attendees, one hundred fifty – two hundred (150-200)
guest rooms per night, four (4) break-out meeting/event rooms with seating for
one hundred (100) attendees.

.

12

Proceeds

Agree that all proceeds, after expenses, are to be turned over to the NECYPAA Inc. Advisory Council for their disposition.

13

Event Insurance

Provide a quote for event insurance and agree to purchase event insurance if
awarded the bid.


14

Bid Book

Provide treasury reports documenting the financial activities of the bid. A ‘bid book’ detailing how the bid committee meets these requirements is due to Advisory by December 20th at 6pm EST.


15

Sample Budget

Bid Committees are required to produce a sample budget for the conference(s) they are proposing demonstrating financial viability, including registration estimates. They should develop a system for collecting on-site registrations if awarded the conference.

15

AV Quote

Provide a minimum of one audio-visual quote for each proposed facility included in the bid package. Quotes should include all equipment, service, and labor costs to be incurred over the course of the conference and be facility-specific.

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