How do you start a Bid Committee?
You find a group of people
interested in doing service work and of course having the convention in your
city.
Who can join a Bid Committee? Tradition
Three: The only requirement for membership is a desire to stop drinking.
What positions consist on a Bid
Committee?
Chair, Co-Chair, Treasurer, Secretary, Outreach, Special Events,
merchanise and Hotels.
Who can run a Committee Meeting? Usually anyone on the
steering committee can run a meeting, but that duty would originally go to the
Chair or Co-Chair.
What is a steering committee? These are the people who
hold the Chair, Co-Chair, Treasurer and Secretary positions. They are used when
a decision cannot be MADE WITHIN the committee and the issue is passed to the
steering committee to settle the issue or situation.
Does each positon has a description
and were do we find them? Advisory Council has descriptions of all positions. Simply ask or request the job descriptions and
they will be passed on to you. Usually
this is done when a Bid Committee is forming.
Does the Advisory Council has a
website?
Not at this time, but hopefully in the future.
How do we stay in contact with
Advisory through out the year? Usually at the convention we pass out our
own member listing, and pass is on to Bid Cities. However, they will change since at that time we are changing
officers.
If we have questions through the
year WHOM on the council do we ask? Anyone serving on the Advisory Council can
answer questions you may have through out the bidding year.
Group Inventories how and why? inventories should be done
when the members sitting on the committee, feel that the committee is not
working as one group. It should be done
with an advidsor (not necessarily an advisory council member) but a person who
has done a group inventory before.
How do you arrange dances? Calling around to alano clubs, finding out what dates they have and
scheduling with them. Then of course
doing outreach for your event.
Where do you find DJ’s? Simply by calling other bid
committees or knowing someone who does DJ for events is done, through Young
Peoples who pass a lot of DJ’s numbers between committees.
How do you open a bank account? Going to either your own bank or another branch and saying you want
to open a checking accout, with a double signature withdraw. You can use your own information to open the
account (driver’s liscense, SS#) however, the account must state the Bid
Committee Name.
How many years do you Bid before
you get to Host? AS LONG AS IT TAKES!
NEVER GIVE UP! REMEMBER THE FUN
IS IN THE BIDDING!!!!
Why
do Bid Committee’s and Host Committee’s need to send their meeting minutes to
advisory? Well, so we as the advisory council can see
how you are doing and how your planning is coming along. It makes it easier for us to have a general
idea on what is going with the bid cities and host committee.
How much merchanise should a Bid
Committee purchase? The rule of merchaise is order when you sell out of your
current supply. Start off by
ordering a small amount, When you sell out , order more but always in small
amounts. Yes, even before a convention
do not over order, it is always better to sell out then be stuck with
merchanise after the convention is over.
How do you get Hotels to lower
costs for a young people convention? In the beginning hotels give everyone the
same contract when you first start looking.
The bargining starts when and if you awarded the convention. If you can get contracts from previous
conventions and show this information to the hotel of your choice, hopefully
they will see how much money they can be made in one weekend and work with you
on hotel prices.
When problems arise on bid
committee can we call on advisory to help with an issue? Whenever a situation
happens on a bid committee, advisory will always be there to help. However, the group consicous of the bid
committee will have final word.
Advisory is there only to help maintain the vibe.
Can Bid Committees, Host committees
attend Advisory Council meetings? Yes, anyone is welcome to attend advisory council meetings. The only meeting that is not open to the
public is convention weekend.