AWARENESS DAY PLANNING COMMITTEE Purpose & Chair Descriptions

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1 Each Awareness Day Planning Committee (ADPC) will collaborate for each event to determine location, agenda, activities, grand prize, & speakers. Ideally, speakers will have H&I involvement / experience; one speaker for both sides (Treatment & Corrections) is preferred & must be voted upon by the ADPC. All ADPC Chairs & members, H&I Steering / Coordinators / Reps & Liaisons & volunteers are required to purchase an entry ticket ALL volunteers recruited by any Chair whose duties require any sales, must also meet the 2-year sobriety requirement ADPC Chairs & members are excluded from all raffle drawings All ADPC Chairs or co-chairs are required to attend all ADPC meetings. All ADPC Chairs are responsible for recruiting enough volunteers to fulfill the listed requirements. ADPC will act as an autonomous group, but H&I Steering Committee will have input & consideration. ADPC Chair Sobriety requirement 2 years (VWHI experience 1 year / 2-year service commitment) Chair is a H&I Steering committee member (H&I SC) & is required to participate in the monthly H&I SC meetings and be present at the VWHI Business meetings. Nominate a Co-chair Create a committee to plan and host the Semi-Annual VWHI Awareness Day Coordinate all phases of Awareness Day planning & implementation Solicit volunteers (including sub-chairs) to help plan & implement all facets of the event Secure venue (after committee vote) & work with city officials on necessary paperwork & sign all contracts o Work with the Treasurer for venue payment & insurance policy for city Hold monthly ADPC meetings (more often, as needed) starting at 5 months prior to event o Currently held at Freedom Hall 2720 E Thomas Rd, Suite C160, PHX o Collect 7 th Tradition at each meeting for use of room & turn into Freedom Hall s safe Facilitate a pre-event walk / inspection of selected site for event to collaborate setup for the event Deliver interim & final reports for each Awareness Day event at the monthly steering committee and VWHI business meetings. Coordinate with Secretary to assemble past event info at end of term to be provided for the next elected ADPC Chair & the H&I SC Co-chair Sobriety requirement 2 years Nominated by ADPC Chair Expected to serve full 2-year term with ADPC Chair & attend all planning meetings 1 P a g e

2 All duties of the Chair will apply to the Co-chair Assist ADPC Chair in oversight of all Chairs o Attendance at monthly H&I Steering & Business Mtgs only required if Chair is unable to attend prepared to present the status of the upcoming event to the H&I SC / H&I body. Secretary Sobriety requirement 2 years Maintain contact list of all ADPC Chairs Take minutes of each meeting Collect reports from all Chairs at ADPC meetings minutes to all Chairs 1 week after each ADPC meeting o Collected reports from all Chairs to be assimilated into a single document & included in with meeting minutes Prepare, in collaboration with ADPC Chair, next meeting s agenda & to all Chairs 1 week prior to upcoming meeting Have hard copies of minutes & agendas available at each meeting Treasurer Sobriety requirement 2 years Work in collaboration with H&I Steering Treasurer for funding / distribution to sub Chairs for pre-purchased items Responsible for paying the selected venue as well as submitting H&I insurance policy to city of event venue Distribute cash boxes with change to Beverage Chair & Entry Chair day of the event Keep ADPC Chair & Co-Chair informed of budget status. Ensure all receipts are collected for all purchases Compile report of each event of all expenditures & submit to H&I SC along with receipts Printing Chair Sobriety requirement 1 year Design and produce all printed media including registration flyers, posters event programs & ticket labels. Review flyer & content with the APDC Budget for printing costs TBD by APDC Provide H&I Web Servant with approved flyer for posting on Outreach Chair Sobriety requirement 2 years Coordinates with Printing Chair to know when & where event flyers will be available Distribute the flyer to meetings, Intergroup Offices, AA Clubs, etc. blast PDF flyer to Intergroups, Clubs, etc. o In keeping with Tradition 11, do not post (or request posting) on social media Get help from ADPC & other volunteers to take flyers to meetings or events 2 P a g e

3 Raffle Chair Sobriety requirement 2 years Pre-sale raffle tickets as determined by the ADPC Facilitate raffle drawing during event o Recruit volunteers to assist in on-site raffle ticket sales in all areas of the site & throughout the event Coordinate ticket distribution (event & raffle) at H&I meetings & other AA events prior to event Supply Chair Sobriety requirement 2 years Inventories current supplies at H&I storage facility H&I storage access coordinated with ADPC Chair Complies list of all items needed for purchase & report to ADPC Coordinate with Treasurer to obtain funds Purchase / distribute supplies as necessary Donations Chair Sobriety requirement 2 years Solicit prize donations (within the fellowship) from AA Home groups / individuals to be raffled at each event Purchases items for raffle as determined by ADPC vote & available funding o Coordinate with Treasurer for funds Store raffle prizes donated prior to event & transport them to the event Manage set up of donations display at the event Assure proper distribution of all prizes Coordinate getting proceeds to Treasurer SUGGESTED DONATIONS: Newcomer baskets: BB, 12x12, Daily Reflections, Living Sober, Valley Wide Mtg List, misc. pamphlets Historical items / memorabilia Grapevine subscriptions Gift cards: Starbucks, restaurants, movie tickets, bowling coupons, etc. A meditation basket for Step 11 (candles, books, etc.) Framed photographs with AA sayings / prayers Handmade jewelry Spa items (lotions, soaps, etc.) Baskets w/home décor (candles, art, etc.) A 'Rule 62' basket (silly stuff for fun/relaxation) If an AA member owns a business or are self-employed offer a needed service to donated or discounted! 3 P a g e

4 4 P a g e Bake Goods Chair Sobriety requirement 2 years Solicits baked goods from AA Home groups / individuals to be sold (suggested at $2 each) at event Coordinate setup with Beverage Chair in same area Manage cash box provided by Treasurer & returned at the end the event prior to departing Coordinate with Raffle Chair for any remaining / unsold items to be added to the Raffle drawings Entertainment Chair Sobriety requirement 2 years Find a DJ or band within budget o Some bands / individuals in AA may donate their time & service as 12th Step work o Event tickets may be offered in exchange provided all parties agree o In accordance to Tradition Six, if not all band members are AA members, payment (event tickets or funds) is required Review the choices & costs with the ADPC before making any commitments Contract &/or deposits will be handled by the ADPC Chair & Treasurer Work with APDC & selected entertainment for any audio (PA, external generator, etc.) requirements Coordinate with Supply Chair for equipment Assist Band or DJ in equipment setup & ensure all cords, etc. are not an obstruction or safety hazard Be point of contact for the DJ or band Info / AA Rep Chair Sobriety requirement 1 year Reach out to AA members in position for the following: o AA Grapevine request current rep s attendance & Grapevine items to be brought for sale during the event o Area 03 Literature request current rep s attendance & AA materials to be brought for sale during event o Bridging the Gap (BTG) current rep s attendance & materials to be brought & available during the event Collaborate with each Rep their needs (table, chairs, shade structure, etc.) & advise the ADPC of requirements we need to supply Coordinate with ADPC & H&I for informational pamphlets, sign-up sheets for volunteers, etc. Coordinate with all current H&I Coordinators to ensure attendance at event to be available for questions & potential volunteers Emcee Sobriety requirement 2 years Arrive 1 hour prior to event start Emcee the entire event speaker & entertainment introductions, agenda, lunch & raffle announcements

5 Ensure guests are quiet when speakers are sharing o Children are pointed to designated play area away from entertainment / meeting area Entry Chair Sobriety requirement 2 years Ensure entry table is manned at all times collect tickets & donated books (one BB or one 12x12 instead of purchased ticket) o Anyone manning the table must also meet the 2-year sobriety requirement o Donated books are to be given to the H&I Literature Coordinator Manage cash box provided by Treasurer & returned at the end the event prior to departing Sell Raffle tickets - $1 each or six tickets for $5 o Grand prize, 50/50, & donated items each ticket will be a different color & have separate drop boxes Issue a wrist band for every person (including all ADPC members, H&I Committee members / reps, & all invited guests / entertainment) Have agenda for day s event posted at table & be prepared to direct inquires to proper locations &/or Chairs & H&I Reps Setup Chair Sobriety requirement 1 year Recruit volunteers to assist in this process Coordinate with all other chairs for best placement / location o Predetermined during venue walk / inspection Arrive at least 1 hour before start time Provide personnel & transportation of materials to & from H&I storage Coolers, prep pans, etc. are available from H&I storage facility H&I storage access coordinated with ADPC Chair Beverage Chair Sobriety requirement 2 years Responsible for purchasing & transporting drinks, ice, tubs, coffee pots & urns, portable water, cups, sugar, creamer, etc. Coffee, cold drinks, & water as determined by APDC group consensus Funds for purchasing to be coordinated with Treasurer Prepare coffee, set up cups/sugar/creamer, keep items stocked Sell beverages & manage cash box at event provided by Treasurer & returned at the end the event prior to departing Tubs, urns, & other supplies are available from H&I storage (coordinate with supply & setup) H&I storage access coordinated with ADPC Chair Signage with suggested donation amounts listed will need to be updated as needed for each event Clean & dry remaining / unopened beverages & tubs, coolers, & coffee urns 5 P a g e

6 6 P a g e Inventory remaining beverages after event to be given to ADPC Chair or Treasurer o Coordinate with Cleanup Chair when items ready to be packed & loaded o Coffee is free o One bottle of water per food ticket is also included Hamburger Patty Party Prep Chair Sobriety requirement 1 year Solicit volunteers to make hamburger patties for event Coordinate with Treasurer & Supply Chair for funds & supplies Transportation of all components to the event is required Food Prep Chair Sobriety requirement 1 year Solicit volunteers for food prep (slicing fresh vegetables, etc., packing, delivery) for event Coordinate with Treasurer & Supply Chair for funds & supplies Transportation of all components to the event is required Cooking Chair Sobriety requirement 1 year Solicit volunteers for on-site event grilling Coordinate with Supply Chair for necessary equipment (utensils, charcoal, etc.) Coordinate with Server / Buffet Chair for getting meat(s) to serving line area Server / Buffet Chair Sobriety requirement 1 year Solicit volunteers for serving line Ensures food is set-up & replenished as needed Ensures food is not self-served by guests & is entirely ready for the scheduled lunch hour Coordinate with Cooking Chair for meat(s) delivery / replenishing as needed Coordinate with Supply Chair for necessary equipment (utensils, gloves, etc.) Hole punches wrist-bands at end of serving line to ensure everyone is served prior to 2 nd serving (if available) Cleanup Chair Sobriety requirement 1 year Recruit multiple volunteers to assist in this process Able to facilitate clean-up / breakdown / vehicle load within 1 hour after event end time Direction from ADPC (predetermined) for distribution of leftover food, beverages, & all H&I equipment at the end of the event Required to stay until site is fully cleaned, packed, & vehicle(s) loaded, & able to return all equipment to H&I storage H&I storage access coordinated with ADPC Chair.