Spring Fling Committee Positions
CHAIRPERSON
The Chairperson should have a lifestyle and job situation that allows for ample dedication of
time to the duties of this office. This position is a 2 year commitment.
Standard Duties
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Maintain records and notes for the benefit of next year's office holder.
Attend and participate in all Committee meetings.
Understand that a Committee member may only incur one (1) unexcused, and two (2)
excused absences and that a substitute may be sent without voting rights unless vote is in
writing and the Chair is informed beforehand.
The chairperson's purpose is to manage the Spring Fling conference to its fullest capacity
and bring ideas, solutions and choices to the Committee for approval or denial. The
Spring Fling Committee Chairperson will provide general leadership. It is the primary
responsibility of each officer to provide specific leadership in their specific areas to
initiate action to its successful conclusion.
Officer Duties
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Organize an annual plan to include complete financial requirements and scheduling of
timed events.
Continually review the activities of all officers and assist them in coordinating the
overlapping areas of responsibilities.
Assist in establishing and resolving priorities. In many instances, a Committee Officer
will be dependent upon one or more of the other officers to complete an action in order
for them to complete their action.
Present to the Committee the need to fill any vacancy in primary and back-up officer
positions.
Ensure all committee officers are performing duties in a timely fashion and that all
appropriate reports and information are being presented to the Committee as a whole.
Continually review the financial situation, in coordination with the Treasurer, and
periodically check inventories of goods on hand (souvenirs, etc.).
Prepare agenda for distribution at meetings to conduct the meeting.
Update all guidelines as the need arises and as authorized by the Committee as a whole.
Collect all sign requirements from all officers in December and arrange for contractor to
create the signs.
Function as the direct contact for the hotel management for items of business concerning
contract commitments, room arrangements for speakers, room set-up details, and
breakdown, color designations, decorations, dance set-up, etc.
Please be aware that in signing contractual commitments, you are personally, financially
responsible for meeting all contract commitments. Read and understand all contracts
before you sign them.
CO-CHAIRPERSON
The Co-Chairperson should have a lifestyle and job situation that allows for ample dedication of
time to the duties of this office. This position is a 2 year commitment.
Standard Duties
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Maintain records and notes for the benefit of next year's office holder.
Attend and participate in all Committee meetings.
Understand that a Committee member may only incur one (1) unexcused, and two (2)
excused absences and that a substitute may be sent without voting rights unless vote is in
writing and the Chair is informed beforehand.
The chairperson's purpose is to manage the Spring Fling conference to its fullest capacity
and bring ideas, solutions and choices to the Committee for approval or denial. The
Spring Fling Committee Chairperson will provide general leadership. It is the primary
responsibility of each officer to provide specific leadership in their specific areas to
initiate action to its successful conclusion.
Officer Duties
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Serve in the absence of the Committee Chairperson, as needed throughout the year.
Assume full-time duties of the Committee Chairperson in the event of resignation or
incapacitation (illness, etc.).
Assist, as needed, throughout the year as consultant, helper, and coordinator in any area
needed through the Committee.
Function as alternate contact person for hotel management.
Home phone number listed on flyer for problem solving and answering questions.
Be available to pick-up speakers from airport, if needed.
TREASURER
The Treasurer should have a lifestyle and job situation that allows for ample dedication of time
to the duties of this office. This position is a 2 year commitment.
Standard Duties
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Maintain records and notes for the benefit of next year's office holder.
Attend and participate in all Committee meetings.
Understand that a Committee member may only incur one (1) unexcused, and two (2)
excused absences and that a substitute may be sent without voting rights unless vote is in
writing and the Chair is informed beforehand.
The chairperson's purpose is to manage the Spring Fling conference to its fullest capacity
and bring ideas, solutions and choices to the Committee for approval or denial. The
Spring Fling Committee Chairperson will provide general leadership. It is the primary
responsibility of each officer to provide specific leadership in their specific areas to
initiate action to its successful conclusion.
Officer Duties
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Assume responsibility for preparation and submission of budgets for Committee
review/approval.
Set-up checking account with Wells Fargo Bank (if different branch):
a) Signature cards
b) Ordering of checks, as necessary.
c) Rubber stamp for deposit endorsements.
 Prepare budget for Committee as a whole.
 Control Cash deposits and disbursements:
a) Retain and organize records of payments
b) Receive checks and currency from other officers.
 Collect cash at the conference, keeping income separate by each profit area (souvenirs,
raffle, registration, etc.)
 Prepare financial reports for accountability of all income and expenses. Present report at
the regular monthly Committee meeting.
 Obtain temporary Sellers Permit along with reporting documents form State Board of
Equalization (Committee Chairperson obtains the documents).
 Prepare report of all sales taxes due and file the report promptly after the conference.
 Disburse all funds after the post-conference meeting as directed in the Committee
Guidelines.
RECORDING SECRETARY
Standard Duties
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Maintain records and notes for the benefit of next year's office holder.
Attend and participate in all Committee meetings.
Understand that a Committee member may only incur one (1) unexcused, and two (2)
excused absences and that a substitute may be sent without voting rights unless vote is in
writing and the Chair is informed beforehand.
The chairperson's purpose is to manage the Spring Fling conference to its fullest capacity
and bring ideas, solutions and choices to the Committee for approval or denial. The
Spring Fling Committee Chairperson will provide general leadership. It is the primary
responsibility of each officer to provide specific leadership in their specific areas to
initiate action to its successful conclusion.
Officer Duties
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Record and take minutes at all meetings.
Transcribe minutes and provide a copy to all committee members. The original is filed in
the archive binder.
Provide copies of minutes to members several days before the next scheduled meeting.
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A current committee member list should be distributed to all members. This list includes
position title, name, address, and e-mail, home and work numbers. The list is to be
updated and distributed as changes occur within the committee.
Submit periodic invoice to Treasurer for reimbursement for stamps and/or supplies used
to provide monthly minutes.
A mini recorder is available for the Recording Secretary's use.
PROGRAM/CO-PROGRAM
This position is a two year commitment, the first year as Co-Program, the second year as
Program. The election each year is for Co-Program. As Co-Program you are responsible
for booking the two main speakers for the following year conference, and assisting the
Program chair with the speaker preparations for the current year’s conference.
Standard Duties
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Maintain records and notes for the benefit of next year's office holder.
Attend and participate in all Committee meetings.
Understand that a Committee member may only incur one (1) unexcused, and two (2)
excused absences and that a substitute may be sent without voting rights unless vote is in
writing and the Chair is informed beforehand.
The chairperson's purpose is to manage the Spring Fling conference to its fullest capacity
and bring ideas, solutions and choices to the Committee for approval or denial. The
Spring Fling Committee Chairperson will provide general leadership. It is the primary
responsibility of each officer to provide specific leadership in their specific areas to
initiate action to its successful conclusion.
Officer Duties
MARCH - JUNE
Select Main Speakers
 The co-program chair will get the 2 main speakers for the next year conference. The
program chair will get all other speakers for the current year conference.
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Solicit suggestions from the Committee and others
Request a list of suggested speakers from various Central Offices (Sacramento, Placer, El
Dorado, and Yolo counties) as well as, contacting Los Angeles Central Office for Orange
County speaker list.
Submit your own suggestions.
Listen to all the speaker tapes you can for variety.
Obtain phone numbers and address.
Bring your suggestions to the committee before making a final decision.
JULY - AUGUST
Obtain commitments from the selected main speakers*
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Obtain confirmation for main speakers
Inform the main speakers that this is an invitation for the entire weekend
Explain covered and non-covered expenses
Speakers travel expenses are paid (this does not include spouse, guest or pet). Ask for
preferred travel method (air, bus, car, etc.) and if travel expenses will be needed in
advance. If traveling by air ask if we should make arrangements.
Explain to speaker what is included with their commitment (Registration Package)
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Hotel accommodations
2 Registrations
2 banquet tickets
2 dance tickets for both Friday and Saturday night
$80 for incidentals, plus transportation to/from the airport.
(Note: If the Speaker choose not to use their extra registration, banquet and dance ticket it will be
given back to the committee)
Send Confirmation Letters to all speakers
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Explain all specifics listed above in writing.
Provide speakers with your home and work phone numbers for any questions they may
have.
SEPTEMBER – OCTOBER
Select all ten minute speakers for program
When choosing a 10 minute speakers, use a diverse variety of members throughout the local
Spring Fling area.
Balance the speakers:
SUGGESTED
 Sobriety
 Gender
 Ethnic Group
 In Town/Out of Town
Obtain Secretaries for meetings*
 Follow the guideline above.
Obtain readers for meetings*
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Follow guidelines listed above.
*Names of Main Speakers, 10 minute speakers, Secretaries and Readers need to be submitted to
publicity by the October meeting.
Reserve rooms (Smoking or nonsmoking)
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Hotel (Make arrangements with the SF chair)
If possible, put speakers together in one wing.
Welcome baskets, have someone on the committee help with this task.
JANUARY 1st -15th
Reconfirm all commitments for speakers, secretaries, and readers
 Contact by phone, let each person know their meeting times and schedule.
Confirm all speaker arrangements:
 Travel
 Hotel
 Registration packages
 Welcome Baskets – other committee members are willing to help make the baskets.
Make arrangements for speakers to be picked up at the airport or greeted at the hotel. You can
form a committee for this.
JANUARY 15th – 31st
Present the Chairperson with a complete list of speakers so that arrangements can be made for
registration packets and baskets.
FEBRUARY
Get thank you cards and 4 Big Books.
 Have the committee sign all thank you cards.
 Arrange for all the speakers to be at the Saturday night Banquet, have all speakers sign
the Big Books these will be given to the newest newcomers on Saturday night.
Note: In the past speakers have signed three books and four new big books were needed. What
is not given away on Saturday will be raffled off on Sunday.
MARCH
Attend the elections to pass on your experience strength, and hope to the next chairperson.
REGISTRATION
Standard Duties
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Maintain records and notes for the benefit of next year's office holder.
Attend and participate in all Committee meetings.
Understand that a Committee member may only incur one (1) unexcused, and two (2)
excused absences and that a substitute may be sent without voting rights unless vote is in
writing and the Chair is informed beforehand.
The chairperson's purpose is to manage the Spring Fling conference to its fullest capacity
and bring ideas, solutions and choices to the Committee for approval or denial. The
Spring Fling Committee Chairperson will provide general leadership. It is the primary
responsibility of each officer to provide specific leadership in their specific areas to
initiate action to its successful conclusion.
Requirements:
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Good computer skills including Microsoft Access database and Microsoft Publisher is
required. Microsoft Excel & Word knowledge is helpful.
Must be available the weekend of Spring Fling while registration is open.
Officer Duties
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Using Access Database create mailing labels to use for mailing flyers to prior year's
attendees. Sort mailing labels by zip code and print labels for committee to affix to
registration flyers.
Help Publicity chairperson by pre-sorting the zip codes by 3/5-digits, three-digits and
miscellaneous to make bulk mailing easier. (Book available for further clarification)
Create an empty database for current Fling. This can be done by exporting format of the
last year's table and renaming the original so no reports have to be changed.
Five months prior to the Spring Fling, bring list of recovery homes (no transitional living)
for committee approval of free registrations. A total of 10% of registration will be
reserved for this purpose. Two months prior to the Fling, send a letter to approved
recovery homes based on previous letters outlining the requirements the recovery house
must follow to get complimentary registrations held for the recovery house residents.
Create Pre-Registration forms for printing and mailing out by November 15th, work with
Publicity.
Pick up Registrations at the Arden Way Post Office, P.O. Box 661685, Sacramento,
Ca.95825-9998 at least once a week, more frequently as the Fling gets closer.
Enter all registration forms into the Access database and send registration confirmation
postcards to the registrants.
Deliver checks to Treasurer with report including check number, name of registrant and
their phone number.
Provide registration progress reports to the committee.
Give other committee members adequate time to supply dinner and dance tickets for
putting into the envelopes and for selling at the door.
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Print labels (in alphabetical order by last name) for pick-up envelopes containing items
purchased.
Bring registration pick-up envelopes and labels to the Spring Fling meeting for compiling
envelopes, a week or two prior to the Spring Fling.
Supervise registration activity (including problem resolution) while registration is open
during the weekend of the Fling. Registration is normally open Noon-9p.m. Friday,
9a.m.-9p.m. Saturday. No registration on Sunday.
Issue hardship registrations to Recovery House residents, and others you judge unable to
pay such as welfare recipients, unemployed, newly sober. Hardship registration can be
free or a reduced amount.
It is EXCEPTIONALLY helpful to have the database on-site and one person doing data
entry of registrants during the Fling. In addition, having a CO-CHAIR can reduce your
stress level. The Co-Chair should be someone who will be able to handle issues that come
up during the Fling, i.e. Hardships, lost badges, "Don't want to pay," etc.
PUBLICITY
Standard Duties
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Maintain records and notes for the benefit of next year's office holder.
Attend and participate in all Committee meetings.
Understand that a Committee member may only incur one (1) unexcused, and two (2)
excused absences and that a substitute may be sent without voting rights unless vote is in
writing and the Chair is informed beforehand.
The chairperson's purpose is to manage the Spring Fling conference to its fullest capacity
and bring ideas, solutions and choices to the Committee for approval or denial. The
Spring Fling Committee Chairperson will provide general leadership. It is the primary
responsibility of each officer to provide specific leadership in their specific areas to
initiate action to its successful conclusion
Officer Duties
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Must have a working knowledge of Microsoft Publisher for program layout.
Obtain three bids from three local printing firms to have program and flyers printed on
high quality paper. Use previous year's program and flyers as examples for printing, so
that the vendor knows what type of job they are bidding on. Ask each vendor to present
you with samples of the paper they plan to print the program and flyers on. Then bring
the three bids with the paper samples back to the committee so that a vendor may be
selected.
Put the Conference announcement in the Grapevine and Box 549 (check deadline dates).
The deadline for the flyers to be completed by is November 15th, work with registration.
You are responsible to mail flyers to all Central Offices in California.
We send the large packages to large Central Offices (Los Angeles, San Francisco, San
Jose, etc.) via UPS.
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You cannot proof flyers or program by yourself; obtain three or four committee
member to do all proofing.
th.
Have programs ready by January 15
You will be given a folder by previous year's Publicity Chairperson. This folder will
have the program and flyer from last year and all invoices. It is your responsibility to
keep this folder and all information throughout the year. You then pass it on to the
succeeding year's Publicity Chairperson.
Prepare and mail additional flyers as decided by committee.
Souvenirs
Standard Duties
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Maintain records and notes for the benefit of next year's office holder.
Attend and participate in all Committee meetings.
Understand that a Committee member may only incur one (1) unexcused, and two (2)
excused absences and that a substitute may be sent without voting rights unless vote is in
writing and the Chair is informed beforehand.
The chairperson's purpose is to manage the Spring Fling conference to its fullest capacity
and bring ideas, solutions and choices to the Committee for approval or denial. The
Spring Fling Committee Chairperson will provide general leadership. It is the primary
responsibility of each officer to provide specific leadership in their specific areas to
initiate action to its successful conclusion
Officer Duties
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The Committee will pick logo to be used. They will also decide on colors to be used for
all material. This should be done very early on in the year.
Get several bids from vendors.
Vendors need to submit a written bid with all charges attached. This should include all
color separation and set-ups. Delivery, if needed. You can use more than one vendor as
you see fit. The prices vary, so use resources.
o We have had very good luck with "Jalapeno Ink",
 Darrell Perrine (209) 295-2588
Amount to be sold will be decided by the Committee
Committee will decide on prices at one meeting.
At the Conference, you are responsible for:
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A crew to sell. This is a round-the-clock job. Have back-up arranged for time you will be
away. Money changes hands, so be sure of your crew. It is suggested that you have 2
people in each crew on Friday and Saturday. Set up on Friday at 1:00 p.m. and stay open
about one-half hour after all main speaker meetings.
If souvenirs remain unsold on Sunday, you must get together with Committee
Chairperson to decide if you will mark down the prices.
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You will need samples of all cups, t-shirts, etc. to bring back to Committee for approval.
This also needs to be decided on what type of shirts you will pick for brand names.
Several vendors will show you their best shirts and substitute material for another size.
You will need to work with Publicity to be sure of identical logo to go on the programs,
as well as your materials.
DANCE
Standard Duties
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Maintain records and notes for the benefit of next year's office holder.
Attend and participate in all Committee meetings.
Understand that a Committee member may only incur one (1) unexcused, and two (2)
excused absences and that a substitute may be sent without voting rights unless vote is in
writing and the Chair is informed beforehand.
The chairperson's purpose is to manage the Spring Fling conference to its fullest capacity
and bring ideas, solutions and choices to the Committee for approval or denial. The
Spring Fling Committee Chairperson will provide general leadership. It is the primary
responsibility of each officer to provide specific leadership in their specific areas to
initiate action to its successful conclusion
Officer Duties
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Contact talent agency to inquire about bands and DJ's. This should be done by late
summer to ensure band availability. It is up to you who to use.
Attend different band performances to get a feel for their style of music, and determine if
they will be suitable for the dance. Also, attend various dances in town to find a DJ who
you believe will be good for Friday Night.
Once you have decided who you wish to hire, have contracts drawn up and bring them
before the Committee.
The budget is approximately $3,250. This includes paying for bands or DJ’s for Friday
and Saturday dances and purchasing stamps and stamp pads. The stamps should be
passed on for next year.
Your committee should consist of approximately 25 people.
You can coordinate with Information to ask people to leave the rooms after the respective
speaker meetings. Information Committee members, hotel staff, recovery homes,
volunteer help with cleaning the hall to make ready for the dance.
Have Information watch the stages to make sure no one goes on them.
The bands will set up anywhere from 4 p.m. to 6 p.m. Make sure you know when they
will be setting up so that you can make sure the stages are ready for them.
In setting up, place one table on each side of the door. Have two people take money and
tickets. Tear tickets in half. Have two people to stamp hands once money or tickets have
been taken. Have one person standing in the middle of the entry way for crowd control.
For change, use $200 in l's for Friday night dance, and $400 in 5's for Saturday
night. Continue to collect money from the people at the door and take to the Treasurer.
HISTORIAN/LITERATURE/CCFAA DELEGATE
Standard Duties
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Maintain records and notes for the benefit of next year's office holder.
Attend and participate in all Committee meetings.
Understand that a Committee member may only incur one (1) unexcused, and two (2)
excused absences and that a substitute may be sent without voting rights unless vote is in
writing and the Chair is informed beforehand.
The chairperson's purpose is to manage the Spring Fling conference to its fullest capacity
and bring ideas, solutions and choices to the Committee for approval or denial. The
Spring Fling Committee Chairperson will provide general leadership. It is the primary
responsibility of each officer to provide specific leadership in their specific areas to
initiate action to its successful conclusion
Officer Duties
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Collect all materials such as programs, registration, and all other items that may fit into
this category. At the time of the conference, you will put on display all historic items
available. These items are kept by the Historian year-to-year, and passed on to the new
Committee Chairperson.
Form a committee of 4 to 6 people to sell literature on Saturday only. The table is only
open between meetings (9 a.m. to 4:30 p.m.).
Purchase literature through the Central Office. Literature budget is $125.00 with $40.00
allocated for free literature.
CCFAA Delegate Duties
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Attend all CCFAA monthly delegate meetings
Report all information from business meeting to the Spring Fling Committee
Report information from Spring Fling to the CCFAA Delegate meeting
RAFFLE
Standard Duties
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Maintain records and notes for the benefit of next year's office holder.
Attend and participate in all Committee meetings.
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Understand that a Committee member may only incur one (1) unexcused, and two (2)
excused absences and that a substitute may be sent without voting rights unless vote is in
writing and the Chair is informed beforehand.
The chairperson's purpose is to manage the Spring Fling conference to its fullest capacity
and bring ideas, solutions and choices to the Committee for approval or denial. The
Spring Fling Committee Chairperson will provide general leadership. It is the primary
responsibility of each officer to provide specific leadership in their specific areas to
initiate action to its successful conclusion
Officer Duties
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Check storage, purchase raffle tickets as needed.
Select you committee (keep in mind that they will be handling cash, so choose your
people carefully.)
Take the time to train your committee.
You are responsible to conduct all raffles.
Collect money from raffle sellers as needed. Make sure they have raffle tickets to sell.
Turn money from sales over to Treasurer as needed.
Make sure raffle drum is secure at night.
MARATHON
Standard Duties
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Maintain records and notes for the benefit of next year's office holder.
Attend and participate in all Committee meetings.
Understand that a Committee member may only incur one (1) unexcused, and two (2)
excused absences and that a substitute may be sent without voting rights unless vote is in
writing and the Chair is informed beforehand.
The chairperson's purpose is to manage the Spring Fling conference to its fullest capacity
and bring ideas, solutions and choices to the Committee for approval or denial. The
Spring Fling Committee Chairperson will provide general leadership. It is the primary
responsibility of each officer to provide specific leadership in their specific areas to
initiate action to its successful conclusion
Officer Duties
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Pick topics for the Marathon meetings.
Arrange for a chairperson for each meeting.
Turn in meeting schedule to the Program chairperson. This is due on or before January
1st.
Assist other committee members in ways they can help with the conference.
Make sure that a copy of the 12 Steps and 12 Traditions are at each meeting.
7th Tradition is collected during each marathon meeting. All monies collected need to be
turned in to the Treasurer, at the conclusion of each meeting.
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Create envelopes for each meeting, outlining date and time.
INFORMATION
Standard Duties
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Maintain records and notes for the benefit of next year's office holder.
Attend and participate in all Committee meetings.
Understand that a Committee member may only incur one (1) unexcused, and two (2)
excused absences and that a substitute may be sent without voting rights unless vote is in
writing and the Chair is informed beforehand.
The chairperson's purpose is to manage the Spring Fling conference to its fullest capacity
and bring ideas, solutions and choices to the Committee for approval or denial. The
Spring Fling Committee Chairperson will provide general leadership. It is the primary
responsibility of each officer to provide specific leadership in their specific areas to
initiate action to its successful conclusion
Officer Duties
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Check for badges at meetings.
Make certain that rooms are not overcrowded.
Assist disabled persons in getting around.
Make sure cake gets to the front of the room on Saturday night.
Assist at dance entrances and watch exits.
Communicate with other committee chairs via walkie-talkies, any concerns or needs that
should arise.
Assist with raffle and countdown via the walkie-talkie at all meeting rooms.
Have a security person in registration area in case of problems.
Need 30 to 35 people.
Arrange for smoking area(s) and post signs.
BIG BOOK
Standard Duties
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Maintain records and notes for the benefit of next year's office holder.
Attend and participate in all Committee meetings.
Understand that a Committee member may only incur one (1) unexcused, and two (2)
excused absences and that a substitute may be sent without voting rights unless vote is in
writing and the Chair is informed beforehand.
The chairperson's purpose is to manage the Spring Fling conference to its fullest capacity
and bring ideas, solutions and choices to the Committee for approval or denial. The
Spring Fling Committee Chairperson will provide general leadership. It is the primary
responsibility of each officer to provide specific leadership in their specific areas to
initiate action to its successful conclusion
Officer Duties
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Select presenters for the first 164 pages in our textbook, Alcoholics Anonymous.
Precisely how the first 100 men and women recovered. What they did, how they did it,
and the results they got.
Use the book information, not personal experience with AA. The goal is to introduce the
Big Book and the information contained therein.
Example:
9:00. - 10:20 a.m. - History, Preface, & Doctor Opinion
10:30 - 11:50 a.m. - Bill's Story & There is a Solution (Step 1)
12:00 - 1:20 p.m. - More About Alcoholism We Agnostics (Step 2)
1:30 - 2:50 p.m. - How It Works & Into Action (Steps 3 - 9)
3:00 - 4:20 p.m. - Into Action & Working with Others (Steps 10-12)
DECORATIONS
Standard Duties
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Maintain records and notes for the benefit of next year's office holder.
Attend and participate in all Committee meetings.
Understand that a Committee member may only incur one (1) unexcused, and two (2)
excused absences and that a substitute may be sent without voting rights unless vote is in
writing and the Chair is informed beforehand.
The chairperson's purpose is to manage the Spring Fling conference to its fullest capacity
and bring ideas, solutions and choices to the Committee for approval or denial. The
Spring Fling Committee Chairperson will provide general leadership. It is the primary
responsibility of each officer to provide specific leadership in their specific areas to
initiate action to its successful conclusion
Officer Duties
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Decorate both the Grand Ballroom and the banquet room. Order flowers and plants to
decorate both rooms.
Make centerpieces for each table at the banquet.
Flowers and Plants: Get bids from several different vendors and florists.
o Order the foil wrap the same color as the colors chosen for logo. Ribbon to accent
colors. Any vendor will work with you on the colors that the Committee chooses.
o Order corsages and boutonniere for Al-Anon and AA main speakers.
Banner: "Language of the Heart" banner is already made and in storage.
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Decorate Main Speaker Hall: You will be decorating both the Grand Ballroom and the
Banquet room. Hang the banner behind the speaker platform and keep your flower
arrangements low so that the speakers can see over them. We suggest that plants should
not exceed 6”. The banquet hall also needs decorating with banner and smaller set up.
HOSPITALITY
Standard Duties
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Maintain records and notes for the benefit of next year's office holder.
Attend and participate in all Committee meetings.
Understand that a Committee member may only incur one (1) unexcused, and two (2)
excused absences and that a substitute may be sent without voting rights unless vote is in
writing and the Chair is informed beforehand.
The chairperson's purpose is to manage the Spring Fling conference to its fullest capacity
and bring ideas, solutions and choices to the Committee for approval or denial. The
Spring Fling Committee Chairperson will provide general leadership. It is the primary
responsibility of each officer to provide specific leadership in their specific areas to
initiate action to its successful conclusion
Officer Duties
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Organize a committee of at least 30 to 40 people
Schedule committee members as to time of participation.
Brief committee member of their duties.
o Greet, guide and serve all persons attending the conference.
o Respond to questions concerning location of meetings, registration areas,
Hospitality Room, Marathon Meetings, rest rooms, programs, etc.
o Be available to assist other Committees who need help.
o Help conference participants and extend welcome.
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Assist registration Committee when needed.
Block off reserved seating for all Committee members during the main speaker meetings
(use crepe paper).
Block off reserved seating for the hearing-impaired and disabled.
Make necessary signs.
Make sure there are napkins, plates, forks and candles for birthday cake.
Use large votive candles. Number of candles - number of conference years.
Order cake.
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BANQUET
Standard Duties
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Maintain records and notes for the benefit of next year's office holder.
Attend and participate in all Committee meetings.
Understand that a Committee member may only incur one (1) unexcused, and two (2)
excused absences and that a substitute may be sent without voting rights unless vote is in
writing and the Chair is informed beforehand.
The chairperson's purpose is to manage the Spring Fling conference to its fullest capacity
and bring ideas, solutions and choices to the Committee for approval or denial. The
Spring Fling Committee Chairperson will provide general leadership. It is the primary
responsibility of each officer to provide specific leadership in their specific areas to
initiate action to its successful conclusion
Officer Duties
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When menus are received, have the committee choose 2 entrées.
Let Doubletree know of the choices.
The Doubletree requires final count, 3 days prior to event. Have the registration person
keep you up to date with the final count. Also it needs to be broken down, how many
chicken/pasta etc.
Be at the banquet 30 minutes prior to seating.
Reserves tables for speakers and guest.
Those attending the banquet will have reserved seating during the 8:00 p.m. speaker
meeting. A sticker will be placed on the guest badge to determine that they attended the
banquet.
Place a dot under the chair or a plate per table, the person sitting in that seat wins the
centerpiece. Announce dot placement before entree is cleared
Tell guest’s that banquet tickets are to be placed at each place setting to ensure proper
meal is served... Be sure the tickets indicate the entrée type.
WEBMASTER
Standard Duties
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Maintain records and notes for the benefit of next year's office holder.
Attend and participate in all Committee meetings.
Understand that a Committee member may only incur one (1) unexcused, and two (2)
excused absences and that a substitute may be sent without voting rights unless vote is in
writing and the Chair is informed beforehand.
The chairperson's purpose is to manage the Spring Fling conference to its fullest capacity
and bring ideas, solutions and choices to the Committee for approval or denial. The
Spring Fling Committee Chairperson will provide general leadership. It is the primary
responsibility of each officer to provide specific leadership in their specific areas to
initiate action to its successful conclusion
Requirements:
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Must be computer literate. Knowledge of Microsoft FrontPage 2002 and the use of web
based email software essential.
Officer Duties
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Report for approval of committee all information added and/or subtracted from the
website.
Our URL is http://www.sacspringfling.org
Collect as much information as needed from all committee members who have
information on the website.
Web hosting renewal is due July 1st of every year to http://www.netfirms.com . Keep the
committee informed of any changes in price or service.
Keep website up to date, for example Graphics, Program Schedule, Dates etc.