YEAR 3 COMMITTEE MEMBER DUTIES/TIMELINE
Here WE go again! I've got some great news for you...you are NOT in charge of the spreadsheet or the PO Box this year. You're welcome! You are going to be the "point man" this year. People are looking up to you! You're going to be in charge of all the important stuff. (DON'T F#%& IT UP!!!)
Meeting #1: Organizing for the upcoming retreat
This meeting is typically in October. It is the first time we get together as a group to discuss our “plan of attack” for the upcoming year. This meeting is fine for ZOOM. Really stress that YR 1 guy get working on door prizes, and stress YR 2 guy to get a PO BOX. (you need the address before printing registrations).
*Hint: Bring along your clip board from last year. You probably have some notes for “how to improve” that you don’t exactly remember what they meant when you jotted them down 9 months ago.
At this meeting we will discuss generally what needs done to make the Steps to Recovery weekend a success and assign tasks in preparation of the next meeting (either late November or early December). You’re a grizzled vet by now, so you already knew this.
Your site contact is the person to speak with at the resort. She will reach out to you in late September to send you the contract for the upcoming retreat. This is important because you need to know what the BB rates are for the campers and the commuters so you can discuss what the fee will be for this year's event.
*Hint: we spend about $16-20 p/participant in addition to the BB fee (ie, printing, door prizes, fruit, etc.)
As it gets closer to even time, you'll have to contact your site contact about menu choices and bed assignment
- LIABILITY INSURANCE
As part of our contract with BB we are required to carry a liability insurance. You can look in the dropbox to see the coverage from last year, and get an idea of the price. (Currently about $275 or less). If you'd like to shop around, you certainly can. We've typically used the same company and they know all the limits that we want for our coverage. The contact person is:
SLF Insurance Services
Samantha "Sam" Gadosik
Or Sandy Gasser (330)849-3883
(330) 668-2417
samanthag@slginsurance.com
Hint: I reached out to her in November. Its a pretty quick process to get the quote, maybe a day or two.
-PIZZA PARTY
We have used Angelina's Pizza in Elyria for the last number of years. They have always been super accommodating. In 2023 we paid $11.50 per large pizza. (50 pizzas for 200 guys was almost spot on!) We tip the delivery driver $100. The order needs to be in about 10 days before the event.
Alyssa
(440) 591-1354
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Meeting # 2: Updates and Check-In
The second meeting is usually in early December. This meeting is good for checking in with each other, getting an idea of registration. Make sure the newbie has ordered the door prizes!
*Hint: This meeting is an very "ZOOM"-able. Give the 2nd year guy a ribbing about how busy he is!!
Meeting #3: SELECTION SATURDAY (or Sunday)
This meeting is in early January. Ideally it will be about four (4) weeks before the retreat. To be of maximum use this one should definitely be IN PERSON!
This meeting is several hours in duration, so make sure to set aside enough time. There are a lot of names to go through.
In addition to speakers, we will choose Group Discussion Leaders.
Typically, we will select the menu, and touch base with your site contact.
Hint: Go to breakfast with the fellas first. It's nice to start a busy day with a full belly!
Meeting #4: Room Assignments/ Name Tags
This meeting is about one week prior to the retreat. (We've done this at the same meeting that we picked speakers before. It makes it a 6-8 hr day, but its worth it if you have the time)
Ideally, we can get both of these tasks done in the one meeting. Otherwise it will require additional meeting(s) until complete.
Email your site contact before doing room assignments. They will send you a master bed/cabin sheet to fill out. Make sure to write neat because you have to send this back to her a week before the retreat to get all the linens on the beds.
Try to avoid top bunks. Keep our more seasoned members on the first floor.
*Hint: You will find out just how much “acceptance” your fellow alcoholics have.
Ad Hoc Meetings
It has been our experience that a quick 15 minute Zoom meeting can be very helpful. If you need this, just ask. It will likely clear up what may take a mind numbing number of text messages.
Additional Duties Throughout
In addition to the general duties and timeline above, there will be ongoing communication with the committee. This is typically emailing, calls, text messages with updates of number of registrations as well as any issues the crop up along the way, or questions/concerns from attendees.
Remember, this is a WE committee!!! You were selected because WE believe that you are an asset to the sober community and the attendees at Steps to Recovery weekend. If there are any questions you have along the way, please ask. WE succeed together!!!
*Hint: If at any point in time is seems overwhelming or aggravating, reference RULE 62 (12x12 pg. 149)