48th SENY Convention

2016 SENY Convention

Organization and Function

The committee includes a Convention Chair appointed by the SENY Chair, and a Convention Treasurer appointed by the Convention Chair. A Secretary is elected from among the volunteers as are the following sub-committee chairs: Alkathon, Banquet, Entertainment, Greeter, Hospitality, Program, Publicity, Registration and Accessibility/Special Needs. (The Accessibility/Special Needs Chair may be the Area Accessibility/Special Needs Chair seated at the time of the event.) The Hispanic Districts and Al-Anon appoint liaisons to the committee. Each sub-committee chair is responsible for his/her committee’s function. All planning and decision making is discussed and finalized at the monthly full-committee planning meetings.

• Convention Chair– The main contact with the convention hotel and reports to the SENY Committee and SENY Assembly on the convention’s activities as well as overseeing the work of the sub-committee chairs.

• Treasurer– Receives and processes convention registrations; oversees all money transactions related to the convention and provides treasury reports. Liaises with the SENY Web Committee regarding online registrations.

• Secretary– Records minutes of the Convention Planning Committee meetings.

• Accessibility/Special Needs– serves as a support for members with mobility, hearing and visual impairment, or other limitations, to make the convention more accessible.

• Alkathon– Coordinates speakers and sets up the Alkathon meeting room using a suggested format.

• Banquet– Maintains the banquet registration list; organizes table seating; liaises with hotel catering staff and attends a tasting panel. Also works closely with the Convention Treasurer and Registration Chair.

• Entertainment– Solicits proposals from entertainment companies for the committee to discuss. Arranges equipment set up at the convention hotel for the selected entertainment company.

• Greeter– Arranges for volunteers to welcome participants to the event and assists other sub-committee chairs.

• Hospitality– Seeks volunteers to operate the Hospitality room and makes requests for donations of food items or money from groups.

• Program– Invites volunteers to discuss and create a convention program that includes panel/workshop titles, start times, speaker’s names and so on.

• Publicity– Creates a convention registration form and works closely with the program committee to produce a final program. Contacts Box 4-5-9 and Grapevine/La Viña to have the event listed. Also arranges printing of the program and additional convention items as needed. Liaises with the SENY Web Committee for online publicity.

• Registration– Maintains the convention registration list; arranges convention packages; works closely with the Convention Treasurer and Banquet Chair.

• Hispanic Districts Liaison– Provides Spanish workshop titles and speakers for the event.

• Al-Anon Liaison– Coordinates an Al-Anon program and speakers for inclusion in the convention program.

General information on SENY’s Convention activities is available in the SENY Service Handbook. For more information or to get involved contact: convention@aaseny.org.

Some good information on setting up an AA convention or similar event is offered at AA Guidelines: Conferences, Conventions and Round-Ups (MG-04).