MSCYPAA BID REQUIREMENTS
Revised September 2024
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The MSCYPAA Bid Requirements are a list of guidelines, established by the Advisory Council, to help direct interested parties in the bidding process, and make clear the articles necessary for committee organization and site contract coordination at the time of the bid session. In order to be considered an eligible recipient of the MSCYPAA Convention, it is strongly suggested that interested bidders endeavor to fulfill these recommendations.
Bidders should inform the Advisory Council Chairperson of their intent to bid as soon as possible. Bidders are encouraged to submit their bid packages for feedback at any time during the bid year. A ‘bid book’ detailing how the bid committee meets these requirements is due to Advisory the Wednesday before the scheduled conference by 6:30 PM via email to mscypaa-advisory@googlegroups.com. Please print one to two copies of your bid package; these can be printed in black and white, except for any logos which should be printed in color. Each full Bid Committee will be allowed twenty minutes for their Bid Presentation; potential bids will receive a five minute opportunity. At least three bid committee members with one or more years of sobriety must be present at the time of the Bid Presentation. While it is important that anyone who is young at heart is welcome to participate, we encourage committees to reflect and include the young people’s community they hope to serve. Bids should display a positive relationship and participation with AA service structure below the group including but not limited to local district, area, and intergroup
MSCYPAA Bid Book Checklist
You should come to MSCYPAA with the following items in your bid packet in order:
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1. Create a roster of committee members which lists members name, contact information, sobriety date, and service position on the committee.
2. A draft contract or written agreement, unsigned, from each of your potential hotels or conference locations, for a weekend falling between June through October. All contracts should include:
a. Proposed dates
b. Maximum of one hundred fifty (150) room nights total (seventy five room nights Friday night and seventy five room nights Saturday night)
c. A flat room rate, if possible (the same rate for single, double, triple, or quad occupancy)
d. A ballroom with a five hundred (500) person capacity (this is best practice whenever possible, as MSCYPAA typically attracts at least five hundred attendees)
e. Three or four other rooms or break out rooms with a fifty (50) person capacity
f. One meeting/conference room available for the exclusive use of the advisory council for the duration of the conference. A meeting/conference room for the exclusive use of the host committee is optional.
g. A minimal proposed Food and Beverage commitment, if any, only as required by the hotel contract
3. A treasurer’s report of all income and expenses of the bid committee. The Treasurer must demonstrate the committee’s financial responsibility and autonomy in keeping with the spirit of the Seventh Tradition.
4. A written statement of understanding that the Host Committee shall turn over all funds after conference expenses to the Advisory Council within thirty (30) days after the last day of the conference.
5. A statement illustrating the committee’s reason for bidding and how hosting the conference in your area will serve to carry the AA message to other alcoholics.
6. Detail the committee’s efforts to engage in AA's legacies of recovery, unity and service.
Letters of support from the area committee and district committee of the planned conference site, including a statement from both the area and district that there is no known large-scale AA event 30 days before or after the proposed dates for your conference. Proposed dates for the conference are not to fall within 30 days of any large scale national, regional, or local AA conference.
7. Pre-Registration flyer in the event you are awarded the conference. Flyer should not include dates. Only “MSCYPAA ## and Region”