The Committee
We are AA members creating a celebration of the fellowship that saved our lives. Join us on the committee, all volunteers are welcome. Below is a list of committee positions, but there are many other tasks and opportunities for all.
Chairperson:
- Requests and confirms following year’s event with host facility immediately after being elected to office Schedules the recording company to record the Event (currently Smile God Love You)
- Schedules and Chairs all Committee meetings
- Chairs and emcees the Founders’ Day Event
- Performs or chooses a person to perform a Sobriety Countdown near the end of the day
Alternate Chair:
- Chairs or emcees Committee meetings and the Event in the absence of the Chairperson
- Works with all other positions to coordinate activities
Secretary:
- Keeps and distributes the minutes of the Committee meetings
- Notifies members of the Committee of scheduled meetings in a timely manner
Treasurer:
- Maintains and is a signer on the checking account Responsible for timely disbursement of funds for bill payments and other authorized payments
- Prepares an annual budget
- Presents financial reports for approval at each Committee meeting
Audio/Visual Coordinator:
- Responsible for content and presentation of any audio and/or visual material on the day of the event
- Includes working with the recording company and procurement and set-up of any needed equipment
Decorations Coordinator:
- Chooses a color theme and table/other decorations for the day of the Event
- Responsible for purchasing and assembly of any decorations
Kitchen Coordinator:
- Plans menu for the Event
- Responsible for purchasing, assembly, and serving of meal
Beverage Coordinator:
- Assists the Kitchen Coordinator with the planning of beverage sales
- May be responsible for purchasing and delivery of ice needed for the Event
- Responsible for selling of beverages on the day of the Event
Program Coordinator:
- Responsible for choosing a theme for the Event
- Plans the Program (Speakers, Panels, Presentations) for the Event
- Procures and schedules each individual presenting or speaking at the Event
Publicity Coordinator:
- Creates a flyer for approval of the Committee
- Upon approval, has copies printed and distributed to the Committee
- If reasonable, tracks flyer distribution to areas of the Valley
- Ensures the flyer is distributed and the Event is listed at Intergroups, Districts, and Area 03 for inclusion in their newsletters, bulletin boards and website calendars
Registration Coordinator:
- Creates any “special” badges for Committee members and presenters/speakers
- Provides 2 new copies of the Big Book for the Event
- Mans a registration table on the day of the Event, ensure attendees have a name tag, and signs the Big Book which will be given away during the Sobriety countdown
- Pre-Prints any pre-registrations from the website if available
Facilities Coordinator:
- Communicates with host facility individual to ensure access, times and confirmation of host maintenance personnel
- Coordinates with Chairperson to ensure all meetings are scheduled with host facility
- Coordinates with Decorations Coordinator and procures any needed materials (linens, signage, etc.)
- Coordinates with Kitchen Coordinator to procure any needed items (coffee makers, urns, coolers, etc.)
- Procures 2 large water jugs to use as donation jugs
- Ensures facility is set up for event (chairs, tables, stage, etc.)
- Coordinates volunteers to set up, tear down, waste removal, etc.
Volunteer Coordinator:
- Recruits and schedules volunteers for the day of the Event, ensuring that the Kitchen, Beverage, Registration and Facilities Coordinators have the persons they need
Website Coordinator:
- Maintains and updates content on the Valley of the Sun Founders’ Day website (azfoundersday.org)
- Provides pre-registration information to Registration Coordinator prior to Event
If available, we have an Alternate for each of the positions.