MNYPAA Bid Requirements

The completion of the following requirements must be met, in writing and presented in the form of a “Bid Packet” to be considered a MNYPAA Bid Committee. Two copies of this “packet” must be presented to the Advisory Council Chairperson after the Friday night speaker of the Conference. Digital copies of the Bid Packet will be e-mailed 14 days prior to the conference to advisory@mnypaa.org. All bids will be considered.

  1. Create a roster of committee members. We strongly encourage members of all ages to participate; however, we do ask that each committee have at least two members who have one or more years of sobriety. 

  2. Bid committees must provide unexecuted contracts from at least two hotels demonstrating availability for the proposed conference dates. Hotel proposals should reasonably accommodate: Seating for a minimum of 400 attendees, A minimum of 80 room block nights, including complimentary rooms for main speakers, At least four breakout rooms, which may include: Panel rooms, Marathon meetings, Game or fellowship space, Advisory Council space. Exceptions may be considered based on city size or hotel availability.

  3. Bid committees must supply a list of large-scale AA and non-AA events scheduled near the proposed conference dates, demonstrating due diligence in avoiding conflicts.

  4. Bid committees must provide two written statements of support from related AA entities, such as: District, Area, Delegate Chair, or Intergroup Secretary

  5. Each Bid Committee will be required to provide financial records from all committee activities, demonstrating financial autonomy and responsibility within the spirit of AA’s Twelve Traditions. Bid Committees are highly recommended to use the financial template created by Advisory for proposed expenses for Host year. 

  6. If awarded, Bid committees must agree that all proceeds, after expenses, will be turned over to the MNYPAA Advisory Council for their disposition within 60 days of the conference for use by the host committee. 

  7. Bid Committees are strongly encouraged to hold a minimum of three events. Participation with other bids and the current host committee is encouraged

  8. Each Bid Committee must provide a concise, written statement illustrating the need for this conference in their area.

  9. Bid Committees must have available a temporary pre-registration flyer. Do not include future conference dates or hotel information.

  10. Bid Committees must read, understand and be prepared to agree with the requirement as written in the Host Committee Responsibilities, MNYPAA Bylaws and the Non-Discrimination and Anti-Harassment Policies.

  11. Bid Committees must present their bid skit and bid book, which is to include graphics, to the Advisory Council during the Saturday morning bid session. The presentation should be completed in 60 minutes or less.

  12. Bid Committees must notify the Advisory Council Chair 30 days prior to the annual MNYPAA conference with their intent to bid. The intent to bid must be sent by email to advisory@mnypaa.org.

All bids will be considered.