MGYPAA BIDDING GUIDELINES:

1. Three AA Members under 40 years of age with One member having at least two or more years continuous sobriety and having completed the first 9 Steps must represent the bidding city. They may be accompanied by supporters of any age. Bids must be presented in a manner that is consistent with the 12 Traditions of AA and entire presentation to be no more than 30 minutes long.

2. Bidders are asked to prepare a statement of their reasons for bidding and what they believe the need and benefits are of hosting a MGYPAA in their area.

3. Bidding Committee must have letters of support and interest from their local AA Community and ask for support from local Groups, Districts and/or Inter-group.

4. Bidders must have commitments from at least two appropriate facilities (Hotels, Universities, Convention Centers, Gymnasiums, etc.) so sized to accommodate the entire gathering. Include the proposed dates and diagrams of the available meeting space. When the space is complementary, proof that no commitment as to the number of people attending must be given. Bidders must provide information regarding housing and food for attendees, including cost and accessibility to the gathering site. If awarded the conference the host committee agrees to have a signed contract within 45 days. All costs, both to the Committee and to the Attendee must be outlined.

5. Bid Committee shall also include the following in their proposal:
* Whether Insurance will be provided by the Facility, required separately or waived; outline any costs.
* List ideas for Activities and Functions to be held during the Gathering.
* Explain how security and safety of attendees will be handled.

6. Prospective bidders will be required to demonstrate financial autonomy and responsibility, within the traditions of AA as a whole, being directly involved in any activity from which funds are generated. Bidders are to submit a simple projected budget for its gathering with a starting balance of zero ($0). The Bidding Committee must assure that its MGYPAA gatherings and all related functions will abide by the Twelve Traditions and Twelve Concepts of Alcoholics Anonymous.

7. The committee must advise the MGYPAA Advisory Council that they have compiled the necessary research to determine the effects of Federal, State, Provincial, or Local tax laws on the gathering, should they be awarded the gathering.

8. To ensure MGYPAA operates in the spirit of cooperation, Bid Committee will provide a list of all large-scale AA events in their area within a sixty-day period of the proposed Gathering date. Assurance must be given that Gathering will not conflict with other large AA activities and should not be held within 3 weeks of the State Convention, Summer Footprints, Fall Conference or Winter Footprints. Experience has shown that some long holiday weekends may be good, providing extra time for the Gathering, commutes and allowing greater participation by younger AA’s during school breaks.

9. Bidders must provide a permanent mailing address for the gathering; do not use a personal address.

10. Prospective Bidders must read, understand and be prepared to abide by the requirements as written in the Host Committee Responsibilities.

MGYPAA Bidding Checklist:

* Introduce minimum of 3 members meeting criteria, follow Traditions, maximum 30 minutes
* Provide Statement of Reasons, Need and Benefit of hosting MGYPAA in your area
* Provide letter(s) showing support and interest from local AA Community
* Bring commitments from two facilities and outline the following:
1. Proposed Dates
2. Show Adequate Housing and Food Availability
3. Diagrams of available meeting space and access methods
4. Provide proposed costs to Committee and Attendees
* Insurance Policy – required separately? Waived? or Provided by the Facility? Outline costs
* List ideas for Activities and Functions to be held during the Gathering
* Explain how security and safety of attendees will be handled.
* Show a simple projected budget estimate for conference expenditures
(Facility Fees, Insurance, Materials, Services, T-Shirts…)
* Discuss research and impact of any local laws
* List Sober Events that are scheduled in the same 60-day period as the Gathering
* Provide permanent (non-personal) mailing address
* Assure that you have read through Host Guidelines, understand and agree