Committee Guidelines

SoberFest is a volunteer, non-profit entity, which shall be autonomous, responsible only to those they serve. This committee shall be guided in principle by the twelve steps and twelve traditions of Alcoholics Anonymous. All decisions made by this entity shall be made by a majority of voting members, following standard parliamentary procedure. Voting members shall be committee chairpersons or co-chairpersons in the chairperson's absence. The SoberFest committee shall be composed of at least the following committees:

• Ad-Hoc

• Al-Anon

• Alcathon

• Archives

• Chair / Co-Chair

• Coffee

• Entertainment

• Facilities

• Hospitality

• Marketing

• Public Information

• Registration

• Secretary

• Speakers

• Treasurer

• Technical Support

Upon acceptance of invitation, the following may also form committees to serve SoberFest:

• Al-Anon
• Alateen

The responsibilities and functions of each subcommittee office shall be stated in the specific job description for each respective position. Continuity shall be accomplished through the progression of subcommittee co-chairpersons assuming the chairpersons' function each year*. Each year the co-chairperson of SoberFest shall be elected by a majority of voting members and shall assume the chair in the following year.

Each year SoberFest shall hold a FunRaiser. SoberFest will accept voluntary contributions. No single contribution's value shall exceed $1,000.00. In addition, no contributions shall be made nor accepted in the name of Alcoholics Anonymous. Proceeds from the FunRaiser shall be used to print and distribute registration forms, transport speakers as well as any additional expenses relating to SoberFest.

The fee charged to register for SoberFest shall be minimal and is intended to cover the cost of the event plus prudent reserve. Excess funds shall be split between AA and Al-Anon according to the percentage of each that attends the conference. All funds remaining following the initial split shall be distributed to carry the message of recovery to the still suffering alcoholic as determined by a majority of the voting members.

* Exceptions as follows:

• Treasurer - 2 years as chair,2 years as co-chair
• Registration - 2 years as chair, 2 years as co-chair
• Marketing - 2 years as chair, 2 years as co-chair
• Facilities - 2 years as chair, 2 years as co-chair
• Technical Support - 2 years as chair, 2 years as co-chair

Our planning committee meets year-round and is divided into a number of subcommittees which are assigned various responsibilities for the planning, preparation and execution of all events before, during and after the conference. If you are in need of assistance, please try to contact the appropriate subcommittee directly via e-mail. For general questions or assistance, please e-mail us at info@soberfest.org. At the conference or the FunRaiser, feel free to approach any committee member wearing a red "COMMITTEE" ribbon.

Our goal is to provide you with the best conference possible, so please feel free to let us know how we can do better!

Click here to see the AA General Service Office Guidelines for Conferences and Conventions

Ad-Hoc

At the discretion of the committee, special subcommittees are sometimes formed to handle certain housekeeping tasks or special events. The e-mail address below is maintained to provide them with the ability to transfer information and communicate via the Internet as required.

adhoc@soberfest.org

Back to Top

---

Al-Anon

A subcommittee comprised of Al-Anon members handles planning and preparation for Al-Anon and Alateen activities and events at the conference and FunRaiser. The chair and co-chair from that subcommittee are invited to attend the Central Committee meeting in order to ensure proper coordination and smooth operation. Please contact the Al-Anon subcommittee for further information and job descriptions.

alanon@soberfest.org

Back to Top

---

Alcathon

The Alcathon sub committee is responsible for choosing and assigning the topics for the round-the-clock meetings held at the conference as well as recruiting volunteers to lead them all. With 37 topics and 74 meetings to manage they are always in need of ideas and volunteers to lead the meetings! E-mail them at the address below if you would like to volunteer to lead a meeting or if you have an idea for a new meeting topic. As soon as it is finalized, a list of this year's topics will be available on the schedule page.

Every Step Of The Way ~ Big Book Workshop:

In addition to the Alcathons, this subcommittee also facilitates the Step Workshop at the Conference. Click here for more information.

This subcommittee requires a minimum of 1-year continuous sobriety at the time of the conference and entails a 2-year commitment.

alcathon@soberfest.org

Back to Top

---

Archives

These are our conference historians. A historical look back at past McHenry's SoberFest conferences will be provided on the SoberFest Archives page. Be sure to visit them at the conference to see their display along with other Area Archives in the Galewood Room on the upper level of the hotel. This subcommittee requires a minimum of 1-year continuous sobriety at the time of the conference and entails a 2-year commitment.

archives@soberfest.org

Back to Top

---

Chair/Co-Chair

These are your Hosts for the conference. They are charged with carrying "The Message" of SoberFest to the Areas and Districts that support the conference. They also need to be well versed in the Traditions of A.A. to aid the committee in keeping them. The Chair and Co-Chair need to be familiar with every aspect of each subcommittee and be ready to serve when they need help. Unselfish and unbiased service to all conference attendees, committee members and volunteers is the primary purpose of these elected positions. Candidates must have at least 5 years of continuous sobriety and have served on the central committee at least 3 consecutive years.

chair@soberfest.org / cochair@soberfest.org

Back to Top

---

Coffee

Besides providing the gallons of coffee and refreshments at the FunRaiser and at the various refreshment stations at the conference, the members of this subcommittee are also responsible for keeping us awake at the committee meetings. This subcommittee requires a minimum of 1-year continuous sobriety at the time of the conference and entails a 2-year commitment.

coffee@soberfest.org

Back to Top

---

Entertainment

This subcommittee is charged with organizing and running our annual FunRaiser. This entails planning for and obtaining all of the entertainment, food, beverages, door and raffle prizes and clean up. Their job is to make sure the event runs smoothly and that a good time is had by all. They are also tasked with bringing you the Saturday Night Dance immediately after the Banquet and Main Speaker. Please feel free to contact them at the e-mail address below and lend them your support by donating raffle items and/or volunteering to help out. This subcommittee requires a minimum of 1-year continuous sobriety at the time of the conference and entails a 2-year commitment.

entertainment@soberfest.org

Back to Top

---

Facilities

This subcommittee handles all the negotiations with the hotel that hosts our conference as well as the hall that is the site for the FunRaiser. They work with the hotel staff to ensure that all the conference events are where and when we need them. This subcommittee will require a total of 4 years commitment (2 as co-chair, 2 as chair).

facilities@soberfest.org

Back to Top

---

Hospitality

This subcommittee provides us with decorations at the FunRraiser. They also provide us with greeters in the front lobby, banquet table centerpieces and volunteers to host the hospitality suites at the conference. Please give them your support by e-mailing them to volunteer as a greeter in the main lobby or to assist with hosting one of our hospitality rooms. It's a great way to meet people and make your sponsor happy by performing AA service work! This subcommittee requires a minimum of 1-year continuous sobriety at the time of the conference and entails a 2-year commitment.

hospitality@soberfest.org

Back to Top

---

Literature

This subcommittee ensures that there is a stock of AA literature available for purchase during the conference. Items are AAWS approved. Volunteers are needed to work this room that is located on the main level in the "Linwood B" room. This subcommittee requires a minimum of 1-year continuous sobriety at the time of the conference and entails a 2-year commitment.

literature@soberfest.org

Back to Top

---

Marketing

This subcommittee plays an essential role in translating our theme into artwork and putting it into a format suitable for printing the flyers, registration forms and booklets. As the conference takes shape, they integrate the schedule information and artwork into the booklets that are provided at the conference. They are responsible for coordinating all of this activity with the committee and printers to make sure our deadlines are met. This subcommittee entails a 4-year commitment (2 years as co-chair and 2 years as chair).

marketing@soberfest.org

Back to Top

---

Public Information

Public Information is responsible for announcing the Conference to both the Northern Illinois and Southern Wisconsin Areas. They are also responsible for preparing announcements to be placed in the various district newsletters, "The Grapevine", "4-5-9", "Conscious Contact" and "Into Action". At the conference they are responsible for the preparation and placement of directional and informational signs. The Public Information subcommittee shares in the presentation of the AnnualFunraiser event, and assists in the bulk mailing of registration materials by acting as the liaison between the Central Committee and the US Postal Service. Feel free to drop them a line with any ideas on how to better get the word out about the conference.
This subcommittee requires a minimum of 1-year continuous sobriety at the time of the conference, and entails a 2-year commitment.

publicinfo@soberfest.org

Back to Top

---

Registration

This subcommittee maintains the conference database for the annual mailing. The list is based on past years' registration records. They also process all advance conference registrations, assign the seating at the banquet and handle all "walk-in" registrants at the conference.
This subcommittee entails a 4-year commitment (2 years as co-chair and 2 years as chair).

registration@soberfest.org

Back to Top

---

Secretary

The Secretary maintains written records of all planning committee proceedings and subcommittee reports, prepares and distributes meeting minutes and maintains committee contact information.
This position requires a minimum of 1-year continuous sobriety at the time of the conference and entails a 2-year commitment.

secretary@soberfest.org

Back to Top

---

Speakers

The Speakers subcommittee is responsible for evaluating available speakers and obtaining commitments from them to speak at the conference. Once the speakers have been selected, they assist with travel arrangements, arrange transportation to and from the airport and ensure that our speakers have proper accommodations at the hotel.
This position requires a minimum of 1-year continuous sobriety at the time of the conference and entails a 2-year commitment.

speakers@soberfest.org

Back to Top

---

Technical Support

This subcommittee maintains the SoberFest Web Site making all approved changes as needed. It forwards E-Mails from the Mail Server to personal accounts when requested. It administers all passwords for E-Mail Accounts.
This subcommittee requires a minimum of 1-year continuous sobriety at the time of the conference and entails a 4-year commitment (2 years as co-chair with 1 year minimum experience in HTML, FTP, Design/Development and e-mail management; 2 years as chair with minimum of 2 years experience in the above IT fields).

technical@soberfest.org

Back to Top

---

Treasurer

The treasurer is responsible for maintaining all the records of income and expenses relating to the FunRaiser and the conference, utilizing bookkeeping software. The Treasurer is also responsible for tax accounting reports required for SoberFest's tax-exempt status. This subcommittee also generates the P&L statement at the end of the year for Central Committee and makes sure that SoberFest has insurance coverage.
This subcommittee requires the chair to have 5 years of continuous sobriety at the time of the conference, while the co-chair must have 3 years continuous sobriety at the time of the conference. This is a 4-year commitment (2 years as co-chair, 2 years as chair). Computer skills are a plus, and high-speed Internet access will be required.

treasurer@soberfest.org

Back to Top