Soberfest is a volunteer, non-profit entity, which shall be autonomous, responsible only to those they serve. The committee is guided by the twelve steps and twelve traditions of Alcoholics Anonymous.
Unless otherwise noted, all committee positions require a minimum of 1-year continuous sobriety at the time of the conference. They are 2-year commitments; with the first as co-chair and the second year as chair.
* Exceptions as follows:
- Treasurer – 2 years as chair, 2 years as co-chair
- Registration – 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 central planning committee meets year-round and is divided into a number of subcommittees that 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.
Alcathon
The Alcathon 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.
Commitment:
- This committee requires a minimum of 1-year continuous sobriety at the time of the conference.
- It entails a 2-year commitment (1 as co-chair, 1 as chair).
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.
Commitment:
- This committee requires a minimum of 1-year continuous sobriety at the time of the conference.
- It entails a 2-year commitment (1 as co-chair, 1 as chair).
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.
**The Chair and Co-Chair will be required to attend the pre-Conference meeting with the hotel staff on the day prior to the event; typically at around 4:30 pm. This will, in all likelihood, necessitate taking time off from work. In addition; it is expected that the Chair and Co-Chair be present in the hotel at the beginning of the Conference as well as throughout the weekend. Please take these requirements into consideration before standing for either position.**
Commitment:
- This committee requires a minimum of 5 years of continuous sobriety at the time of the conference.
- Candidates must have served on the central committee at least 3 consecutive years.
- It entails a 2-year commitment (1 as co-chair, 1 as chair).
- No Past Chair will be considered.
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 committee are also responsible for keeping us awake at the central committee meetings. **Both the coffee committee chair and co-chair will be required to attend the pre-Conference meeting with the hotel staff on the day prior to the Conference; typically at around 4:30 pm. This will, in all likelihood, require taking time off from work. In addition; the chair and co-chair of the coffee committee will be required to be at the hotel from the beginning of the Conference throughout the weekend. Please take these requirements into consideration prior to standing for either position.**
Commitment:
- This committee requires a minimum of 1-year continuous sobriety at the time of the conference.
- It entails a 2-year commitment (1 as co-chair, 1 as chair).
Entertainment
This committee 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.
Commitment:
- This committee requires a minimum of 1-year continuous sobriety at the time of the conference.
- It entails a 2-year commitment (1 as co-chair, 1 as chair).
Facilities
This committee handles all the negotiations with the hotel/resort that hosts our conference. They work with the hotel staff to ensure that all the events of the conference are where and when we need them.
The facilities committee also coordinate the guest room accommodations for our speakers. Signers and all committee members.
** Both the facilities committee chair and co-chair will be required to meet with the hotel/resort staff periodically during the year (very flexible in scheduling), including attending the pre-Conference meeting and Walk-thru with the hotel staff on the day prior to the Conference; typically, around 4:30 pm, and after the conference to review the final bill. This may, in all likelihood, require taking time off from work. In addition; the chair and co-chair of the facilities committee will be required to be at the hotel from the beginning of the Conference throughout the weekend. Please take these requirements into consideration prior to standing for either position. **
Commitment:
- This committee will require a total of 4 years commitment (2 as co-chair, 2 as chair).
Hospitality
This committee provides decorations and assists with set-up at the FunRaiser, and arranges for purchase, assembling and set-up of the centerpieces for the Saturday night banquet. A budget for decorating is allotted for both events. Hospitality is responsible for coordinating any service workers required to assist with the decorating portion of both these events.
The Hospitality committee is instrumental in coordinating all the groups/volunteers that host the Hospitality Room at the conference. This includes setting up the time slots, confirming with the volunteers in advance, and being available for all 3 days of the conference to monitor the Hospitality Room. It also requires cleanup after the conference and coordinating with the storage facilitator person.
Commitment:
- This committee requires a minimum of 1-year continuous sobriety at the time of the conference.
- It entails a 2-year commitment (1 as co-chair, 1 as chair).
- Volunteers to help with decorations for these events have no sobriety requirement.
Literature
This committee 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.
Commitment:
- This committee requires a minimum of 1-year continuous sobriety at the time of the conference.
- It entails a 2-year commitment (1 as co-chair, 1 as chair).
Marketing
This committee 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.
Commitment:
- This committee requires a minimum of 1-year continuous sobriety at the time of the conference.
- It entails a 2-year commitment (1 as co-chair, 1 as chair).
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 “IntoAction“. 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 Annual FunRaiser event. Feel free to drop them a line with any ideas on how to better get the word out about the conference.
Commitment:
- This committee requires a minimum of 1-year continuous sobriety at the time of the conference.
- It entails a 2-year commitment (1 as co-chair, 1 as chair).
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Registration
This committee maintains the conference database for the annual mailing. The list is based on past years’ registration records. The committee helps to prepare the annual registration form and coordinates the printing and mailing through an outside service. They also work with the Technical Committee on the online registration site and process all advance conference registrations, assign the seating at the banquet and handle all “walk-in” registrants at the conference.
Commitment:
- This committee requires a minimum of 1-year continuous sobriety at the time of the conference.
- It entails a 4-year commitment (2 as co-chair, 2 as chair).
Secretary
The Secretary maintains written records of all planning committee proceedings and subcommittee reports, prepares and distributes meeting minutes and maintains committee contact information.
Commitment:
- This committee requires a minimum of 1-year continuous sobriety at the time of the conference.
- It entails a 2-year commitment (1 as co-chair, 1 as chair).
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.
Commitment:
- This subcommittee requires a minimum of 1-year continuous sobriety at the time of the conference.
- It entails a 2-year commitment (1 as co-chair, 1 as chair).
Step 11 Prayer and Meditation
This committee is charged with presenting a space to be used for the practice of Step 11’s Prayer and Meditation. Our setting provides a variety of MIND, BODY & SPIRITUAL practices through Yoga, Mindful Meditations, and Self-Hypnosis. Our schedule of events has something to offer to the newcomer as well more experienced individuals.
Commitment:
- This subcommittee requires a minimum of 1-year continuous sobriety at the time of the conference.
- It entails a 2-year commitment (1 as co-chair, 1 as chair).
Step Workshop
Every Step of the Way Workshop This committee handles the preparation and planning of the “Every Step of the Way” Step Workshop held Saturday and Sunday morning at Soberfest. The Facilitator also prepares the information for the panelists to insure the essence of the step is conveyed as the panelists share their own experience strength and hope. The information is taken from the shared experience of the facilitator and panelists utilizing our basic text of the Big Book, Alcoholics Anonymous. The facilitator is part of each and every panel during the workshop.
Commitment:
- This committee requires a minimum of 5 years continuous sobriety for the facilitator
- and 1-year continuous sobriety for the panelists at the time of the conference.
- This subcommittee entails a 4-year commitment (2 as co-chair and 2 as chair.)
Technical
The Technical Committee maintains the Soberfest web site (www.soberfest.org), maintains Soberfest e-mail accounts, changes passwords and resolves log-in issues, updates domain information, and upgrades software used on the web site. The committee assists in the selection of products and services, such as web hosting and online registration (i.e., Webconnex Regfox). The site is currently hosted at GoDaddy and maintained using WordPress. Registration is provided through via Webconnex Regfox. Note that Regfox is a shared responsibility with the Registration committee. Payments are processed through PayPal. (None of the above should be considered endorsements).
Requirements:
- The committee co-chair must have a minimum of three years sobriety at the time of the conference. The chair must have a minimum of five years sobriety.
- Experience with WordPress and WordPress plug-ins is helpful.
- A basic understanding of HTML and CSS is helpful.
- Employment in IT or past experience with web hosting is appreciated.
Commitment:
- This subcommittee requires a minimum of 2-year continuous sobriety at the time of the conference.
- It entails a 4 year commitment (2 as co-chair, 2 as chair).
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 committee also generates the P&L statement at the end of the year for Central Committee and makes sure that Soberfest has insurance coverage. The treasurer is also responsible for the timely and accurate filing of all State and Federal taxes. (Typically through a registered Accountant **Both the treasurer and co-treasurer will be required to attend the pre-Conference meeting with the hotel staff on the day prior to the Conference; typically at around 4:30 pm. This will, in all likelihood, require taking time off from work. In addition; the treasurer and co-treasurer will be required to be at the hotel from the beginning of the Conference throughout the weekend. Please take these requirements into consideration prior to standing for either position.**
Commitment:
- This committee requires the chair to have 5 years of continuous sobriety at the time of the conference.
- The co-chair must have 3 years continuous sobriety at the time of the conference.
- It entails a 4-year commitment (2 as co-chair, 2 as chair).
- Computer skills are a plus, and high-speed Internet access will be required.
Volunteer
This Committee coordinates volunteers to work assigned time slots for the spring and fall fundraisers and during Soberfest weekend in November. Establishes a volunteer schedule and makes reminder calls. Works with other committee chairs to determine times needed. A great job for a person who attends a lot of meetings or doesn’t mind attending new meetings and spreading the word! The committee chair mentors the Volunteer Co-Chair.
The Volunteer Co-Chair assists the Volunteer Chair in any way possible. Helps coordinate volunteers and maintains a schedule. The Volunteer Co-Chair takes over as chairperson the following year.
During Soberfest weekend duties include coordination of volunteers for the following:
- Greeters – Greeters welcome incoming registrants in the lobby of the Grand Geneva. Need two greeters on duty at a time for two-hour shifts. Friday 3 pm to 9 pm and Saturday 2 pm to 6 pm.
- Banquet Ticket Checkers – several volunteers needed to verify tickets and direct people to corresponding entrances. Needed Saturday 6 pm to 8 pm.
- Hall monitors – to reduce noise during Ballroom meetings/speakers and keep the back of the room clear. Friday 6:45 pm to 9 pm; Saturday 9:30 am to 2:30 pm; and Sunday 10-11 am.
- Assist the Alcathon Committee – to fill open Alcathon meeting chairperson slots – especially for late over-night hours.
- Assist the Archives and Literature Committees – with volunteers to fill open time slots or cancelations in the Archives / Literature room. Need to find willing Soberfest Committee members or Volunteers Committee members to fill open time slots as there is the requirement to handle money in the Archives / Literature room.
Commitment:
- This committee requires a minimum of 1-year continuous sobriety at the time of the conference
- It entails a 2-year commitment (1 as co-chair, 1 as chair)