New Speaker Meeting Host Group Info



Speaker Meeting Host Group – General Info


Please consider volunteering to be a Host Group for the Santa Clara Valley Al-Anon Open Speakers Meeting.  This is a fun way for your meeting to do group service and support a long-standing speaker meeting.  It is sometimes the first introduction to Al-Anon and Alateen for many friends and family members of those whose lives have been affected by alcoholism. Speaker Meetings are held at Immanuel Lutheran Church, 14103 Saratoga Avenue, Saratoga, CA 95070.


Your meeting provides refreshments as well as volunteers for the following:  set up team coordinator (if no Group Representative), secretary, literature, greeters and set up and clean up before and after the meeting. 



District 20 (D-20) hosts and supports this meeting.  D-20 provides a box of supplies and some monetary reimbursement for refreshments and any distributed Al-Anon Conference Approved Literature (CAL) pamphlets and meeting directories.



An Al-Anon Speaker Committee representing Santa Clara Valley’s Districts 20, 21 and 22 provides the speakers.  A D-20 audio engineer records the meeting. 



Please email d20afgnews@gmail.com to sign up to host a future D-20 speaker meeting.  Your service is very much appreciated.

Speaker Meeting Host Group Duties – Months Prior to Meeting


Sign Up to Host


  • Contact "d20afgnews@gmail.com" to sign up your home meeting to host and let us know which Speaker Meeting date your group would like to serve
  • Print a copy of this page to share with your group and the sign-up sheets so members of your meeting may volunteer for specific Host Group duties

Enlist Volunteers from Host Group


Send around the sign-up sheets at your home group and enlist volunteers from the group to do the following duties:

  • Coordinate the set up team (if no Group Representative)
  • Set up in the fellowship hall, entry room and kitchen
o   Set up chairs theater style

o   Set up tables for refreshments and literature

  • Be secretary and greeters
  • Bring and display refreshments
  • Start coffee pots for coffee and tea
  • Collect supply box and set out coffee supplies, tea supplies, cups, napkins, etc.
  • Bring, set up and sell literature
  • Clean up

o   Stack and put chairs and tables away

o   Put away food, drinks, coffee, tea, etc.

o   Rinse out coffee pots and store back in kitchen

o   Throw garbage in the garbage dumpster and refill trash cans with liners

o   Ensure fellowship hall, entry room, kitchen and bathroom is clean and put back as found it prior to leaving

Note 1:  If the Host Group is an Alateen group, please provide two AMIAS to be present at the meeting before the first Alateen arrives and until the last Alateen leaves.

Note 2:  The Host Group can complete an expense report for refreshments (up to $30) prior to the meeting.

Speaker Meeting Host Group Duties – Day of Meeting


Day of Time Schedule


6:30pm

  •       D-20 District Representative, Alternate District Representative, District Treasurer, Host Group Coordinator, Host Group’s Group Representative (or Set Up Team Coordinator) and Volunteers (and AMIAS if Alateen Group) arrive at the church

7:15pm

  • Set up is complete
  • Hot water is ready for coffee and tea
  • Supplies and refreshments are displayed
  • Secretary has read binder instructions and handed our readings
  • Literature is displayed on table in the back of the fellowship hall
  • 7th Tradition baskets are with Host Group’s Group Representative
  • District Representative and Alternate District Representative are ready for welcome


Introductions


  • The D-20 District Representative, Alternate District Representative, District Treasurer and Host Group Coordinator arrive before the meeting and introduce themselves to the Host Group’s Group Representative, Host Group volunteers and AMIAS (if Alateen Host Group). 
  • The D-20 District Representative, Alternate District Representative, Treasurer and Host Group Coordinator are available before and after the meeting to answer any questions.


Room Setup


  • Open windows and turn on hall fans and exhaust if the room is too warm (switch panel is to the left of the double doors, inside of the large hall)
  • Report any facility problems to D-20 District Representative, Alternate District Representative or Host Group Coordinator
  • The Host Group volunteers set up ~100 chairs theater style in the fellowship hall.  Chairs are in a large closet in the fellowship hall and takes about 20 minutes to set up.  It requires some physical strength as the chairs are heavy.  
  • Volunteers set up tables in the entry room for refreshments.
  • The Host Group may also place the meeting's "Al-Anon" door signs at both building entrances to welcome newcomers and guests.


Supply Box and Coffee Pots


  • D-20 Host Group Coordinator will bring the supply box (or make alternate arrangements to deliver the supply box) with cups, plates and napkins, sugar and creamer, coffee & tea. 
  • Host Group volunteers collect 2 coffee pots from the church kitchen, fill up with water (only water) and start heating them up for coffee and tea.  Heating time is usually 30 minutes.

Refreshments


  • The Host Group provides some combination of fruit, vegetables, cheese & crackers, bottled water, etc.  About 70-80 people regularly attend the speaker meeting, so plan quantities accordingly.
  • D-20 reimburses the Host Group for refreshments up to a maximum of $30.  Receipts must be provided and an expense report needs to be completed.  The D-20 Treasurer will collect the receipts and completed expense report (or provide a blank report form to complete).
  • Alternatively, the Host Group may donate refreshments to the D-20 Speaker meeting if they chose to do so by group conscience. 
  • The Host Group may set out donation baskets for refreshments on the kitchen counters or entry room table. All donations should be given to the D-20 District Representative, Alternate District Representative or District Treasurer after the meeting.  Any donations will be counted, recorded in the D-20 ledger, and given back to the Host Group toward the $30 refreshment reimbursement.



Note:  Alateens sometimes sell bottled water at the speaker meeting to raise funds for their Growing Together Weekend (GTW) and/or Northern California Alateen Conference (NOCAC).  Alateens need to give 2-weeks advance notice to the District Representative and/or Group Representative so that the Host Group can make adjustments.  If Alateens show up to fundraise without advance notice, then it is up to the District Representative and Group Representative to confer and determine if the Alateens can be accommodated.


Greeters


  • Host Group volunteers greet members at the front door to welcome them to the meeting.


Secretary


  • The Host Group chooses the speaker meeting secretary.  It should not be the meeting’s Group Representative.  Ideally it is someone who has attended a speaker meeting before and has a loud, clear voice. 
  • The meeting secretary arrives early to the meeting and collects the binder.
  • D-20 provides the binder with all the readings including the Al-Anon opening and closing, which will be placed at speaker and secretary table. 
  • The meeting secretary reads the instructions in the binder and then hands out 4 readings for members to read before the meeting begins. (It is suggested to pick readers from the Host Group.) 


Group Representative (or Set Up Team Coordinator if no GR)


  • The Host Group’s Group Representative collects the 7th Tradition with the District Representative, Alternate District Representative and District Treasurer by passing the baskets.
  • The Group Representative also attends a business meeting at the end of the speaker meeting with the District Representative, Alternate District Representative and District Treasurer. 


Literature


  • Host Groups bring their own literature to sell at the speaker meeting and keep all money from literature sales.
  • Host Group literature sales money should be kept separate from 7th Tradition and refreshment donations.
  • If given away during the meeting, D-20 reimburses for pamphlets and meeting directories for a maximum $10. 
  • It is suggested to display the 20 Questions (S-17 and S-25) and Detachment (S-19) pamphlets, Newcomer’s packets, meeting directories, the Forum magazine and the Forum subscription forms.


7th Tradition Baskets


  • The Group Representative (or Set Up Team Coordinator), District Representative, Alternate District Representative and District Treasurer pass the 7th Tradition baskets after the secretary does the birthdays. 
  • After collection, the money is combined into one basket and given to the District Representative and District Treasurer to be counted after the speaker meeting during a short business meeting.
  • The money is tallied in the D-20 ledger before any money is disbursed in reimbursements. 
  • The D-20 Host Group Coordinator and Audio Engineer do not handle or store speaker donations. 


Room Cleanup


  • The room furniture and chairs must be put back where they were on arrival, and all windows closed and locked, to protect our future use of the space.
  • All literature is repacked and removed by the Host Group.
  • The kitchen must be cleaned up and the coffee pots rinsed and put away.
  • All spills must be wiped up both in the kitchen and elsewhere in the hall.
  • All trash must be removed and placed in the dumpster found in the lower parking lot. Trash liners should be replaced and can be found in a cabinet in the kitchen. 
  • Bathrooms should be checked to make sure all trash is in containers, the lights are off, and that the spaces are tidy.
  • "Al-Anon" signs (if used) should be collected from outside the building and returned to the Host Group.
  • All lights and fans are turned off and the windows shut. 
  • The D-20 District Representative is the last to leave and does a final walk-through with the Group Representative and ensures all doors are locked.


Business Meeting


  • The District Representative, Alternate District Representative, District Treasurer and Group Representative hold a short business meeting to count all donations and collect expense receipts and reports. 
  • The District Treasurer records collection and expenses in the D-20 Ledger.
  • Reimbursements are made after collecting expense receipts and reports as follows:

o   Maximum of $30 reimbursement for refreshments

o   Reimbursement for cost of distributed pamphlets and meeting directories up to a maximum of $10

o   Maximum of $50 reimbursement for speaker dinner

  •      The District Treasurer or District Representative take remaining monies and deposit into D-20 bank account soon thereafter

Speaker Meeting District 20 Service Positions and Duties


Members in the below D-20 service positions attend all speaker meetings arriving early and staying late.  If a member is not able to attend, they must find an alternate to cover their duties.



Speaker Meeting Committee

· Selects speakers for speaker meeting

· Takes speakers out to dinner prior to meeting

· Submits expense receipt and report for maximum $50 dinner reimbursement

· Does not handle or store speaker meeting collected donations.


Host Group Coordinator


· Arranges for a host group and ensures they have the information they need to host the meeting

· Brings Supply Box to meeting

· Ensures Supply Box is fully stocked

· Does not handle or store speaker meeting collected donations.


Audio Engineer


· Sets up recording equipment, records speaker meeting and makes CD copies to be handed out at the next D-20 meeting

· Sets up podium, tables and chairs for secretary and speaker

· Brings Secretary Binder to meeting

· Does not handle or store speaker meeting collected donations.

Group Representative (or Set Up Team Coordinator if no GR)


· Enlists group and volunteers to host a speaker meeting

· Collects 7th Tradition

· Attends business meeting with the District Representative, Alternate District Representative and District Treasurer at the end of the meeting to count collected donations, record in D-20 ledger, collect completed expense receipts and reports and make reimbursements

· Does a final walk-through with the District Representative


District Representative


· Opens with a welcome

· Collects 7th Tradition

· Attends business meeting with the Alternate District Representative, District Treasurer and Group Representative at the end of the meeting to count collected donations, record amount in D-20 ledger, collect completed expense receipts and reports and make reimbursements

· Does a final walk-through with the Group Representative, is the last to leave and ensures all doors are locked

Alternate District Representative


· Opens with a welcome

· Collects 7th Tradition

· Attends business meeting with the District Representative, District Treasurer and Group Representative at the end of the meeting to count collected donations, record amount in D-20 ledger, collect completed expense receipts and reports and make reimbursements

District Treasurer


· Collects 7th Tradition

· Attends business meeting with the District Representative, Alternate District Representative and Group Representative at the end of the meeting to count collected donations, record amount in D-20 ledger, collect completed expense receipts reports and make reimbursements

· Reimbursements are made only after all collected donations and expense receipts and reports are noted in the D-20 ledger

o   Reimburses maximum $30 for Host Group refreshments

o   Reimburses maximum $10 for Host Group pamphlets and directories

o   Reimburses maximum $50 for Speaker Meeting Dinner


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