Speaker Meeting Host Group – General Info
Speaker Meeting Host Group Duties – Months Prior to Meeting
Sign Up to Host
- Contact "firstname.lastname@example.org" 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
- Coordinate the set up team (if no Group Representative)
- Set up in the fellowship hall, entry room and kitchen
- 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
Speaker Meeting Host Group Duties – Day of Meeting
Day of Time Schedule
- 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
- 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
- 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.
- 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.
- 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.
- Host Group volunteers greet members at the front door to welcome them to the meeting.
- 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.
- 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.
- 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.
- 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:
- The District Treasurer or District Representative take remaining monies and deposit into D-20 bank account soon thereafter