March 2012 Conference Flyer

     The WRSC shall meet every two months on the weekend of the third Sunday rescheduling into consideration when the WRSC meeting is in conflict with other important events. Advance planning is the key here. If negotiations are made well in advance you have a much better chance of getting the necessary facilities and reasonable prices.
 

13.02   Who’s responsible.

    The hosting committee will coordinate with the Regional Vice Facilitator on the agenda of the weekend.

A) See Article 3.03 for the entire ASC Host rotation schedule.

The January and May meeting and functions will be set up and coordinated by the host committee of WSNAC and WRSC activities subcommittee.

1) The January function will be designated as the “Free To Be We” Regional fundraiser/function. All expenses and excess funds will be the responsibility of the WRSC.

2) The May function will be designated as a “WSNAC Awareness” fundraiser/function. All expenses and excess funds will be the responsibility of the WSNAC BOD.       
                     

     The WRSC may provide the hosting area with up to $400 toward meeting room costs. Upon finalization of negotiations with the facility, the Area contact person is to notify the WRSC Treasurer with the facility address, phone number, contact person and cost. Do not guarantee these rooms and sign anything that would indicate a guarantee. Please refer to WRSC ARTICLE TWELVE Financial Guidelines, 4.02 (5).
 

     When negotiating with facilities it is always best to have no less than two addicts present. Having someone with knowledge of how to negotiate with hotels is helpful. You can usually get the meeting rooms at a reduced cost by letting the hotel know that we will be renting rooms and eating at their restaurant (if they have one).

A) Every effort should be made to insure that ALL facilities used are wheelchair accessible.

B) Regularly scheduled meetings of the WRSC are non-smoking. There may be a designated smoking area outside of the main room.
 

We will need between ten and twenty rooms on Friday and Saturday night. Keep in mind some ASCs and their members simply cannot afford $90 a night hotel rooms. If secondary, lower cost lodging is available nearby, include this information in your flyers;
 

A) Saturday meeting space

There should be a minimum of 2 rooms that hold 30 people, with tables set up in a closed U shape. These rooms need to be available Saturday from 9:00 a.m. to 6:00 p.m. We also need a “flyer table” somewhere near the meeting rooms.

It is suggested that the hosting area provide a lunch or dinner, if possible. It is the feeling of the Region that a meal helps promote unity and is a good opportunity for the hosting area to raise funds. It is not suggested that you book meals with the hotel, as those that do usually lose money

         B) Saturday evening

A room is needed which is large enough to hold a speaker meeting and a dance. We need this room from 6:00PM-1:00AM (unless facility restrictions dictate another closing time).  We need 4-6 tables for the WRSO literature/merchandise and for entertainment. Chairs and tables are also needed for the speaker/dance. (Approximately 100-150 people)

         C) Sunday meeting space

The Sunday meeting room should be spacious and capable of comfortably accommodating fifty people. Tables should be in a closed U shape with chairs around the table and around the outside of the room. The room should be secured from 8:00 a.m. to 7:00 p.m. on Sunday.
 

All the necessary info should be completed and submitted to region six months in advance. With flyers out no later than the WRSC prior to hosting the WRSC weekend. A list of addicts available to act as local information guides included on the maps is greatly appreciated

If possible, use a facility that includes hotel rooms and meeting rooms. It is always tempting to use a number of facilities to keep costs down, however cost has to be weighed against convenience. If it just isn’t possible to hold the entire weekend event at one location no more than one other facility should be used, and there should be detailed maps at all locations.

Wheelchair accessibility, electrical outlets near by and wi-fi internet access would be helpful.

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