SERVICE DESCRIPTION: SPEAKER MEETING COORDINATOR / ALTERNATE / ASSISTANT
Speaker Meeting Coordinator (Front of the House)
1. Make arrangements for the Group Rep-approved facility and ensure the facility is suitable for Speaker Meetings. Responsible for seeing the facility is left in a clean and orderly condition.
2. Provide groups with guidelines for both hosting the speaker meeting and speaking. The Host Group Guideline Packets is sent via email to the host group’s Group Reps. The packets include: • Guidelines for the Host Group
• Al-anon Guidelines: Members Interested in Speaking [Gl]
• Speaker Meeting Format Suggestions
3. Secretary the Speaker Meeting following the printed format.
4. Pay $50 rent by check to Creekside (slide personal check under Office Manager’s locked office door on the night of the meeting).
5. Provide support to all host groups as needed; this may include providing them with speakers.
6. Maintain a list of Speakers willing to speak on short notice.
7. Prior to the Speaker Meeting, talk directly with the speakers to answer questions and explain what they can expect on the night of the meeting.
8. Handle flyer production and distribution. Send flyer to webmaster to upload to D14 website, and bring copies to the District Meeting for direct distribution to Group Reps.
9. Provide an out-of-area speaker for the October Anniversary Meeting. Provide housing, transportation, and meals from the budget.
10. Coordinate with the October Speaker to do a Saturday workshop.
11. Attend monthly District Meetings to announce upcoming Speaker Meetings and encourage Group Reps to host upcoming speaker meeting.
12. Work with Zoom host (currently Johanna) to ensure that all speakers have signed a release form prior to audio-only recording their share during the meeting. The release form grants permission to upload their share to D14’s PodBean account, which publishes and manages digital audio files for listeners to download or stream at a later date.
13. Set up (minimal) with our IT tech (currently Brandon) for lights, mics, and sound check.
14. Lock up and set alarm code before leaving for the evening.
15. Confirm that the Treasurer and/or District Rep collects cash donations from each Speaker Meeting.
16. Create an annual Speaker Meeting budget and be available for annual budget meeting to answer questions.
Assistant Speaker Meeting Coordinator (Back of the House)
1. Help with setting up the auditorium (turning on lights and opening doors) and light clean up after the meeting. Currently, there are no tables or chairs to set up.
2. Count attendees during the meeting.
3. Assist with 7th Tradition donations by helping to pass out the baskets.
4. Maintain the birthday chip inventory updated and order as-needed.
5. During the meeting, help Host Groups celebrate the monthly Al-Anon birthdays with members both online and in the room, including a birthday countdown from Al-Anon’s 70+ years.
6. Mail birthday chips to those who request them on the website form.
7. Provide refreshments for the October daytime workshop.
8. UNNEEDED UNTIL HOST GROUPS BRING REFRESHMENTS. Currently, we have supplies for refreshments in our shared storage facility. The kitchen at Creekside is available for our use and allows us the use of coffee pots, refrigerator, and prep counter. Complete an inventory of supplies, including plates, cups, napkins, utensils, tea, coffee, cream, drinks. When we run low, purchase and maintain supplies. Bring all supplies for the refreshments to the Speaker Meeting. If a host group brings cupcakes, sheet cake, or other food items, help host group cut and share.
9. UNNEEDED UNTIL HOST GROUPS incorporate donation drawings. Help host group members in the selling of raffle tickets for the donation drawing. Make sure there are enough small bills in the metal cash box for making change.