Bidding Requirements

  1. Bidders must have commitments of availability from housing facilities for the weekend following Thanksgiving with the understanding that the Michigan Convention of Young People in AA (MCYPAA) will not be required to fill a minimum number of persons staying at the hotel in order to hold the convention there. Nor will MCYPAA or MCYPAAAC be held liable for any damage to hotel property.
  2. Bidders must show proof of the availability of meeting rooms.
  3. Bidders must show proof that the housing facilities, banquet facilities, and meeting rooms are all within easy walking distance of each other (Remember Thanksgiving weather in Michigan is unpredictable)
  4. Bidders must have the date of the banquet, proof of the availability of facilities, and the date the guarantee is required.
  5. Bidders must provide a permanent mailing address for the convention. A P.O. Box is strongly recommended.
  6. Assurance must be given that no other large-scale AA activity is planned in the city during the convention.
  7. A statement of support from the local intergroups is strongly recommended.
  8. Bidders will be required to demonstrate financial capabilities within the traditions of AA as a whole. A financial statement to date is required for the bid.
  9. Bidders must design and use a separate bookkeeping system for all bidding committee funds. A separate and distinct bank account must be maintained for all bidding committee funds. Bidding committees must have a double signature account with a minimum of three (3) individuals authorized to sign the checks.
  10. A projected budget shall be submitted to the Advisory Council (MCYPAAAC) detailing meeting room costs, coffee costs, banquet costs, guest room rates, and any other significant expenditures.
  11. Bidders awarded the convention must agree that following their convention all proceeds after expenses will be turned over to the Michigan Convention of Young People in AA Advisory Council (MCYPAAAC) for their disposition. An audit by the MCYPAAAC treasurer is routine. Receipts must accompany all expenses.
  12. There will be a maximum time limit of 30 minutes for the presentation of bids.
  13. Bidders must agree to follow the current convention guidelines from the Michigan Convention of Young People in Alcoholics Anonymous Advisory Council.