PREFACE

This Convention Planning Manual was written to share our experience, strength, and hope regarding various aspects of planning a Virtual Region Convention. Its purpose is to offer suggestions and information to help answer some of the many questions that may arise.

Appreciation is expressed to the fellows and board members of the Virtual Region who spent countless hours in executing the very first Virtual Region Convention. Thanks to the entire fellowship of OA and all its regions, who participated and gave service. We would like to recognize Region Two for granting permission to Region 6 to use some of the information from their Region 2 “Convention Policy and Procedure Manual.” We cannot forget the support of fellows from the Virtual Region, and all other OA regions, who joined our convention committee early on in a show of solidarity for carrying the message. The first ever OA Virtual Convention- which was held by the Virtual Region- authored this document. We had attendees and service volunteers from every OA region in our first convention, with over 2,500 attendees from 39 countries, and generating $25,000 in contributions for our growing region – and we are forever grateful. This is a living document to be updated and revised by future convention committees.

THE TWELVE STEPS

The Twelve Steps are:

THE TWELVE TRADITIONS

The Twelve Traditions are:

Our common welfare should come first: personal recovery depends on OA unity.
For our group purpose there is but one ultimate authority – a loving God as He may express Himself in our group conscience. Our leaders are but trusted servants they do not govern.
The only requirement for OA membership is a desire to stop eating compulsively.
Each group should be autonomous except in matters affecting other groups or OA as a whole.
Each group has but one primary purpose – to carry its message to the compulsive overeater who still suffers.
An OA group ought never endorse, finance, or lend the OA name to any related facility or outside enterprise, lest problems of money, property and prestige divert us from our primary purpose.
Every OA group ought to be fully self-supporting, declining outside contributions.
Overeaters Anonymous should remain forever non-professional, but our service centers may employ special workers.
OA as such, ought never be organized, but we may create service boards or committees directly responsible to those they serve.
Overeaters Anonymous has no opinion on outside issues; hence the OA name ought never be drawn into public controversy.
Our public relations policy is based on attraction rather than promotion; we need always maintain personal anonymity at the level of press, radio, films, television, and other public media of communication.
Anonymity is the spiritual foundation of all these Traditions, ever reminding us to place principles before personalities.

THE TWELVE CONCEPTS

The Twelve Concepts of OA Service are:

The ultimate responsibility and authority for OA world services reside in the collective conscience of our whole Fellowship.
The OA groups have delegated to the World Service Business Conference the active maintenance of our world services; thus, the World Service Business Conference is the voice, authority and effective conscience of OA as a whole.
The right of decision, based on trust, makes effective leadership possible.
The right of participation ensures equality of opportunity for all in the decision-making process.
Individuals have the right of appeal and petition to ensure that their opinions and personal grievances will be carefully considered.
The World Service Business Conference has entrusted the Board of Trustees with the primary responsibility for the administration of Overeaters Anonymous.
The Board of Trustees has legal rights and responsibilities accorded to them by OA Bylaws, Subpart A: the rights and responsibilities of the World Service Business Conference are accorded to it by Tradition and by OA Bylaws.
The Board of Trustees has delegated to its Executive committee the responsibility to administer the OA World Service Office.
Able, trusted servants, together with sound and appropriate methods of choosing them, are indispensable for effective functioning at all service levels.
Service responsibility is balanced by carefully defined service authority; therefore, duplication of efforts is avoided.
Trustee administration of the World Service Office should always be assisted by the best standing committees, executives, staff and consultants.
The spiritual foundation for OA service ensures that:
1. No OA committee or service body shall ever become the seat of perilous wealth or power.
2. Sufficient operation funds, plus an ample reserve, shall be OA’s prudent financial principle.
3. No OA member shall be placed in a position of unqualified authority.
4. All important decisions shall be reached by discussion, vote and, whenever possible, by substantial unanimity.
5. No service action shall ever be personally punitive or an incitement to public controversy; and
6. No OA service committee or service board shall ever perform acts of government, and each shall always remain democratic in thought and action.

INTRODUCTION

A Virtual Region Convention is a special event, held annually, as determined by the Virtual Region Board.

We propose that at the Assembly 2 2024, that the Virtual Region Assembly move to amend the Virtual Region Convention and Convention Committee as part of the region’s bylaws until such time as the convention be determined by the board. The bylaws to be modified include the following:

- - Establishment of an Annual Virtual Region Convention to be held in February or March.
  - Convention is coordinated by a Convention Committee, which is a standing committee of the region.
  - The convention has two co-chairs – a minimum of one of the co-chairs to be appointed by the board and have a minimum of three years of abstinence and having completed at least three years of service above the group level.
  - Each intergroup of the Virtual Region is recommended to have a minimum of two delegated representatives serving on the committee.

THE ROLE/PURPOSE OF THE VIRTUAL REGION CONVENTION COMMITTEE

PURPOSE

The purpose of the Virtual Region Convention Committee is to:

- Carry the message of OA recovery to newcomers and returnees around the globe through virtual platforms.
- Provide 12 Step Within outreach to members of OA’s global community.
- Demonstrate the practice of OA Principles and Traditions.
- Raise funds through conventions, to ensure the Virtual Region stays financially sound and to aid in carrying the message.

DEFINITIONS

As approved by the Virtual Region Assembly 2 2023, Virtual Region Convention Committee is a standing committee established by the Virtual Region Bylaws.

RESPONSIBILITY

The Virtual Region Convention Committee is responsible for assuring compliance with Virtual Region Policies and Procedures and in following the OA Traditions.

CHAIR

The co-chairs of the committee will be appointed by the board. Past chairs will serve as advisors to the committee. The chair may delegate a co-chair, or one may be appointed by a similar process. The Virtual Region Chair will appoint board liaisons to the committee. The committee chairs will meet regularly with the primary board liaison.

FUNDING

Expenses for funding the convention will come from the Virtual Region’s budget, with annual amounts set aside from the previous convention.

MEETINGS

Committee meetings will be held at all Virtual Region Assemblies. Meetings will be open to anyone wanting to give service. The committee chairs will determine the meeting schedule with the committee. However, in all instances, the committee will meet monthly and change to weekly a minimum of six weeks before the convention.

MINUTES/REPORTS

All minutes and reports will be sent to the Virtual Region Board. Subcommittee reports will be sent to the chair or co-chairs, copying the secretary, and then forwarded to the board.

CONTRACTS

Any contracts relative to the convention will be subject to approval of the Virtual Region Treasurer and the Primary Board Liaison.

CONVENTION ACCOUNTS

Any check must be approved by the Virtual Region Treasurer and the Virtual Region Chair. Checks can be written and mailed, or sent from online banking accounts, after approval by the two signatories. All budget expenditures must be submitted in advance to the treasurer.

SPEAKERS

Keynote Speakers at Virtual Region Conventions must be OA members. They must have a minimum of three years of current abstinence, keeping in mind that this is a program of attraction. Keynote speakers, as well as workshop and marathon leaders, should demonstrate recovery on all three levels: physical, emotional, and spiritual, as it applies to Overeaters Anonymous.

DONATION TO WSO

When the Virtual Region has a prudent reserve, equivalent to the cost of two assemblies and one Convention, the Virtual Region shall donate 15% of the annual Virtual Region Convention net profits to the World Service Office.

BEGINNING STEPS: FROM IDEA TO PROPOSAL.

VIRTUAL REGION BEGIN FORMING YOUR ‘TEAM’

The following list covers the basic activities, tasks, and functions that have been delineated by previous convention committees. All sub-committees coordinate with the co-chairs. The convention co-chairs may develop new subcommittees as required.

Chair/Co-chairs: Oversee all aspects of planning the convention, from pre-assembly meetings to convention and through final reports and report to the board.

Review any legal compliance issues for global events; work with the Virtual Region Chair in determining best practices; data coordinator and treasurer update registrations and policy and procedures annually.

Secretary: Record minutes of meetings; maintain roster of convention committee’s names, mail/email addresses, and cell phone/phone numbers; write correspondence as requested; send copy of minutes to Virtual Region Convention Committee Chair and to Virtual Region Trustee.

Overview of Committees:

7th Tradition & Finance Committee: Oversee all income and expenses; maintain convention bank account.
Audio Committee: Coordinate all audios needed; oversee recruiting service volunteers for editing and delivery of edited podcasts to the region.

Data Committee: oversee and guide committee members to ensure that all personal data of attendees, service volunteers, committee members is protected and meet GDPR standards.

Digital/Website Content Committee: convention website, which is linked to the Virtual Region website; coordinate emails to previous attendees with convention chair, Virtual Region Webmaster and publication.

Editor Committee: Assists in all aspects of content editing, including scripts, website, public information outreach, schedule and checks that all links, times, and numbers are accurate.

Entertainment Committee: Plan, promote, and oversee non-program activities,
- i.e., talent show and dance.

Graphics Committee: convention theme; logo; design; signage for online rooms; creation of help/welcome room; support PIPO; registration. Support the Scheduling Committee. Design convention flyers in multiple languages.

Help Center & Registration Committee: Oversee registration in the help center; respond to registration questions; set up registration platform i.e., Eventbrite etc. Coordinate with the Convention Treasurer, Webmaster, and Service Committees.
- Help Desk during convention: monitor live chat and have members in a dedicated Zoom room to answer registration and technical questions.

Outreach Within Committee: Responsible for conducting outreach within the fellowship, including posting information on OA Intergroup Websites, writing articles for the Virtual Region Email Blast, and Outreach to all Virtual Intergroups. Support web; coordinate emails to previous attendees with chair and webmaster and to conduct outreach for OA publications and social media pages and websites.

Program Committee: Select workshop titles; determine online room size; set schedule and program; assign and notify workshop leaders and speakers; coordinate with the training coordinator. Obtain speakers for all of Track 1 and for any remaining workshops not selected by groups. Responsible for scripts and populates scripts in groups.

Service Committee: Assist in coordinating service schedule; maintain WhatsApps group for convention volunteers; assist in orientation or training of volunteers as needed. Utilizes SignUpGenius for service sign-up. Host, Co-hosts, timers, and moderators.

Social Media & Public Information Professional Outreach Committee: utilizes social media and online outreach (advertising) to reach newcomers and returnees to OA. This is the primary use of the conventions allocated budget. Conducts outreach to Medical Professional and Specific Focus groups as well. Creates graphic and design for outreach.

Sponsorship Committee:

Identifies region wide sponsorship resources and promotes sponsorship events, workshops, and convention, as well as posting convention sponsorship follow up to newcomers and attendees.

Training Committee: identify orient online hosts and co-hosts for the convention workshop and webinar rooms. Orient welcome room host in use of breakout rooms. Trains speakers and interpreters in use of interpretation.

Translation & Interpretation Committee: Coordinates all interpretations; oversees the scheduling and works with the online coordinator and chair; assists registration, webmaster and PIPO in translation of needed materials. Additionally, assists with scheduling, signs, and graphics in flyers and in scheduling translation. Schedules service volunteers and interpreters and coordinates with board liaison if paid interpreters are required.

- Welcome Center Newcomer Committee: Greeters, people to answer questions and give directions. Schedules newcomer orientation and meetings on alternating hours. Newcomer meetings follow newcomer formats and direct one-on-one orientations. Newcomer Meetings every other hour. (Track 4)

Workshops Committee: Coordinates the sign-up of the Virtual Region’s intergroups first, then non-affiliated groups and other region intergroups for hosting workshops designated by the program committee. Coordinates with service and training as needed.

EARLY STEPS: INITIAL SET-UP/PLANNING

SET-UP ‘VIRTUAL REGION CONVENTION’ BANK ACCOUNT /with region allocated funds (See Convention Treasurer’s Spreadsheet)

A separate ‘Virtual Region Convention’ bank account should be set up to handle all income and expenses.
Two (2) signatures will be required on all convention accounts (per Virtual Region Policy).
Virtual Region allots a budgeted amount in the fiscal budget for convention expenses.
Up front, or ‘Seed Money’ can be received by contacting the Virtual Region Treasurer. This money will initially be used for hotel deposit, early printing costs (raffles, registration, flyers, etc).

CONVENTION COMMITTEE CO-CHAIRS

SCHEDULE INITIAL COMMITTEE CHAIR PLANNING MEETING (See Committee Chairs Contact List)

Set up an initial planning meeting with your Committee Chairs. Some items to be reviewed at initial Planning Meeting:

Frequency of planning meetings (Monthly meetings from pre-assembly until a minimum of six weeks before Convention when it is changed to weekly)
Length of abstinence requirements for Sub-Committee Chair/Co-chair are established by Chair/Co-Chair.
Distribute individual committee Chair/Co-chair “Duties, Responsibilities, Procedures.”
Distribute suggested “Timelines.”
Lead regular committee meetings.
Meet with all committees to determine needs and timeline, and plan as needed.
Meet regularly with committee primary liaison and past chair.
Review (?) Final Report from previous Virtual Region Convention

GETTING THE WORD OUT EARLY ABOUT THE CONVENTION

Virtual Region Business Assembly – One Year Prior to Convention Calendar placement.
Send out Virtual Region details about the convention via email to all committee members, registered attendees, Virtual Region Convention Chair, and Webmaster who can forward to all Virtual Region Intergroups.
Virtual Region Convention – One Year Prior to Convention. On the Sunday of the closing of the current convention, begin promoting the convention. (See Registration Form)
During Sunday Closing Ceremony – Promotional Presentation –
Pitch for ‘keynote’ speakers.
Following Closing Ceremony – On the last day of the convention, populate the chat box with a Save the Date flyer for the next convention.

NOTE TO ALL INVOLVED IN THE CONVENTION: Any expenses incurred must be submitted in advance for approval/reimbursement to the treasurer (See: Sample Request for Reimbursement)

CONVENTION COMMITTEES (Duties/Responsibilities/Procedures)

VIRTUAL REGION CONVENTION CHAIR/CO-CHAIR

Virtual Region Convention Chair is to be appointed by the Virtual Region Board. The board liaison may serve as the convention co-chair.

Skills required:

Interpersonal communication skills
Leadership/Team leader skills
Computer Skills: Office: (Word, Excel, Power Point,) Google Workspace (including Google Sheets, Google Docs, Gmail, current region drive technology,) online hosting (Zoom) and meeting skills, and WhatsApp or other technology used by the region.
Good organizational skills
Calm under pressure
Comfortable speaking in front of others
Comfortable delegating tasks
Ability to multitask while seeing larger picture
Foundational understanding of cyber security and data privacy issues
Knowledge of OA Traditions
Experienced in Carrying the Message
Familiarity with online and technical platforms being used to conduct the Convention (such as Zoom)
Ability to integrate social media and internet marketing.
Duties and Responsibilities:

Coordinate all activities of the Virtual Region Convention.
Obtain support of Virtual Region service bodies for the convention.
Become thoroughly familiar with all aspects of the Virtual Region Policy once adopted.
No later than eight (8) months before Convention convene the first Virtual Region Convention Committee meeting and delegate/outline the duties of each Committee. Appoint Chairs/Co-chairs of sub-committees as needed.
Use suggested “Convention Timeline” as a guide.
Identifies Keynote Speakers. Keynotes must have a minimum three years abstinence, have worked the Twelve Steps, and are committed to the Twelve Traditions.
Be an ex-officio member of EVERY sub-committee. Regularly meet and communicate with committee chairs.
Oversee and approve contact with convention service volunteers and convention committee members (via the distribution lists for these groups). The data coordinator can assist if there are any questions about these distribution lists. Oversee and approve the contact with any past registered attendees or service volunteers in coordination with the region’s data coordinator.
Support outreach within and out of the fellowship to encourage diverse focus groups and service boards to be represented.
Encourage the participation of national, specific focus, and language service boards.
Report progress regularly to the Virtual Region Convention Committee and to the region’s board. Attend Virtual Region Board meetings during the planning period or send a designated representative from the committee.
Provide monthly reports to the Convention Committee in advance of the Committee meetings.
Encourage and support all volunteers/workers, and attempt to involve as many people as possible, ever mindful that Twelve Step work is essential to recovery.
Work closely with the Virtual Region: Virtual Region Treasurer, Convention Treasurer, and Committee Chairs to set up initial budget and monitor accounts (See: Projected Budget Form)
Obtain Virtual Region Tax-Exempt # (form) from Virtual Region Treasurer and distribute it to the Convention Committee Chairs for use with vendors for this event (This is in US only).
Submit a report to the Virtual Region Convention Committee at each Assembly.
Coordinate save the date skit and promotion for the next Convention.
Facilitate the wrap-up meeting with Convention Committee Chairs.
Participate in a wrap-up meeting with Virtual Region Treasurer Master Account expenses.
A final report shall be presented at the Assembly immediately following the convention, at which time financial records are to be turned over to the Virtual Region Treasurer.
Prepare an electronic folder containing all Virtual Region Convention Committee Wrap-Up Reports, as well as other helpful information of the convention work, for submission to next year’s Convention Chair (See: Convention Committee Chair Final Summary) If possible, the various reports and final summary should also be saved electronically.
Ensure the event privacy and data security policy are adhered to, report and manage any data or privacy breaches.
Ensure that all committee co- chairs and service volunteers are briefed on General Data Protection Regulations (GDPR) best practices In coordination with the Data Committee and the region data coordinators.
Ensure all systems for data transfer of recordings, personal data, registration data, convention data on Constant Contact and use of Google Workspace and Acrobat are effectively used before, during, and after the convention.
Ensure data is deleted or successfully transferred at the end of the convention.
Report any personal data breaches to the Virtual Region Chair and Data Coordinator; thenand follow any instructions from them regarding follow up actions. coordinate legal authorities as required.
Screen and allocate all service volunteer sign-ups to transfer personal data as required via the Google Drive to the appropriate co-chairs.
Coordinate with Virtual Region Webmaster and Committee Chairs the use of any data including calls or contacts to service volunteers, emails to service volunteers or any other form of communications.
Ensure all recordings and personal data are backed up by the data coordinator and designated region board member to a flash drive and stored in the fire proof boxsafe.

PROCEDURES:

Attend Virtual Region Intergroup meetings to achieve support
Present proposal, on behalf of Virtual Region Convention Committee at Virtual Region Business Assembly (See: Virtual Region Convention Proposal.) The committee will review the proposals and make a recommendation, in the form of a motion, to the entire assembly. Final approval must be obtained by vote of Virtual Region Representatives at a Virtual Region Business Assembly or by the Virtual Region Board.
Select the rest of the committee (Committee Chairs/Co-chairs) and hold the first general meeting to:
1. Distribute procedures and instructions concerning duties and responsibilities of each committee to the respective chairs.
2. Ensure each of the committee chairs know exactly what is involved in terms of their service.
3. Review the suggested convention timeline
4. Approve convention theme, logo and color scheme present to the Virtual Region Board for approval.
5. Schedule regular meetings to review progress.
6. Discuss with the Virtual Region Trustee and Virtual Region Chair their participation in the Grand Opening and/or closing..
7. Step in to assist a committee that needs support, as needed, or find support for that committee.
8. Review all documents, graphics, and materials that will be used in the convention.

NOTE: Any expenses incurred by any committee must be submitted in advance of the expenditure for approval/reimbursement to the treasurer (See: Sample Request for Reimbursement)

Recommendation:

All Committees should consist of a chair and co-chair. There is a need to delegate work within the committee before the convention. Try to get as many people involved in the process of planning the convention as possible.

Convention (See: Convention Committee Chair Final Summary)

Data CHAIR or Co-Chair (may be a board member or committee co-chair)

Skills Required

Basic understanding of data protection and privacy standards of the General Data Protection Regulations (GDPR).
Knowledge or review of data and privacy of use of: Constant Contact SignUpGenius, SharePoint, Donor Box, Venmo Dropbox, Google, email, password protection, Zoom, PayPal. Meta, and whatever additional technology platforms may be used at the convention.
Comply with standards for data protection and privacy per GDPR.
Understanding of the Virtual Region Convention Data and Privacy Policies.
Capability to evaluate Data Security procedures and utilise them as required.
Ability to analyze systems and implement data protection for all personal data collected and used before, during and after convention.
Liaise with the Data Coordinator to ensure data security and data protection compliance.

Duties and Responsibilities

Review Data & Privacy Policy
Pre-convention and update procedures as required.
Assist all committee members in understanding how to protect data and set passwords on devices.
Assist all committee members in deleting and erasing data.
Convene and hold a meeting of the General Data Protection Regulation compliance committee.
Procedures
Meet with Convention Chair and Legal Service volunteers, or paid legal services, in reviewing and updating all data protection and privacy policies.
Assist Chair, r nd Registration in eliminating all but emails from the registration within 30 days of Convention. Except for service volunteers and speakers. Financial data should remain stored on our ticketing platforms.
Assist and Registration in using constant contact to email registrants and past registrants. Work with the treasurer, web coordinator and registration on alternative forms of registration paid and scholarship.
Work with the chair to ensure that all past registrants are asked to recommit after 14 months and delete all names that do not recommit at least 45 days before names must be deleted and erased.
Assist Program Chair in setting up Google Drive, Dropbox or Share point for speakers to release signed forms.
Assist Service Coordinator in maintaining password protected service list.
Assist all committee members with registration list and personal data who are not destined to maintain list, delete list, and wiping the form drives, Dropboxes, Google sheets, WhatsApp groups, emails, and other devices.
Assist in any data breach research and make recommendations to the data coordinator and the VR Chair.
Sixty days before service volunteers, speakers or registration begin, ensure that all committee chairs and committee members learn how to password protect documents, sign-up sheets, and devices and are briefed on General Data Protection Regulation compliance. Assist program in the use of Hello Sign for all designated speakers.
Assist in securing host, co-host, moderator, and speaker releases, utilizing hello sign and the Google drive, plus ensuring the Zoom accounts are linked to Drop boxes for recording transfers.
Provide monthly reports to the secretary and co-chairs in advance of the VR Committee Meetings.

ENTERTAINMENT CHAIR

Skills Required

Tact dealing with volunteer performers
Ability to use online Audio/Visual
Understanding a global audience
Excel Skills for scheduling

Duties and Responsibilities:

Prepare and submit a budget for items for inclusion in the convention budget (See Projected Budget Form)
Plan and prepare a promotional skit for presentation at the previous Convention Sunday am program.
Plan and prepare the entertainment portion of the program for the Friday night Grand Opening (Talent Show), the Saturday morning Meet and Greet, Saturday music interludes, Saturday night Meet and Greet, and Sunday meditations, and any other such events as decided by the Convention Committee.
Encourage the use of OA talent.
All entertainment must be approved by the VR Convention Chair/Co-chair.
Arrange to have an emcee to keep participants moving.
Obtain permission before using any copyrighted materials, including music or lyrics adapted from another source.
Work closely with the Convention Program Chair, the Registration Chair, Online and the Signs and Decorations Chair, as necessary.
Provide monthly reports to the Secretary and co-chairs in advance of the Convention Committee Meetings.
Prepare a wrap-up report with information on the Convention Entertainment Committee work to be submitted to Virtual Region post-convention (See: Convention Committee Chair Final Summary)

Procedures

Contact the Service Coordinator Chair to ensure a request for volunteers/talent show participants is included on the registration flier.
Schedule and coordinate volunteers for all aspects of the various entertainment programs (see: Service Registrations by Committee)
Submit the outline for entertainment events to the VR Convention Chair for approval.
Mix the talent – recommendation of twelve participants, if possible.
Schedule rehearsals in a timely manner.
Pre-recorded sessions are allowed, but must be downloaded to the hard drive and tested before the convention. Two committee members must have hard drive access to play the material. See instructions for entertainment (I am working on this)
Arrange for an MC to keep participants moving.
Virtual Region Coordinate with the Service Committee and Online Committee
Coordinate any special signs and/or decorations requested with the Signs and Decorations Committee.
Work chair in ensuring signed release is obtained from all participants utilizing the designated hello sign platform and committee or region board member responsible for this service.

NOTE: Any expenses incurred by any committee must be submitted in advance for approval/reimbursement to the treasurer (See: Sample Request for Reimbursement)

WELCOME CENTER Skills Required

Organized
Patience under pressure
Access to email
Know how to train hosts in using breakout rooms.
Know how to Carry the Message to Newcomers
Has Zoom skills to help with those having trouble shooting problems.

Duties and Responsibilities

Submit the requirements of volunteers needed to serve as hosts and co-hosts, to greet convention attendees, to the Service Coordinator. They should also be available to answer questions, direct people, and be familiar with the online meetings, OA Traditions, and speaking with newcomers.
Technical difficulties with devices attempting to access convention. These volunteers are to be assigned specific breakout rooms.
Work with Interpretation chairs in securing on-call bi-lingual members and/or when possible, staff the room at appropriate houses.
Review report from the Convention Service Coordinator of volunteers available.
Prepare and submit a budget for items for inclusion in the convention budget (See: Projected Budget Form)
Populate the room with links needed OA documents and literature and pre-set breakout rooms. Arrange for set-up of the online rooms. Work with website, sign, and graphics team on updating
Orientation for all Service volunteers in advance of the convention.
Provide monthly reports to the secretary and co-chairs in advance of the committee meetings.
Prepare a wrap-up report with information on the Hospitality Committee work to be submitted to Virtual Region post-Convention (See: Convention Committee Chair Final Summary)

Procedures

Prior to the Convention, work with the PIPO, Registration, data and Signs to ensure that the room operating procedures are updated and meet all purposes and update the procedures accordingly.
Work with the Service Committee and Online (Zoom) Committee and PIPO.
Advise Signs and Graphics Committee of any signs and decorations requested. Work with the committee in using technologies to design a virtual welcome/help room as well as a hospitality breakout room for members to meet.
Familiarity with the convention registration process, free registrations, access to convention schedules, frequently asked technology questions (see write up), PIPO materials, and 12 Step Within materials.
Schedule room training with service volunteers specifically training.
1. Use of the Google graphics.
2. staging breakout rooms and using break out rooms.
3. tools for speaking with newcomers.
4. General Data Protection Regulation compliance

AUDIO- CHAIR

Skills Required:

Negotiation/Vendor management or identify editors or secure vendor editing service.
Contract/Contact negotiation skills
Communication
Access to email/internet

Duties and Responsibilities:

Prepare and submit a budget for items for inclusion in the convention budget (See: Projected Budget Form)
Obtain bids from editing companies and review with VR Convention Chair/Co-chair. Alternatively identify service volunteers.
Work with various committees (Program, Entertainment etc.) and VR Convention Chair/Co-chair regarding audio-visual needs.
Assure that all audio-visual equipment needed for the convention is available. Arrangements for all equipment must be made with Chair’s approval. This may apply if language specific recording will be configured.
Assist the Program Chair by interfacing with the taping service during the convention and/or work with the online coordinator to ensure all hosts are set to record.
Work with the treasurer to ensure data storage to the cloud is increased for convention.
Review recordings with the VR Convention Editorial Committee (as needed Chairs, Virtual Region Trustee, Vice Chair or Chair to ensure Traditions requirements are met and make editorial recommendations.
Be available during the dress rehearsal for the entertainment to ensure that all needed equipment for entertainment portions of the convention is arranged.
We would prefer to have microphones in each workshop.
Provide monthly reports to the secretary and co-chairs in advance of the Convention Committee Meetings.
Prepare a wrap-up report with information on the Audio Visual Committee work (including sample of forms/formats etc.) to be submitted to the Virtual Region post.

Training Co-Chair – currently Zoom training.

Skills required

Working knowledge of Zoom scheduling, hosting, co-hosting, functions use of all Zoom features, including mute/unmute, screen share, partial screen share, file share, chat box use, setting security functions, assigning and automatic function of times, breakout rooms, lower and raise hands, rename, remove, report, use of waiting room, communicating with waiting room, setting breakout room multiple functions.
Use of webinar features including translation, chat, Q&A, sending panel invites and promoting panelists.
Ability to manage a group of service volunteers
Teamwork with room monitors and speakers
Assist in populating the WhatsApp group.
Assist chair and committee in Zoom hosting needs, if required.

Procedures

Based on the schedule, work with the Service Coordinator in identifying the number of Zoom hosts and co-hosts that are required and skill sets for all meetings and webinars.
Review current protocols and make sure they are in alignment with the Virtual Region’s best practices and technology updates on Zoom or other platforms.
Create an interactive Zoom training questionnaire and PowerPoint to pre-screen and train service volunteers before signing up
Hold orientation for qualified and verified (vouched for by a known host, co-host, intergroup officer, etc.), host and co-host service volunteers.
Work with the Convention Service Coordinator in populating Signal groups for each workshop, webinar, meetup and any other events that require online hosting before and during the convention.
Provide monthly reports to the Secretary and Co-Chairs in advance of the Committee Meetings.
Hold orientations with speakers and moderators for best practices the week before the Convention.
Hold orientations with interpreters for best practice in Zoom meetings and webinars. Specifically explain how programs will run in non-webinar workshops in advance.
During the Convention, assist groups as needed to be available for questions and troubleshooting during the full length of the Convention.
Post-Convention debrief hosts to troubleshoot problems and find ways to improve on the next Convention.
Within 30 days, work with the Service Coordinator in ensuring all WhatsApp groups are deleted.
Provide a final report to the Chair including recommended updates for online hosting practices for the next Convention.

*NOTE: See list of notes and best practices for Zoom hosting from the previous convention (We are working on this)

PROGRAM CHAIR

Skills Required

Computer skills (Spreadsheets and Word Processing)
Organizational skills
Recruitment skills
Discernment to place people in the right speaking spots
Leadership skills

Duties and Responsibilities

Prepare and submit a budget for items for inclusion in the Convention budget (See: Projected Budget Form) which includes outlining the full details of the schedule.
Workshops run 1 hour, 1 1/2 hours and two hours in length with a 15, 20 or 45-minute break between sessions.
Try to keep titles of the workshops simple so speakers know what it is about.
Arrange for leaders for each session who will moderate if there are multiple speakers. Create an email for members interested in speaking to reach out.
Only those members with a minimum of one-year current abstinence are qualified to be speakers at workshops.
Coordinate with the Service and Training Coordinator for any needs associated with speakers.
Notify speakers with a confirmation email. Of the Workshop topic, format and length of their session as well as the requirement for all participants to sign a release form. This can be done through the Sign-Up tool.
Provide release forms for use at all workshops and functions being recorded via a secure Dropbox link. Obtain these one week before convention or earlier if possible.
Have formats for each workshop that need to be reviewed by the Cyber Security Chair, Online Chair and Editorial Chair at least one month before. Ensure timing cards and recording instructions are available at all workshops.
Once provided speakers by chair General Data Protection Regulation sign and coordinator all speakers
Confirm with scheduling that room monitors have been identified, that speakers have signed releases, that a speaker has been chosen to lead the session or moderator selected and all have signed releases.
Ensure speakers materials submission have been reviewed by the editorial PIPO committee. Have materials available for download in chats.
Coordinate with the Online Coordinator, Editorial Coordinator and Webmaster to ensure recordings are posted on the Virtual Region website.
Notify all speakers of their selection, orientation information and requirements.
Work with the Service Chair to ensure all speakers are populated in ]Signal groups.
Work with the Translation Chair to arrange orientations, translation introductions and transcripts are distributed. (See: translation process) (We are working on it)
Submit an excel mock-up of the proposed program. Ultimately submit the final program which is understandable with click through links.
Request list (sorted by day, time and topic) of.
Provide monthly reports to the Secretary and Co-Chairs in advance of the Committee Meetings.
Prepare a wrap-up report with information on Program Committee work (including samples of forms/formats etc.) to be submitted to Virtual Region post-Convention. (See: Convention Committee Chair Final Summary)

Procedures

All session leaders must have at least one year of current, continuous abstinence and be registered at the Convention; Keynote Speakers, selected by the Special Committee, must have at least three years of current, continuous abstinence and be registered at the convention.
Make sure all sessions have updated scripts for the leaders and speakers are aware of time. (See sample scripts)
Session leaders should be arranged as soon as possible, and confirmation sent by signing in to Google sheet one to two months prior to Convention.
Please ensure that the abstinence date is validated when people register for service by specifying day, month and year to ensure that the information is valid.
Arrange with the Zoom Chair and Service Chair:

A Speaker Leader
A Host Leader
Or a Moderator for each session two weeks prior to convention and make sure they have been populated in a telephone (WhatsApp for now) chat group along with introduction to the online (Zoom for now) Host two weeks prior to Convention.

Observe the designated time limit on each session and suggest the Leader observe the time limit on sharing to allow as many to participate as possible.
Always repeat abstinence requirements to all speakers in all correspondence.
Make sure all signed releases are populated in the secure drop box before Convention coordinating with chair General Data Protection Regulation. Room monitors are needed to check on the workshop rooms and be sure speakers’ online hosts have arrived.

NOTE: Any expense incurred by the Committee must be submitted for approval/reimbursement to the Treasurer (See: Sample Request for Reimbursement)

Reminder: (Step Meeting/Workshops)

Request for Reimbursement)

PUBLIC INFORMATION CHAIR

Skills Required
Creativity
Computer knowledge
Ability to write creatively
Public relations skills
Phone skills

The Public Information Chair has two distinct areas of concern – Internal Publicity and External Publicity. Work with Virtual Region & World Service to be in accordance with Traditions/WSO Guidelines.

Duties and Responsibilities

Prepare and submit a budget for items for inclusion in the Convention budget (See: Projected Budget Form)
Develop a PIPO plan for the convention including identifying ways to support Virtual Intergroups and develop new areas of Outreach.
Provide monthly reports to the Secretary and Co-Chairs in advance of the Committee Meetings.
Prepare a wrap-up report with information on Public Information Committee work to be submitted to Virtual Region post-Convention (See: Convention Committee Chair Final Summary)
PIPO will include an Editorial Vice Chair: To review all written materials for copy editing and compliance with traditions; work with all committees to review any written materials produced for the Convention or to be distributed at the Convention. This would be to conduct outreach.
Support the Welcome center team in orientations with service volunteers and during the convention.
Outreach Within Vice Chair who will have responsibility for conducting Outreach within the fellowship including posting information on OA Intergroup Websites, writing articles for the Region Newsletter and Outreach to all Virtual Intergroups.
Internal Publicity (responsibility of the Outreach Within Vice Chair)Make sure the event flyer is posted on the region website and whatever forms of social media the region is participating in at the time.
Encourage all intergroups to post flyer on their website and whatever forms of social media they use.
Prepare and distribute monthly updates to intergroups and registered Convention participants to communicate key dates and convention details. Coordinate with Convention and Region Webmaster and Convention.
Prepare articles for submission to the local and regional newsletter. Submit announcements as approved by Convention Chair to the WSO datebook and to Trustee for distribution to Region Chairs.
With the assistance of the Virtual Region Secretary, prepare and distribute Convention registration forms and general information about the Convention, to all Intergroups and Unaffiliated Groups in Virtual Region.
Ensure emails are sent to all Region mailing lists and coordinate with the Chair. Email to previous attendees and Service Volunteers.
Work with Chair in providing complimentary registration to friends of the Fellowship – doctors, clergy, nutritionists, psychologists, social workers, University professors… encourage them to bring along guests.
External Publicity
Prepare publicity, mailing lists and press releases consistent with the Twelve Traditions and have all such material approved by the Convention Chair.
Create social media releases for distribution.
Whenever possible, contact all areas of public media and arrange for (free) public service announcements, or other such coverage of the Convention, within the boundaries of the Twelve Traditions of OA.
Be always available for any media visits, remembering that the Convention Chair should be present at all such media interviews.
Make sure that other Convention Committee Chairs are aware of the procedures for media visits, and that their volunteers know where to direct such requests during the convention, if needed.
Identify professional organizations to contact regarding the Convention work with the Chair for complimentary registration for professional societies and organization for members to attend. Doctors, psychologists, social workers, nutritionists and clergy.

Procedures

Write an “attraction letter” inviting participation at the Convention to all Intergroups and unaffiliated groups in Virtual Region. Include registration fliers and coordinate this mailing with other committees to include their fliers and information. Get approval from the Convention Chair.
Approach TV and radio media with requests for scheduling dates for Public Service Announcements (PSAs). Remember – ALL communications and subsequent PSAs must be approved by the Convention Chair.
Prepare new releases to be sent to area publications. (All articles approved by Convention Chair).
Send approved news releases to respective media.
If there is a media request for taping or video review with the Convention Chair. Do not meet with media personnel without a Convention Chair in attendance. With input from the Chair, select two or three people available for interviews.
Create a group of social media posts.
Remember that we do not represent OA as a whole, and that anonymity must be preserved. Any media communication, prior to and during Convention, must be within the guidelines of the Twelve Traditions. If there is any doubt, contact Convention Chair or Virtual Region Trustee or Virtual Region Convention Liaison.
Work with welcome canter and chair General Data Protection Regulation in creating materials and procedure for greeting newcomers.

NOTE: Any expenses incurred by the Committee must be submitted for approval/reimbursement to the Treasurer (See: Sample Request for Reimbursement)

REGISTRATION CHAIR

Skills Required

Computer knowledge & skills with knowledge of or willing to learn:
Google Drive (Labels, how to create Google Forms, use Google Sheets etc. is a plus)
Dropbox (or other selected file storage system)
Eventbrite (or another software program) to collect attendee information, registration fees with PayPal and Credit Car, and provide statistics. Using Eventbrite is a plus because it integrates with Constant Contact, Dropbox, Zapier. It has auto-emails to all registrants and is easy to export data to Excel. (The 2020 fee structure was $0.13 for $5, $0.25 for $10, $0.38 for $15 etc. averaging $0.12.5 per $5.00 registration fee)
PayPal
Word processor (i.e. Microsoft Word)
Spreadsheets (i.e. Microsoft Excel)
Working with online programs
Linking online programs
Zapier (would be a plus)
Cash Management skills
Organization skills – attention to detail a plus
Communication skills verbal and written
Strong leadership skills – willing to train others how to work with Eventbrite, Google Forms, Google Sheets and Gmail effectively
Conflict resolution skills
Customer Service skills – patience, willing to listen, calm
Enthusiasm for Carrying the Message
Adherence to policy and procedures because data security policies are so stringent.

NOTE: registration is done online – knowledge of Excel is required as well as knowledge of linking computer programs.

Duties and Responsibilities:

Prepare and submit a budget for items for inclusion in the Convention budget (See: Projected Budget Form) For a guide, ask previous Convention Treasurer and previous Convention Registration Chair for last year’s numbers.
Organize/collaborate with the Convention Chair, Co-chair, Editorial, Data Security and Graphics regarding: Convention-specific information (logo, dates, location, registration cost, timeline)
Design/Assist in developing the Convention Website page. Plan ahead and get due dates for Web content changes to Webmaster with one to two weeks’ notice before needing live on Website.
Design/Assist in developing Virtual Region Convention ticket sale platform on Eventbrite (or some other software) Copy the previous Virtual Region Convention event and modify. Do not have to reinvent the wheel. Ensure the main page and ticket states ‘NOT TRANSFERABLE’ for all registration prices.
Design/Assist in developing the Virtual Region Convention Google Form registration. This registration medium is used by those that do not have the means to pay, no credit card, no PayPal account, or no email. (“Do not stay away. It is not the OA way”)
Utilize the Virtual Region Convention PayPal account used for Virtual Region Convention contributions only. This account already exists. Coordinate with Virtual Region Treasurer and Convention Treasurer.
Collaborate with Virtual Region Webmaster (or Convention Webmaster, if one). Give links to Webmaster for Eventbrite, Google Forms, Convention only PayPal.
Download (or teach how and delegate this responsibility) reports from online ticket sale platform on a predetermined regular basis in order to:
Get total headcount and communicate to the Virtual Region Convention Chair.
To isolate the latest registrants and extract those willing to do service, communicating those volunteers to the Virtual Region Convention Chair and Service Coordinator.
Provide reports and/or summary values (such as current registration income and fees) from registration streams to the Convention Treasurer as required
Organize/collaborate the Welcome with Service Coordinator. Provide the Service Coordinator with required numbers and times for volunteers to staff the Help Desk during operating hours. Registration Chair to be mindful of asking, from the Service Coordinator, for individuals who are patient, calm and focused. The welcomes will have periods where large numbers of people will need guidance in finding Virtual Platforms and times of Workshops.
Provide daily data to chair General Data Protection Regulation or registrations that have up to do service and the type of service.
Provide monthly reports to the Secretary and Co-Chairs in advance of the Committee Meetings.
Prepare a Virtual Region Convention Registration wrap-up report with information on Registration Committee work.
Submit to Virtual Region post-Convention (See: Convention Committee Chair Final Summary)

Procedures

Work with the Convention treasurer to create money handling procedures.
Immediately report any suspected data breach to the Cyber Security and Convention Chairs.
Supervise Eventbrite (or other ticket sales platform) creation and functionality:

Contact the Virtual Region Treasurer for user ID and password access to Eventbrite.
Start by copying the June 20-21, 2002 Eventbrite event to create the event for the next Virtual Region Convention.
Open Registration on Eventbrite for each sales point with a cut-off date for each.
Open registration on the Website by collaborating with the Webmaster.
Utilize the custom questions for name, address, phone number, email address, willing to give service (various roles on Zoom as Translator, on Help Desk, etc) accept Virtual Region privacy and security policies, entertainment talent, etc.
Utilize the skills of volunteer(s) with composing and proofreading “main” page text in Eventbrite.
Suggest making the available tickets 3,000 and show the remaining tickets left. The count is used to determine the size of the webinar needed.
Download reports from Eventbrite for information on registrants (or teach Registration Committee team member(s) approved by the chair and delegate.
Provide daily reports via drop box of the contact information of all registrations to sing up to do service–
Make use of the auto-emails in Eventbrite that will send out emails to all current registrants two days, one day, and two hours before the event starts. This tool is located in the left side menu under “manage attendees”, “Emails to Attendees”.
Add fourteen hours to the delivery time so the emails will be delivered to the OA fellows waking up in Australia. The email message can be customized.
Two days and fourteen hours before: Suggest Zoom version is updated and other system software is current for a smooth technical experience. Tell them how they can access the Virtual Region Convention Help Desk and when it is open.
One day and fourteen hours before: Suggest giving the locations of all the documentation for access for all the Zoom and Webinar IDs and passwords. Include the information from the first reminder email.
Sixteen hours before: Suggest saying something about the excitement for this convention. “Here we go…” Include the information from the first and second reminder email.
There will be people registering in the last two days before the Convention and that is why it is important to include the previous auto email content.

Eventbrite procedures

Verify the non-profit status is current to ensure the Virtual Region is not charged taxes.
Verify the Automatic Clearing House (ACH) direct transfer is updated with the correct bank, routing number and account number. As the Virtual Region Treasurer position is rotated, the bank is likely to change.
Write additional procedures here.
Create/Supervise Gmail account specifically for the Virtual Region Convention registration only.
Create a new Gmail account such as Virtual RegionconVirtual Regionegistration20xx@gmail.com where xx is the year of the convention

Share password with Registration Committee members whose task it is to read and respond to registration emails.
Set up Gmail ‘Label’s as needed to effectively address and identify problems to be addressed.
As registration team members respond to an email, have them add their ‘name’ label so other members are not duplicating efforts by reading/responding to the same email.
Have members ‘move’ their ‘labeled’ emails to their folder when email is answered.

Create/Supervise/Delegate the creation of a Registration form in Google Forms for those that cannot or will not be using Eventbrite.

For ease of combining data suggest making the Google Form like the Eventbrite sequence of questions

Review the payments made in the Virtual Region Convention on PayPal accounts.

Using the name and email address of the contributor, cross check Google Sheets to verify if registration form has been completed. If not, email the person with a link to Google Forms and ask them to register.

Coordinate with Virtual Region Webmaster to have the Virtual Region email account. registration@oavirtualregion.org forwarded to the Gmail account set up specifically for Virtual Region Convention registration (In #4 above).
Make sure all service volunteers on the Registration Committee use double authentication or 8-digit password with numbers and symbols not used for any other program or device.
On a regular basis, weekly (or daily as the date of the convention draws near) determine how many have registered in all three platforms (Eventbrite, Google Forms, paid in Virtual Region Convention PayPal) and communicate with Convention Chair and Co-Chr.
Once the Convention registration is closed, export all registrant information from:

1) Eventbrite

2) Google Form and

3) PayPal

To create a Master List that has the information that can be edited/sorted/filtered for various needs, like the following:

List must be maintained in a highly secure location (i.e., Dropbox) and can only be used with permission of the Convention Chair.
First name, last initial, email address, willing to receive emails from Virtual Region for future events (for Constant Contact mass mailing)
First name, last initial, email address, Service position.
First name, last initial, Region and/or location.
First name, last initial, native language.
First name, last initial, contribution amount.
First name, last initial, other statistic, as necessary.
Edit last name, from all service volunteer files, leaving only the last initial.
Remove all addresses and phone numbers for registration names unless they are service volunteers.

Maintain separate worksheets for cancellations and remove them completely from the Master List.
Maintain a separate worksheet for the special arrangements and include them on the Master List.
After the Convention is over, transfer the Master list and all its variants to the Convention Chair.
After the Convention is over, make sure all Registration Service Volunteers have completely deleted all files and emails from all devices related to the Convention unless otherwise instructed by the Convention Chair.
Currently, in the Virtual World, and unless instructed otherwise, “No one is turned away, it is not the OA Way”. If it becomes advantageous to link the Eventbrite registration list with Zoom Webinar, using Zapier is a valid option.

What else?

NOTE: Any expenses incurred by any Committee must be submitted for approval/reimbursement to the Treasurer (See: Sample Request for Reimbursement)

SECRETARY

Skills Required
Typing
Access to email and internet
Organizational
Listening skills

Duties and Responsibilities

Compile minutes from Committee Chair reports and during the Convention Committee meetings of all meetings including the Convention wrap-up meeting.
Prepare committee chair contact list including names, addresses, email addresses and phone numbers.
Send the contact list to all Community Chairs and members.
Confirm with the Convention Chair all meetings details and reach out to the committee to get a consensus of an acceptable date for the next meeting.
Send reminders to Committee Chairs two weeks before meeting requesting reports also include upcoming meeting details.
One week before the meeting, compile the minutes from reports received and send them out to the Committee along with information on upcoming meeting day, time, place and call-in details.
The day of or day before send a reminder to the Committee of the upcoming meeting.
All correspondence is handled electronically, and all correspondence is sent out by email.
Prepare a list of all cell phone numbers to distribute to the committee to be used on site to get hold of each other.

NOTE: Any expenses incurred by any Committee must be submitted for approval/reimbursement to the Treasurer (See: Sample Request for Reimbursement)

SERVICE CO-CHAIR

Requirements

Computer skills
Be able to phone attendees and use group texting app which for now is WhatsApp, to administer groups use of Dropbox or another identified secured file system.
Spreadsheets
Organization
•Communication
Knowledge of OA Traditions.
PTLK and willingness to train and manage through problems and mistakes.
Knowledge of ] signal.
Knowledge of online Zoom platforms
Skills to modify excel created system or newly identified service system.

Duties and Responsibilities

Gather service requirements from each Committee Chair – number of volunteers required, and time slots required.
Verify all service volunteers with ensuring they identify their intergroups or home meeting when attending General Data Protection Regulation orientation.
Work with Welcome Center,.
Service volunteer’s information must be kept on Excel spreadsheet protected in a Dropbox drive and access to this Dropbox drive is limited.
Ensure Workshop Speakers, Room Monitors, Hosts and Co-hosts are populated into a Signal. Text two weeks before the Convention, based on their online room name, and time and have the room link.
Support Online Chair and Welcome Chair in identifying trained personnel or training support if required.
Prepare and submit a budget for items for inclusion in the Convention budget (See: Projected Budget Form)
Provide monthly reports to the Secretary and Co-Chairs in advance of the Committee Meetings.
Provide reports to committee Chairs as required.
Be available during the convention to find additional volunteers as needed.
Prepare a wrap-up report with information on Service Committee work to be submitted to Virtual Region post-Convention (See: Convention Committee Chair Final Summary)

Procedures

Gather volunteers from each committee. Volunteers needed – when, where and which role they are needed in.
Download an alphabetized list of volunteers’ names, telephone numbers and email addresses with dates and time available to give service. Obtain this information from the Service Application being used for service registration and from virtual intergroup referrals. Information must be secured in password protected Dropbox.
Maintain a list for reference in filling vacant service positions. Include a schedule for each committee indicating the day and time the volunteer will work, as well as the scheduled volunteer’s name, telephone number, and confirmation information (See: Service Sign-ins)
Email confirmation letter to each volunteer, indicating name, service assignment and contact person. Be sure to include any procedures to follow if he/she is unable to give service. This can be done via the Application used.
Populate Signal groups for each Workshop, Webinar,.
Print out schedule for Service Sign-in Area, sorting by Committee, day and time.
Assist/oversee volunteers staffing the Service Sign-in Area, if necessary.
Example of Volunteers needed: Zoom Host, Zoom Co-host, Chat Box Monitor, Zoom Co-Host screen share, Zoom Co-host mute/unmute and lower hands, Room Monitor, Help Desk Host, Help Tech Support, Help Desk Fellowship, Help Desk Co-Host.

NOTE: Any expenses incurred by any Committee must be submitted for approval/reimbursement to the Treasurer (See: Sample Request for Reimbursement)

TREASURER

Requirements

Computer skills.
Ability to handle cash.
Organizational skills.
Accounting skills.
People skills.
Access to Eventbrite Registration data to download attendee financial information.
Access to the Virtual Region Convention PayPal for financial information.

Duties and Responsibilities:

Coordinate with the Convention Chair in preparing a Convention Budget. Include budgets submitted by Committees for inclusion in the Convention budget (See: Projected Budget Form)
Oversee all expenses and income from the Convention and work with the Region Treasurer in the accounting of all Convention expenses and surplus (See: Convention Treasurer Spreadsheet)
Ensure PayPal and Eventbrite or another platform access has been set up.
Work with the past Treasurer for access to the email. Virtual Regionconventiontreasurer@gmail.com
All bills will be submitted to the Treasurer and must have the prior approval of the Convention Chair for reimbursement or payment. (See: Sample Request for Reimbursement)
Maintain copies of all expense reports, receipts, deposit slips, and a list of checks received/dispersed.
As all sales are electronic through Eventbrite or other platform using PayPal to accept payments, funds should be transferred from PayPal and be deposited into the Convention Committee account maintained by the Convention Treasurer on a regular basis. Record of all sales from Eventbrite. To be maintained by the Treasurer, recording this information in the Budget Actual section of the spreadsheet.
Where possible all refunds should be processed through PayPal as there is a refund of service charges. Refunds can only be done up to 180 days from purchase.
The Convention Treasurer shall be responsible for all deposits and checks written, as required for Convention, in accordance with a budget.
At the close of the Convention, all funds remaining after all accounts have been settled shall be forwarded to the Virtual Region Treasurer. The Convention Account shall then be closed.
Signature authority for the Convention Committee Account will have two signatures required – the Convention Chair and the Convention Treasurer.
An accounting of income and expenses shall be submitted monthly to the Convention Chair as well as distributed to each Convention Committee chair/Co-chair at each Planning Session.
The Convention Treasurer shall have in his/her possession no later than two weeks after the end of the Convention, all expense requests and receipts for reimbursement from all Committee members. This is to ensure prompt payment of expenses and shall allow the Convention Treasurer ample time to complete all financial reports reflecting income, expenses and surplus from Convention. A full reporting will be due one month after the close of convention.
Provide monthly reports to the Secretary and Co-Chairs in advance of the Committee Meetings.
Prepare a wrap-up report with information on Signs & Decorations Committee work, to be submitted to Virtual Region after the Convention. (See: Convention Committee Chair Final Summary)

Procedures

Assist all Committees in preparation of Projected Convention budget. (See: Projected Budget Form)
Immediately upon formation of the Convention Committee, the Region Treasurer will provide the Convention Treasurer with a cheque to open the Convention Committee Account. The Region has allotted funds for the Convention start-up fee, after which additional funds shall be drawn from those received for advance registrations.
No later than two months prior to the Convention, arrange for cash boxes for handling of money during the Convention.
Ensure Registration, Literature and Fund Raising have cash boxes and manage cash.
Prior to the Convention, discuss procedures for handling all monies collected with the Convention Committees.
The Convention Treasurer shall maintain a running account of receipts received throughout the Convention, for reporting at the wrap-up meeting.
The Convention Treasurer shall submit approximate expense and surplus figures at the wrap-up meeting.
A preliminary financial report shall be submitted to the Convention Chair no later than thirty days following the Convention. This report shall include attendance figures at Convention and meals, and an approximate surplus.
A final financial report shall be submitted to the Committee Chair and to the Region prior to the next assembly following Convention.

WEBSITE

Requirements

Computer skills.
WordPress skills.
Writing (for the web) capabilities.
Photo editing skills.
Negotiating and listening (different opinions).
Organizational skills.

Duties and Responsibilities:

After each Virtual Region Convention, the previous webpage should be removed from the Virtual Region Website and a “Save the Date” announcement inserted for the next Convention.
The Format of the webpage shall follow the standard format approved by the Virtual Region Board. Any changes to the format must be approved by the Board.
Provide monthly reports to the Convention Committee in advance of the Committee meetings.
Prepare a wrap-up report of Webpage information for next year’s Webpage writer (See: Convention Committee Chair Final Summary)

Procedures

Prepare a draft of Webpage and contents for review by Convention committee chairs and approval by Convention Chair/Co-Chair. Webpage should also be submitted to the Virtual Region Convention Committee Chair and Virtual Region Board for approval. It should be ready to be posted close to the end of the previous Convention.
Develop an overall plan for the flow and time of information on the website, consulting a roommate.

NOTE: Any expenses incurred by any Committee must be submitted for approval/reimbursement to the Treasurer (See: Sample Request for Reimbursement)

TRANSLATION INTERPRETATION CHAIR

Requirements

Fluent knowledge of English and one additional language.
Ability to organize and schedule.
Work well with others.
Basic knowledge of webinar and speaking on Zoom meetings.

Responsibilities

Outreach to past translation and interpretation service volunteers for participation in future Conferences.
Create flyer in multiple languages to include but not be limited to English, French, German, Greek, Hebrew, Italian, Portuguese, Russian and Spanish requesting service volunteers.
Assist PIPO Editor, Service Coordinator and Registration in acquitting translations of announcement, flyers and registration materials.
Work with Online Chair, Service Chair, Scheduling, Help Desk, Welcome Room in identifying the number of interpreters required for convention.
Schedule Interpreters as needed for orientations and when requested to speak with speakers—this can be conducted in dedicated breakout rooms.
Work with the chair in outreach to NSB and Language Service Boards as well as global intergroups.
Assist in updating zoom interpretation protocols.
Schedule interpreters and advise Online Chair, Service chair and Welcome Chair of scheduled service volunteers ensuring they are populated in groups.
Debrief interpreters and translators any problems and suggestions for improvement.
Ensure that interpreters are removed from WhatsApp within thirty days after the Convention.
Provide monthly reports to the Convention Committee in advance of the Committee meetings.

Procedures

Secure a list of previous Translation and Interpreter service volunteers from the last Convention. This list must remain password protected.
Contact past volunteers and solicit their participation identifying those that can translate as well for assistance in this area. Ask them for referrals for other possible Service Volunteers.
Have all Translation and Interpreter Volunteers complete the Translator/Interpreter Form on the Virtual Region Website: https://oavirtualregion.org/en/interpreters-registration/
Contact Region Chairs through Virtual Region Trustee and ask for support with referrals and announcements at meetings. Region 2, Region 8, Region 9 and Region 10 may be useful to contact national service boards as well. As well as NSB and Language service boards
Process interpreters that are transferred via region and chair General Data Protection Regulation in time periods closer to the convention. This may require additional orientations.
Work with PIPO and registration in having flyers, social media, releases, translated in as many languages as interpreters have been secured.
Review the schedule and find interpreters for each workshop in the Webinar room Steps and identify especially workshops that require translation outside of Webinar.
One week before the Convention, provide a schedule of times that translation has been scheduled, in each language that interpreters are available to the Webmaster. If a language is full the Webinar schedule should be modified in that language and clearly noted that translation will be available throughout the r schedule.
Work with the webmaster to provide translation times on the website schedule by language.
Work with the Scheduling Chair to acquire written copies of shares from speakers’ advance outlines.
Confirm and coordinate all interpreters at Convention with backups when possible.
Debrief interpreters after the Convention and provide a report to the Chair.
Work with the Online Host and Service Coordinator in populating WhatsApp groups for each.
Webinar and Workshop Interpreters will be present with each Interpreter and have their contact information.
Schedule all Interpreters for Workshop or Webinar orientations. Ensure all attend before Conventions.
At Convention verify each Interpreter is available and call-in backups when needed.
After Convention debrief Interpreters and write a final report identifying any problem areas, possible solutions, ways for improvement. Create a password secure list for the next Chair of those willing to remain on the list.
Work with Service and Zoom Coordinator in deleting WhatsApp groups within thirty days of Convention.

Relay Chair
Requirements
Ability to outreach to intergroups to solicit participation.
Working knowledge of creating google sheets and working with time zones and times.
Understanding of OA traditions to monitor rooms or instruct room monitors.
Responsibilities
Create a sign-up form with chair General Data Protection Regulation.
Process all sign up and schedule intergroup.
Update the best practices for relay rooms and review with relay chairs.
Ensure all relay teams members sign the service volunteer’s privacy notice.
Attend committee meetings.
Monitor rooms during the convention.
Write a recap report.

Procedures

Update the Intergroup /meeting timeline for the next convention determined with chair room hours (2021 convention recommends making the relay room the third track to combine with sponsored interactive workshops.
Outreach to all region intergroups
Create announcements for global distribution.
provide the scheduling committee the information for the input into the schedule.
Orient all participating meetings and intergroups via a powerpoint presentation.
Create a lead contact list in google workspace.
Maintain a schedule with leads and back up of each schedule group in the drive.
Notify each group who they will be handing off to via signal.
Have backup in the event of problems.
Be available and train monitors for the convention.
Send out thank yous post-convention.
Write a wrap up report.