RACNA Subcommittees

The primary function of the Hotels and Hospitality Subcommittee is to be the liaison between the hotel staff and RACNA. The subcommittee consists of a chairperson (elected by RACNA), a vice-chair, a secretary, Serenity Keeper coordinator and Hugger/Greeter team leader, (all chosen from members of H&H), and voting members. Voting privileges are decided upon formation of the incoming subcommittee. As soon as possible, H&H should create a timeline for the planning year that includes all H&H duties with projected deadlines specified to complete each task. This timeline should be presented to RACNA as soon as it is developed. All expenditures need to be approved and receipts submitted to H&H chairperson for reimbursement by RACNA treasurer. After the hotel contract is reviewed, negotiated and signed, all contacts with the hotel need to be coordinated and conducted through the H&H subcommittee. H&H is also responsible for providing a warm welcome to all guests, while promoting a spirit of unity and celebration of the gift of recovery for our members. During the convention, H&H maintains a Hospitality room or rooms where attendees can gather, have coffee and/or refreshments, and fellowship with other guests. Serenity Keepers are an integral element of the H&H subcommittee. This “committee within a committee” is responsible for checking badges, assisting with coordination of a team of “Huggers/Greeters,” assisting guests with directions and questions, and working with the hotel security to ensure that a safe atmosphere of celebration is maintained. In cooperation with hotel security, the Serenity Keepers uphold the rules and abide by the contract with the hotel and also closely monitor the behavior of our members to ensure that our Traditions are not violated. We need to remember how our behavior reflects on the fellowship as a whole…only we can promote a positive public image of ourselves.

The purpose of the F&E Subcommittee is to plan and carry out activities, such as picnics, dances, talent shows, etc., to raise money to help offset various costs related to holding RACNA. This subcommittee also has responsibility for entertainment activities, selecting the bands or Disc Jockeys to be used at all fund-raising and entertainment events. F&E will also arrange for all other forms of entertainment in conjunction with the convention and, most importantly, the subcommittee is responsible to generate fellowship awareness, excitement, interest and support for the convention.

The Fundraising & Entertainment Subcommittee (F&E) is comprised of a chairperson (elected by RACNA), vice-chairperson, secretary (chosen from F&E}, and voting members. Voting privileges are decided upon formation of the incoming subcommittee. As soon as possible, F&E should create a time-line for the planning year that includes all F&E duties with projected deadlines specified to complete each task. This timeline should be presented to RACNA as soon as it is developed. All expenditures need to be approved and receipts submitted to the F&E chairperson for reimbursement by RACNA treasurer.

• The Chair sets the meeting agenda, facilitates business, delegates responsibilities to members, and attends all RACNA meetings to report the subcommittee’s progress. The F&E chairperson should have the ability to deal effectively with people outside of the Fellowship, and most importantly, he/she needs to have demonstrated trustworthiness, especially where funds are concerned. Any mishandling of F&E money and/or resources is the ultimate responsibility of the F&E chairperson.
• The Vice-chair works closely with the chair and performs his/her duties in their absence.
• The Secretary is responsible for minutes (to be available at every meeting), provides any forms needed to perform duties, and is responsible for the upkeep and maintenance of the F&E archives. Copies of all materials that reflect business of the Subcommittee (minutes, contracts, brochures, letters, motion forms, entertainment proposals, etc.) are to be included in the archives as resources for future F&E Subcommittee members.

*Important Reminder: All members handling money and/or inventory will be required to sign the RASC Misappropriation and Theft Policy.

Some of the first people convention attendees meet are those members manning the registration tables. How well they are greeted in many ways sets the tone for how well the convention comes off. Smooth, prompt, orderly, and hospitable service is key ingredients to successful registrations. Therefore, organization and planning by this subcommittee is very important.

The Registration Subcommittee is comprised of a chairperson (elected by RACNA), vice-chairperson, secretary (chosen from members of Registration), and voting members. Voting privileges are decided upon formation of the incoming subcommittee. As soon as possible, Registration should create a time-line for the planning year that includes all Registration duties with projected deadlines specified to complete each task. This timeline should he presented to RACNA as soon as it is developed. All expenditures need to be approved and receipts submitted to the Merchandising chairperson for reimbursement by RACNA treasurer. Depending on the amount of members, the subcommittee may want to form teams of volunteers to handle the regislro1ions by mail and work/shift teams to perform the duties of registration at the convention. These mailing and work duties are further defined in the sections below.

The Registration Subcommittee is one of the busiest subcommittees of every convention. Although it’s most intensive work is completed in the weeks just prior to and during the convention, its responsibilities begin with the advance planning. This advance planning by the subcommittee includes drafting the flyers and registration forms, which must be done well in advance (at least five or six months prior to the convention date) in order to allow sufficient time for review by RACNA. The mailing schedule for flyers and pre-registration forms should also be established at this time.

• The Chairperson sets the meeting agenda, facilitates business, delegates responsibilities to the members, and attends all RACNA business meetings to report the subcommittee’s progress. The Registration chairperson needs to have demonstrated trustworthiness, especially where funds are concerned. Any mishandling of Registration money and/or resources is the ultimate responsibility of the Registration chairperson.
• The Vice-chairperson works closely with the chair and performs his/her duties in their absence.
• The Secretary is responsible for minutes (to be available at every business meeting), provides any forms needed to perform duties, and is responsible for upkeep and maintenance of the Registration archives. Copies of all materials that reflect the business of the Subcommittee (minutes, mailing lists, registration forms and all flyers, letters, motion forms, etc.) are to be included in the archives as resources for future Registration Subcommittee members.

*Important Reminder:
All members handling money and/or inventory will be required to sign the RASC Misappropriation and Theft.

The Arts & Graphics Subcommittee (A&G) is comprised of a chairperson, (elected by RACNA) vice-chairperson, secretary (elected by A&G members) and any other interested volunteers. Voting privileges are decided upon formation of the incoming subcommittee. As soon as possible, A&G should create a timeline for the planning year that includes all A&G duties with projected deadlines specified to complete each task. This timeline should he presented to RACNA as soon as it is developed. All expenditures need to be approved and receipts submitted to A&G chairperson for reimbursement by RACNA treasurer.

Prior to the convention, this committee is responsible for designing the convention logo(s). As soon as the convention committee is formed, the NA fellowship should he encouraged to submit artistic ideas, sketches, and/or drawings of possible logo designs for consideration by RACNA. In addition, A&G will also be responsible to print flyers and event tickets, create a banner of the logo, and may be asked to print workshop and directional posters. The most pressing of priorities is the creation and final selection of the convention logo. The logo is the ”signature” of our convention and should be printed on the registration flyers for an early mailing to our fellowship.

• The Chair sets the meeting agenda, facilitates business, delegates responsibilities to the      members, and attends all RACNA meetings to report the subcommittee’s progress.
• The Vice-chair works closely with the chair and performs his/her duties m their absence.
• The Secretary is responsible for minutes (to be available at every meeting), provides any forms needed to perform duties, and is responsible for upkeep and maintenance of the A&G archives. Copies of all materials that reflect the business of the Subcommittee (minutes, contracts, letters, motion forms, etc.) are to be included in the archives as resources for future A&G Subcommittee members.

The Program Subcommittee plans all the workshops, recovery meetings, main meetings and marathon meetings associated with RACNA and at the convention. This should include pre-convention Speaker Jams and Fundraising Events that include workshops. The subcommittee consists of a chairperson (elected by RACNA), a vice-chair, a secretary {both chosen from members of Program), and voting members. Voting privileges are decided upon formation of the incoming subcommittee. As soon as possible, Program should create a timeline for the planning year that includes all Program duties with projected deadlines specified to complete each task. All expenditures need to be approved and receipts submitted to Program chairperson for reimbursement by RACNA treasurer.

• The Chair sets the meeting agenda, facilitates business, delegates responsibilities to the members, and attends all RACNA meetings to report the subcommittee’s progress.
• The Vice-chair works closely with the chair and performs his/her duties in their absence.
• The Secretary is responsible for minutes (to be available at every meeting), provides any forms needed to perform duties, and is responsible for up-keep and maintenance of the Program archives. Copies of all materials that reflect the business of the Subcommittee (minutes, contracts, letters, motion forms, etc.) are to be included in the archives as resources for future Program Subcommittee members.

The Merchandising Subcommittee is responsible for the acquisition and sale of all commemorative items for RACNA. The subcommittee consists of a chair (elected by RACNA), a vice-chair, a secretary (chosen from members of Merchandising), and voting members. Voting privileges are decided upon formation of the incoming subcommittee. As soon as possible, Merchandising should create a time-line for the planning year that includes all Merchandising duties with projected deadlines specified to complete each task. This timeline should be presented to RACNA as soon as it is developed. All expenditures need to be approved and receipts submitted to the Merchandising chairperson for reimbursement by RACNA treasurer.

Duties of the subcommittee may include the sale at Narcotics Anonymous events of the previous RACNA Convention’s leftover merchandise. In some cases, sale of NA Conference approved literature and other items may be sold at the convention and the Merchandising Subcommittee may be asked to coordinate the purchase of and be responsible for the sale of those items. Prior to and during the convention, the Merchandising Subcommittee is responsible for the storage of all inventory in a secure location. The effort of any convention should be based strictly on the need to generate funds to ensure the success of the event. Too often the merchandising efforts detract from the primary focus of the convention. Our efforts to generate funds from our members should be based solely on what is necessary to ensure that the convention is successful. If RACNA finds that it is not necessary to generate considerable sums of money to cover expenses, then the merchandising effort should he kept to a minimum. Every convention wants to be able to provide commemorative items for the convention attendees, however, the efforts to do this should be done in such a way that a department store or flea market atmosphere is not created. The focus of any convention is the celebration of recovery.

• The Chairperson sets the meeting agenda, facilitates business, delegates responsibilities to the members, and attends all RACNA business meetings to report the subcommittee’s progress.
• The Vice-chairperson works closely with the chair and performs his/her duties in their absence.
• The Secretary is responsible for minutes (to be available at every business meeting), provides any forms needed to perform duties, and is responsible for upkeep and maintenance of the Merchandising archives. Copies of all materials that reflect the business of the Subcommittee (minutes, contracts, letters, motion forms, etc.) are to be included in the archives as resources for future Merchandising Subcommittee members.

*Important Reminder:
All members handling money and/or inventory will be required to sign the RASC Misappropriation and Theft Policy.