Service

Committee positions

The Alkathon is planned and run by a volunteer committee that forms in the fall. Here is what each position does, so you can see what is involved before putting your hand up.

Every position suggests two years of continuous sobriety. Personal spending is refunded only against original receipts. Each coordinator writes a short final report so the next committee can learn from the year.

Committee meetings are held every Wednesday at 7:00 p.m. at the Ottawa Area Intergroup Office, Suite 108, Bronson Centre. All are welcome.

Interested? Email chair@alkathon.ca.

Chairperson

Purchase rental contract for current years Alkathon.
Confirm deadline of Primary Purpose to have the first Alkathon meeting announced in September’s newsletter. Also contact the Intergroup webmaster to have this information posted on line.
Open each meeting with the Serenity Prayer followed by members introducing themselves as the Twelve Traditions are being passed around the table. Discuss and look for approval of the Minutes from last meeting. Update Committee members on what you have been working on and how things are going so far. Ask for questions or suggestions. At each meeting, you will go around the table to hear each Coordinators Report. Ask if there are questions or suggestions. Meeting closes with the Responsibility Pledge and the Lord’s Prayer.
Provide job descriptions at first meeting so as those members present wishing to be a coordinator can see what is involved.
Meet with the new treasurer and day co-chair at the bank to have all signing authority amended. The treasurer’s signature must always be one of two signatures provided on any cheque to be written. The chairs or day co-chairs signature will be provided as the second signature required on the cheque.
Meet with both co-chairs and all coordinators at the Bronson Centre to show them where the Inventory is kept and to take inventory if required.
With co-chairs and security coordinator, meet with Bronson Centre representatives to review their bylaws and security requirements, including the on-call telephone number, the emergency code, keys to the kitchen and the security company contracted by the Bronson Centre.
Meet with co-chairs, security coordinator and setup/cleanup/garbage coordinator with Bronson Centre staff to tour the Bronson Centre. This tour will ensure that Alkathon Committee members know the location of the breaker in the kitchen in case it needs to be reset. Find out how the entrance doors can be closed without being locked from the outside to ensure the greeters don’t freeze. Ensure access to the bathroom supplies.

Day Co-Chair

Share duties and responsibilities of the Alkathon.
Security of Alkathon supplies.
With chair, night co-chair and security coordinator, meet with a Bronson Centre representative to review bylaws and security requirements. Includes obtaining the on-call telephone number, emergency codes, and the name of the security company contracted by the Bronson Centre.
With chair, night co-chair, security coordinator and setup/cleanup/garbage coordinator meet with Bronson Centre maintenance staff to tour the facilities. This tour will ensure that Alkathon Committee members know the location of the breaker in the kitchen in case it needs to be reset. Find out how the entrance doors can be closed without being locked from the outside to ensure the greeters don’t freeze. Ensure access to the bathroom supplies.
Contact Centennial Public School Administrator (239-2277) no later than the first week of December, to make sure it’s ok to use the school’s parking lot for overflow parking through the Christmas and New Year’s events.
Familiarize the Gofer with any food wholesale stores being used such as Tannis Foods.
Check with the meeting coordinator to ensure all signage, agendas, necessary AA material and the Alkathon white chips are set up for all AA meeting rooms.
Provide Sobriety Countdown along with Night Co-Chair on New Year’s Eve at approximately 10:00 pm. Two Big Books signed by members are to be donated to the two members with the least amount of sobriety.
Ensure Al-Anon is represented for meetings and volunteers.
Prepare final report to share experience gained.

Nightshift Co-Chair

Ensure nightshift is covered for security, kitchen, coffee, and clean-up.
Attend Alkathon during night shift.
With Security Coordinator meet with Bronson Centre representative to review bylaws and security requirements. Includes obtaining the on-call telephone number, emergency codes, keys to the kitchen, and the name of the security company contracted by the Bronson Centre.
With chair, day co-chair, security coordinator and setup/cleanup/garbage coordinator meet with Bronson Centre maintenance staff to tour the facilities. This tour will ensure that Alkathon Committee members know the location of the breaker in the kitchen in case it needs to be reset. Find out how the entrance doors can be closed without being locked from the outside to ensure the greeters don’t freeze. Ensure access to the bathroom supplies.
Meet with Bronson Centre maintenance staff to tour the facilities. This tour will ensure that Alkathon Committee members know the location of the breaker in the kitchen in case it needs to be reset. Find out how the entrance doors can be closed without being locked from the outside to ensure the greeters don’t freeze. Ensure access to the bathroom supplies and provide this information to the setup/cleanup coordinator.
Work with night time coordinators or volunteers if present. It is normally very quiet on this shift. Should there be a few members about, and you are the only Committee member present, you may wish to ask for help as food will have to be put out, coffee made, garbage cleaned up, and floors are kept clean etc. Check often the security of members, doors, washrooms, and areas where we are not allowed etc.
Prepare final report for Intergroup to share experience gained.

Secretary

Provide letter to Bank advising names of the new Chairperson, Day Co-Chair and Treasurer for the current years Alkathon. Inform Bank also that these new positions will have signing authority. As all cheques will require two signatures, the Treasurer must always sign along with either the Chairperson or the Day Co-Chair.
Take minutes and action items at committee meetings.
Distribute copies of meeting minutes to other committee members.
Establish list of committee members and contact information. Always ensure list is up to date.
Distribute copies of Committee Members and contact Information.
Submit any costs (notepads, photocopying, etc...) incurred to Treasurer.
Prepare final report to share experiences gained.

Treasurer

Work with bank to obtain/change signing authorities for chairperson and one co-chair and treasurer. All cheques require the treasurer’s signature and either the chairperson’s or one of the co-chair’s signatures.
Receive and deposit all financial contributions from groups to the Alkathon.
Disburse funds when required, track and account for all Alkathon related expenses.
Prepare a brief financial report for all committee meetings.
Prepare a final financial report so that the committee can determine a prudent reserve at the final meeting of the Alkathon Committee and recommend disbursement of any remaining funds.
Present the final Alkathon Financial Report to Intergroup.

Meeting Schedule Coordinator

Provide a phone number and email that groups can contact so they can volunteer to host a meeting during the Alkathon. Groups that plan to host a meeting need to contact the meeting coordinator by mid-November in order for the schedule to be published in the December’s Primary Purpose.
Ensure that discussion groups host discussion meetings and that speaker group’s host speaker meeting.
Schedule Al-Anon.
Schedule time for the Long-Timers panel to be held on the Mac Hall stage.
With Co-Chairs, randomly draw Group’s names to be placed on the meeting schedule starting with the earliest time allotted for meetings to begin, right up to the last meeting scheduled in the 24 hour period. This will ensure all meeting times are filled. Should there not be enough Group’s to fill the 24 hours of meetings, then do not slot Group’s through the wee hours of the morning as this period is normally not busy. Start them later in the morning. Should you be contacted by any Group after the dead line date, and most likely you will, slot these Groups in where there are currently no meetings being provided through the wee hours of the night. Under no circumstances are any Group’s to be slotted into times they want. All Groups are to be treated equally and must be randomly drawn.
Work with Publicity Coordinator to ensure the meeting list is published in the Primary Purpose and on the Intergroup Web Site.
At the end of the Christmas event, take inventory of your supplies to make sure there will be enough supplies on hand for the New Year’s event. At the end of the New Year’s event, take a final inventory count and hand in to the chairperson. This report will be provided to the new chairperson of the following years Alkathon.
Ensure Inventory List completed and handed into Chairperson.
Prepare a final report to share experience gained.

Gofer

Must have use of vehicle.
Assist Co-coordinator(s) with inventory of Alkathon supplies and security of current supplies.
Purchase of all food and supplies as per previous lists, including supplies for Clean-up and Kitchen Coordinators.
Be available during set up of the Alkathon on Dec. 24th and again for the set up of the Alkathon on December 31st. for last minute purchases if required.
Assist with disbursing remaining perishable items only to East-end Alkathon held at Cody Street and the mission.
Prepare a final report to share experience gained.

Publicity Coordinator

Prepare flyer(s) for the Alkathon. The flyers will list the names of the various coordinators, along with their contact information and a request for volunteers, food and donations of money. Working along with the Meetings Coordinator, the December flyer will list only the meeting schedule.
Submit Alkathon article for the October, November and December Primary Purpose. In December’s issue, in order for members to keep and bring along with them to the Alkathon, have the meeting schedule printed in the Primary Purpose as a pull out. Ensure all articles regarding the Alkathon are submitted to the editor of the Primary Purpose by the dead line to be published in the following month’s Primary Purpose.
Assist Meeting Coordinator with publishing the Meeting List for the Alkathon Intergroup newsletter and the Intergroup web site.
Coordinate with various members of the committee to spread the message throughout all meetings in the Ottawa area that the Alkathon requires money donations, many volunteers and lots of food donations. The Alkathon committee cannot cater the Alkathon; all food is to be provided directly by members. Attention needs to be given to the fact that groups volunteering to host a meeting must contact the Meeting Coordinator by the dead line of the end of November.
Prepare a final report to share experienced gained.

Decorations Coordinator

Decorate the Mac Hall for the Christmas Season nicely. For many members, this will be their only Christmas and New Year’s celebration with “Family” over dinner with hopefully some good times. Many members find it very difficult at this time of year, so please remember to decorate with joy in mind.
Post signage such as coffee, direction signs etc. where necessary, ensuring sufficient signage has been posted.
Purchase colouring books, non-toxic crayons, pencil crayons and washable markers for children. (Check for current supplies in Alkathon cabinets.)
Create name tags for coordinators,
Real Christmas trees are not permitted at the Bronson Centre. There is a decorated artificial tree in the Mac Hall which is already set up and owned by the Bronson Centre.
Have materials on hand to create signs as necessary during the Alkathon.
Ensure final Inventory List completed and handed into Chairperson.
Prepare a final report to share experience gained.

Security Coordinator

Provide volunteers to ensure that security is provided during the entire 48 hour period. Provide schedule to the chair and co-chairs and have them meet with all security volunteers.
With chair and co-chairs, meet with Bronson Centre representatives to review their bylaws and security requirements, including the on-call telephone number, the emergency code, keys to the kitchen and the security company contracted by the Bronson Centre.
Meet with chair, co-chairs and Bronson Centre carestaff to tour the Bronson Centre.
Use security tape and dividers to block off sections of the Bronson Centre that should not be used by people attending the Alkathon. At the front entrance one set of stairs is to be blocked off by a table at the top and the Coke machine at the bottom. Also at the front entrance, the stairs going up are to be blocked off entirely. At the coat rack room the entrance to the basement is to be blocked off and the light in the room is to be kept on. Ensure sign is created to say “Do Not Leave Valuables Unattended.
Ensure the Intergroup Office is ONLY used by TAS volunteers and Alkathon Committee Members as required. The Intergroup Office door is to be kept closed at all times. However the office needs to be accessible to Alkathon Committee members when required.
Ensure that alcohol, drugs or weapons are not brought into the Bronson Centre.
Calm down and if necessary in the judgment of one of the co-coordinators and the security coordinator, escort disruptive or destructive individuals out. Use the “buddy system” when handling difficult situations. Buddies include Security Volunteers as well as any other member of the Alkathon Committee. Note: Regularly check on any individuals that may have “fallen Asleep” at the Alkathon.
Ensure that children are supervised by parents and do not jump off the stage nor go to the restricted areas or attend meetings without their parents.
Ensure that the auditorium is secured between meetings and is only use for meetings.
Ensure that security checks are done at regularly scheduled times of all exits and taped off areas.
Be familiar with fire exits and procedures. Should the fire alarm sound, interrupt any meetings going on and ask people to leave the building from the Auditorium the two meeting rooms, the staff room and the cafeteria.
Monitory the 7th Tradition boxes ensure the chains are secure.
Periodically check that smokers are 15 metres (9 feet) from the front door when smoking.
Ensure that no dogs (excluding special needs dogs) are brought into the Bronson Centre.
Handle keys to the main entrance of the Bronson Centre for those who are in wheelchairs.
Handle keys to the Alkathon Storage Area and the Auditorium.
Prepare a final report to share experience gained.

Set-up/Clean-up/Garbage Coordinator

Provide volunteers to ensure that garbage is collected regularly and put where it belongs during the entire 48 hour period, as well as afterwards on Dec. 25th and January 1st.
Work with Bronson Centre staff to ensure that the room with the sink and mops is open for volunteers and that there is sufficient paper supplies for the washrooms.
Ensure that there are enough garbage pails. (Boxes used to store coffee cups can be used as well.)
For the outside, ensure that there are empty coffee cans provided for discarded cigarette butts as well as boxes with garbage bags for empty coffee cups.
Ensure kitchen garbage is removed regularly to the dumpsters outside.
Ensure tables are kept clean and tidy, floor kept free of debris ie. food and that debris is put into garbage cans on a very regular basis.
Washrooms are to be kept clean, tidy, and functional and stocked with supplies. Where possible Female volunteers are to ensure that the female washrooms are clean and Male volunteers are to ensure that the male washrooms are kept clean.
Meeting rooms and the auditorium are to be kept clean and free of debris and organized. Inform Security of any people that are in the auditorium between meetings.
Ensure floors are mopped when needed, change the mop water frequently.
Prepare a final report to share experience gained.

Kitchen Coordinator

Only kitchen volunteers, Server Coordinator (or server volunteer appointed) and Alkathon Committee members are to be in the kitchen. There is enough chaos present with preparations without members also coming and going.
One kitchen volunteer to be appointed as the liaison with the appointed server liaison to ensure food replenished etc. This will take place each and every shift with the volunteers. Ensure when one shift ends, the new shift has been informed of this.
Ensure that the kitchen is staffed with volunteers during the entire 48 hour period.
There are no facilities provided to cook, or keep any foods warm such as turkeys, hams etc.
Ensure that volunteers use gloves at all times.
Ensure work areas and floors are kept clean at all times.
Work closely with Gofer to ensure that all supplies have been purchased before noon of December 24th and December 31st.
Wash aprons, dish towels and dish cloths between Christmas and New Years.
Ensure that turkeys with stuffing or gravy do not go out.
Package up all left over food - perishable food only goes to the East End Alkathon and the mission.
At the end of the Christmas event, take inventory of your supplies to make sure there will be enough supplies on hand for the New Year’s event.
Ensure final Inventory List completed and handed into Chairperson.
Prepare a final report to share experience gained.

Server Coordinator

One kitchen volunteer to be appointed as the liaison with the appointed server liaison to ensure food replenished etc. This will take place each and every shift with the volunteers. Ensure when one shift ends, the new shift has been informed of this.
Servers MUST wear gloves and aprons at all times.
Ensure volunteer coverage at all times.
Serving tables and floors must be wiped down and kept clean at all times.
High Priority - each dish of food, no matter what it is, MUST have a serving utensil of some sort.

Coffee Coordinator

Provide volunteers to ensure that coffee, decaf coffee, hot water for tea, hot chocolate, bottled water and orange drink supplies are provided during the entire 48 hour period of the Alkathon. Make sure there is always coffee and hot water ready to go on a constant basis.
Check the previous year’s inventory list for supplies on hand. If purchases required, watch for coffee sales etc. between September and early December. Prepare your list of required items to be purchased. A cheque can be provided to you before you purchase your items or if you wish to purchase on your own, remember to keep all receipts in order to be reimbursed.
Ensure that coffee table, floor and area is kept clean and tidy.
Remove small refrigerator from the Archives office and place it beside the coffee table near the stairs to the washrooms (Plug beside kitchen can’t be used) Use this fridge for creamers.
Use a power bar for coffee beside the kitchen and plug into the socket beside the ramp (other circuits will blow!) Be careful not to put too many coffee pots on the same circuit.
At the end of the Christmas event, take inventory of your supplies to make sure there will be enough supplies on hand for the New Year’s event.
Between December 25th and December 31st, move the small refrigerator back to the Intergroup office. Pick up for use again when setting up December 31st.
Clean and return the refrigerator to the Archives Office on January 1st.
Ensure final Inventory List completed and handed into Chairperson.
Prepare a final report to share experience gained.

Greeter Coordinator

Check that the batteries have been removed out of the doors by the Bronson Centre staff to neutralize the exit alarm.
Provide volunteers to ensure that greeters in groups of two are available during the entire 48 hour period. Work with Co-Chairs to get volunteers from Al-Anon as well.
Ensure that greeters are set up at the top of the stairs, and are at the front door at all times as requested by the Bronson Centre.
Greeters will be standing up when they greet members at the door. Provide two chairs for greeters to be able to sit should they wish while in between the arrival of members.
Ensure volunteers know to point out people to meeting rooms and washrooms, and to direct people in wheel chairs to the front doors. They are to notify someone from security to open the front door when necessary.
Have greeters give out small candy canes.
Coordinator to monitor greeters regularly to ensure the front door is always “manned”.
Ensure that the stairs are blocked off by dividers.
Prepare a final report to share experience gained.

12 Step Coordinator

Arrange for two Big Books to be available at all times for members to sign for Sobriety Countdown which will be held on New Years Eve at approximately 10 pm.
Ensure that those sitting alone have someone to talk to.
Arrange for a table of Long Timers with good sobriety.
Find volunteers for the Long-timers Panel.
Work with Meetings Coordinator to set up Family Discussion Group with AA, Al-Anon and Alateen members.
Be provided with necessary beginners pamphlets and meeting lists to be distributed selectively as required.
Notify Security of problems if necessary.
At the end of the Christmas event, take inventory of your supplies to make sure there will be enough supplies on hand for the New Year’s event.
Ensure final Inventory List completed and handed into Chairperson.
Prepare a final report to share experience gained.

Volunteer for a shift Contact the committee