How do I bring ACYPAA to my area?

Committees or groups that are interested in hosting the Round-Up in their area travel to ACYPAA to bid on the Round-Up. Each year a bid committee is awarded the Round-Up; it is then considered the host committee, and is responsible for the preparation, outreach, and facilitation of the Round-Up for the following year.

What is a Bid Committee?
A bid committee is any group of at least three AA’s that prepare a bid package to host an ACYPAA Round-Up. Bid committees are usually young peoples committees or groups that host meetings and events in their area and prepare a bid package. Committees travel to the ACYPAA Round-Up and present their bid package and bid presentation to the Advisory Council. Please contact Advisory Council if you would like to locate a bid committee in your area or if you would like Advisory Council’s experience with starting one. The process of bidding for the ACYPAA Round-Up is fairly simple and can unify and strengthen AA’s through a fun and unique form of AA service work.

What is a Bid Package?
A bid package is the formal proposal from the bid committee; which should include all information needed to fulfill the bidding requirements. It is encouraged that bid packages be easy to read and well organized. Advisory Council requires bid committees to provide complete copies of their bid packages to the Advisory Council Chairperson by 3:00 PM the Friday of the Round-Up. Click here to see the bidding requirement (link to advisory’s page on bid reqs)

What are the Bid Committee Tables?
Before the main meeting on the Friday of the Round-Up, bid committees are given a table where they may represent their committee. After the main meeting on Friday, Advisory Council members visit the tables to ask any questions they might have about the committee’s bid package and to get to know more about the bid committee.

What is the Bid Session?
The bid session takes place on the Saturday of the round-up at 8:00 a.m. Bid committees are called at random to present their bids to the Advisory Council. Each committee is required to be represented by a minimum of three AA members and is given a maximum of twenty minutes to present their bid. The way each committee presents their bid is left to their own group conscience. Bid presentations have ranged from a formal reading of the bid package to creative skits. Following each committee’s presentation, the Advisory Council will have an opportunity to ask questions.

What is a Token Bid?
During the bid session, Advisory Council will ask for token bids. Token bids are informal statements of intent from individuals or groups to bid for ACYPAA at the following Round-Up.

How does the Advisory Council decide where ACYPAA goes?
Following the bid session, Advisory Council meets to review and discuss each committee’s bid package. After this discussion, Advisory Council uses the Third Legacy Procedure to decide which committee will be awarded the Round-Up. Because ACYPAA can only be awarded to one bid committee each year, committees often need to bid for multiple years before being awarded the Round-Up.

What is the Third Legacy Procedure?
The Third Legacy Procedure is a method of electing a person or group into a position of responsibility. The procedure is successful in eliminating the popularity contest that can sometimes dictate an election process. For a more in-depth explanation of the Third Legacy Procedure please refer to the AA Service Manual.

When is the new Host Committee announced?
At the end of the Saturday night main meeting of the Round-Up, Advisory Council will announce which bid committee has been awarded the Round-Up for the following year. Following the closing of the main meeting, Advisory Council will have an informal meeting with the new host committee. Discussion will generally include the guidelines for and needs from the host committee as well as what is to be done next.