The East Regional Forum will take place in Indianapolis August 22-24, 2025 @ Marriott IndyPlace.
Submit this form to volunteer to be part of the hospitality team (as a greeter, registration help, literature display, and/or general hospitality). Individuals will eventually be assigned to two-hour shifts. Scroll down for full descriptions of Volunteer Committee Duties. If you have additional questions about participating in this event, please contact the Registration Chair, Bruce J. at literaturechair@area23aa.org.
VOLUNTEER COMMITTEE DUTIES (download PDF)
The Volunteer Area Contact is responsible for organizing the volunteer committee to help with the following:
- Greeters: Greeters to welcome forum attendees at designated locations from 4:00—7:00 p.m. on Friday and throughout the weekend as needed. We will also need volunteers to greet attendees at the beginning of each General Session. Distribute handouts throughout the weekend if needed.
- Registration: Assign a Registration Chairperson. They will be responsible for creating a list of volunteers to be available throughout registration hours. Two-hour shifts work well and there should be two volunteers for each shift. GSO will provide all necessary office supplies for the registration desk.
Registration is scheduled for:
- 4:00 through 8:00 p.m. on Friday (~4)
- 8:30 a.m. through 10 a.m. on Sunday for late arrivals (~2-4)
- 8:30 a.m. through 8:00 p.m. on Saturday (~14)
Note: The Registration Chairperson should be available by 1 p.m. on Friday to assist with name badge preparations and to attend the registration orientation.
- Tech Volunteer: Choose 2-3 volunteers who are comfortable with helping members access QR codes for each session (please see sample program for session times).
- Interpretation Equip: Volunteers (Spanish/French speaking) will be needed all weekend to check in and out interpretation equipment, with busy times before the opening and closing of sessions (please see sample program for session times).
- Literature (Lit) Display: Local trusted servants may be invited to share their service experience at the Literature Display tables to help pass along information about A.A. literature, especially the items that support committees’ Twelve Step efforts including AA Grapevine, Corrections, Treatment, Accessibilities, Public Information, Cooperation with the Professional Community, Archives, and Literature. Current District and Area Committee Chairs involved in the above service areas are especially encouraged to be available to share their experience.
- Lit Display Set Up: Volunteers will help set up literature displays Friday before the forum begins time TBD.
- Lit Display Break Down: Volunteers will help pack literature after the Saturday p.m. session and Sunday at the end of the Forum.
- A.A. Meetings: The Area Contact with the help of the Area Committee may schedule A.A. meetings directly with the hotel throughout the weekend. A.A. Meetings can be scheduled to take place Saturday and/or Sunday at 7:30 a.m. keeping in mind the forum schedule. AAWS does not contract or pay for A.A. meetings or hospitality suites.
- Coffee: The welcome committee may make arrangements with the venue for coffee. Please note that AAWS does not cover any coffee expenses for Regional Forums.
- Ice Cream Social: The Area Committee may work with the hotel to provide a self-support ice cream social on Friday and/or Saturday night after Forum activities end. This is optional.
- Hospitality Suite: Some host areas have a hospitality suite. For shared experience, contact the Regional Forums coordinator.
- Transportation Committee: Coordinate rides to and from the airport for Board and Staff attending the Forum.
- Area Committee: You might set up a committee to encourage attendance at the forum. Some committees deliver flyers to as many groups in the area as possible, and work with local A.A. entities (district/area/ intergroup/central offices) to inform A.A. members about the upcoming forum. Areas have used a laptop at A.A. gatherings to pre-register forum attendees whenever possible. Others have organized ride sharing and room sharing for forums. Groups can go to https://www.aa.org/regional-and-local-forums for registration and hotel information.
Updated: 4/2025