Forum Volunteer Host Committee Report - April 2025

West Central Regional Forum Volunteer Host Committee

Our first official committee meeting was held on March 30, 2025 at 2:00pm. There were six members in attendance, two who joined later, and three that were unable to attend but would still like join the committee. We were grateful to be joined by our Area 41 Delegate, Nick K., who was able to provide a lot of guidance and direction on questions we had about the specifics of planning for the Forum.

The meeting ran as an informal friendly discussion. I handed out copies of the list of duties of the Volunteer Host Committee which included a rough idea of how many volunteers would be needed to staff each position. After some discussion, we came to a consensus that Aimee L. would chair the subcommittee for registration. She volunteered to create shareable Google documents for signup for all volunteers in addition to registration. It was decided that Aubrie R, would be the subcommittee chair for the Hospitality Room. We discussed the idea of having individuals, groups, and or districts bring or donate food in a potluck style.

Laurel B, volunteered to be the Greeter chair. Anthony T. and Rome G. will head up Transportation, with Anthony and Aimee both having vans that can be used. Aubrie said Tom L. from Area 41 might be willing to help with Tech.

We discussed having an ice cream social and what that might look like. We decided to ask for $250 in seed money from the Area that would be returned through seventh tradition contributions. We decided on the creation of an Agenda Item to include this amount along with funding for the Archives, Grapevine, and Literature chairs to bring their displays.

I have received the information for our hotel contact and will likely touch base in the next few weeks in hopes of scheduling a hotel walk through. My next meeting with the Regional Forum Coordinator will be toward the end of April or beginning of May.

The positions that still need to be filled are Set Up/Clean Up, Ice Cream Social, and Outreach. Our next committee meeting will be held Sunday May 18, 2025 at 2:00pm.

Yours in Service, Jenny R. Chair