BDS May 2026 Minutes
BIG DEEP SOUTH CONVENTION 2026
Committee Planning Meeting
05/06/2026 Call to Order 6:31pm/End 7:21pm OPEN WITH PRAYER
Chair (Mary H.) Met with hotel today, went great! Room block has been fulfilled, hotel added more rooms but we will not be responsible if they are not booked (5/14 is room block cut off). 63 buffets sold, 27 left (5/25 last day to purchase). Congrats to 2 committee members on making 5 years sober today - Scott B. and Jeff A.
Vice Chair (Scott B.) We collected enough money over our meetings to cover tonights space rent + some to use for our wrap-up meeting. Ed has assisted us in getting drapes donated to use at the convention. We will need install help.
Secretary (Emily A.) Working on “Meeting in the Sky.” Schedule will be resent with a couple of adjustments. Hotel Liaison (Bobby A./Michael) unexpectedly on a leave of absence, will catch up with Mary.
Treasurer (Bill B./Billy K.) Has been picking up registration money at Central Office regularly. Able to collect monetary donations from any chairs that have collected. Seed money will be dispersed to committee chairs Friday of convention.
50/50 (Maria S./Mike H.) Tickets have been ordered! Need volunteers, 2 years of sobriety required to handle money. Cash only!
Accessibilities (Ricky P.) no report
Al-Anon Liaison - (Denise/Josie D.) Cathy R. is here with us tonight! Cathy: I am very grateful to be apart of our convention. Josie requests a flyer, Emily will make it.
Audio/Video (Will A./Chip) Will will be helping James!
Bingo (Charlotte/Cathy/Cindy/Sarah) Have everyone lined up for different positions! Ready to go!
Coffee (Lauren M./Shelly P./Jerry) Will pick up check from central office and head to Sam’s to stock up! Looking forward to having coffee with the fellowship.
Decorations (Karen/Skye) Picking up banner tomorrow. Ordered other decor and ready to go! Entertainment (Tee/Tiffany) no report
Fundraising/Pre-Events (Neville B.) Considering one last pre-event on May 30th, something simple as a pre-hype event! Thanks to everyone for attending previous events and their service to the convention.
Grapevine Rep (Bonnie/Brandy) Mike T. will be bringing the Central Office Grapevine display to the hotel. Lining up volunteers for the table. Will have a door prize - 1 year Grapevine subscription.
Hospitality (Nick S./Dennis F.) Haydel’s providing treats again! One last thanks to Vic T. for ALL of his help. We will in fact have hospitality at the convention.
Housekeeping (Ralph M./Shane) Has received some volunteers via the website sign up.
Marathon Meetings (Laura B.) Meeting lists on tables, let Laura know if you want to chair one. Meditation (Brittany C.) no report
Merchandise (Mark F./Ryan L.) Sold 7 items at the Chillin & Grillin event. Needs help setting up PayPal on phones. Outreach (Laura B./Rachel M./Tori S.) We are outreachin’! Announce! Flyers to take on the tables.
Raffle/Auction (Angie B./Gina S.) We have a ton of stuff. Requesting help with acquiring more live auction items. May 23rd is cut off for raffle baskets.
Registration (Leslie H./Lainey S.) 311 pre-registrations!
Scholarships (Nikki C./Josie D.) Has contacted nearly all treatment centers in the area and surrounding areas. 5/25 is cut off for treatment centers to sign up clients.
Security (Brandon S./Eric B.) Has 10-12 volunteers, will be meeting beforehand to go over responsibilities. We have security hats this year!
Snowballs/Popcorn (Ryan W.) Will be picking up snowball machine and popcorn machine soon. Needs volunteers to man the machine on Friday, Zack volunteered. Still figuring out what supplies are needed, Josie has priced.
Speakers (Don/Tisere/Angel) All speakers & hosts are good to go.
T&C (Rachael F./Legier) T&C will have a workshop, they are meeting beforehand. Looking for volunteers to sit at the table. There will be a pink can - collecting monetary donations for literature for correctional facilities.
Voice (Jeff A.) Has 2 people lined up for the count up and count down.
Website (Lisa) Website is up to date.
Welcoming (Jackie/Chris D./Andrea H.) gathering volunteers and has ordered welcome chips.
Workshop (Belinda,Tamara,Kacy) Everything is good to go! Still lining up a couple people for workshops. *Tell James if a microphone is needed for audience questions.
OLD BUSINESS
No old business.
NEW BUSINESS
- 5/20 6PM: Payment Method In-Service hosted by Rene at Central Office
- Home Group Banners: these can be brought to Central Office starting now!
- Zack will be bringing them from Central Office to the Hotel.
- Jeff A.: Will make sure a Big Book is at the Welcoming Table, kept track of and given to the attendee with the least amount of sobriety at the count down
- Bobby A.: will make sure that water bottles are on stage for speakers and panelists.
- Friday June 5th: need help setting up!!! Registration opens at 4PM
- Sunday June 7th: need help with tear down!!! Starting around 11:30AM
- Bill B. (Treasurer): will be dispersing seed money to committee chairs on 6/5 before 4PM - Will advise on turn in times and procedures.
- Money should only be given to Bill B. (Treasurer) or Billy K. (Co Treasurer)
- Parking: parking code will be sent out late May
- Use code when you arrive for the walk through and final meeting
- Familiarize yourself with the parking registration so that you are able to help attendees - The hotel is aware of the issues last year and have ensured that we will be taken care of - Walk Through & Final Meeting: Thursday 6/4 6:30PM at the hotel (Hilton New Orleans Airport Hotel 901 Airline Drive Kenner)
- Committees can bring needed supplies with them on Thursday to be left at the hotel in a locked room.
- Wrap up Meeting: 6/17 6:30PM at 6200 Camphor St. in the Fellowship Hall
- Potluck, bring a dish!
- Bring your wrap up report and any left over supplies.
***Registration is required for convention attendance. This includes committee members, volunteers, panelists, etc. Scholarships are always available if someone cannot pay the registration fee.***
CLOSE WITH PRAYER
