Meetings Support Committee Overview

The Meeting Support Committee is responsible for providing accurate, timely and easy-to-use meeting schedule information on both OAFootSteps.com and OA.org. This is done using documentation and standard processes to ensure best practices are followed when making changes.  The committee is also responsible for handling global events such as time changes and religious holidays, and periodically auditing the calendars for consistency.  We further support meeting leadership by providing resources to meetings, sharing best practices between meetings and supporting meeting leaders.

Key Responsibilities:

1. Observe the 12 Traditions and 12 Concepts of service in all of our efforts. 
   
2. Make best use of the use of OA Foot Steps resources such as Zoom Licenses and TeamUp Calendar license.
   
3. Maintain the OA Foot Steps calendar and the OA.ORG such that the information is timely, accurate and easily understood on both platforms.  This is done by working closely with meeting leaders.
   1. Respond to requests for schedule changes in a timely manner, providing friendly means to enter requested changes.
   2. Define procedures to track changes as they progress from request through completion.  This includes use of a Master Spreadsheet to standardize information and provide common text to include in both calendars.
   3. Document in detail the steps which should be taken to maintain the various calendars, ensuring the anonymity of meeting leaders and support personnel.
   4. Document the overall structure of our calendars and platforms providing background and Foot Steps direction regarding such items.
   5. Conduct periodic audits to ensure consistency across calendars.
   6. Manage global events such as time change and religious holidays.
      
4. Support meetings and meeting leaders
   1. Make available materials such as sample scripts, security documentation, group conscience formats.
   2. Through a newsletter or other means, facilitate the exchange of best practices among groups.
   3. Sponsor workshops for new Intergroup Reps to explain their role in service..
   4. Provide ongoing resources and guidance for experienced Intergroup Reps to enhance their effectiveness and encourage service
   5. Provide ability for groups to store and then share their own material (scripts, screen shares) via the calendar entry.
   6. Develop meeting onboarding process.
      
5. Work closely with other committees (especially Digital and Security) to further the goals of Foot Steps Virtual Intergroup. 

6. Monitor and ensure GDPR compliance for all data collected in the course of maintaining calendars following Virtual Intergroup Policies.
   
7. Develop content for newsletters related to meeting scheduling and support.

Mission Statement 

The Meeting Support Committee devotes itself to providing dependable and easy to use meeting schedule information on both our website and OA.ORG while also supporting our meetings and meeting leaders.

In Summary:

The Meeting Support Committee has the authority and responsibility to:

1. Follow OA’s 12 Steps and 12 Concepts of Service.
2. Make best use of Foot Steps resources.
3. Maintain the OA Foot Steps calendar and the OA.ORG such that the information is timely, accurate and easily understood.
4. Support meetings and meeting leaders.
5. Work closely with other committees to accomplish common goals.
6. Monitor and ensure GDPR compliance working with Digital Committee.
7. Develop content for newsletters related to meeting scheduling and support.