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| Kingdom Event Bid Process (last revised 12 / 03) | ||
| Local Interest | ||
| Once a local branch decides they would like to host a kingdom level event, they should first find an adequate site available for the weekend in question. The site must be large enough to handle the event, including parking, competitions, fighting, and facilities, to mention a few. (See Table of Site Requirements) A preliminary budget, based on the site, feast, and other costs, should be made. In order for the Kingdom to operate in the black, we also look for the budget to show a profit margin. In addition, the branch must have volunteers for autocrat and head cook. Once the site, budget, and these positions are determined, the bid form can be completed. | ||
| Completing the Kingdom Event Bid Form | ||
The form is available on the website and asks for basic information on the budget, staff, and for more detailed data on what is available at the site. Additional information, which could include photographs and maps of the site, staff breakdown, ideas for feast, etc., can also be included and is often very helpful. The first pages of the bid form can be sent electronically to the Kingdom Event Bids Deputy. The last page requires the signature of the sponsoring branch seneschal and must therefore be mailed, faxed or scanned and sent electronically. Site policies on weapons (live steel), alcohol, and merchanting should be checked and specifically notated in the bid if allowed. If the site is not in the geographic (zipcode) boundaries of a branch, the bid should include permission from the site branch seneschal for use of the site. The Exchequer website has the following form for download: Atlantian Event Report (EXCEL) - January 27, 2008 |
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| Consideration of Submitted Bids | ||
| Bids are accepted up to the deadline. After the deadline has passed, all bids received are reviewed. The following items are among those taken into consideration for accepting a proposed bid: | ||
| 1. | Site contains all requirements for specific event | |
| 2. | Event staff appears appropriately experienced and/or large enough | |
| 3. | Proposed budget is a reasonable price while still including a slight profit | |
| 4. | Additional amenities proposed by Their Majesties/University Chancellor/A&S officer are accommodated by site. | |
Depending on the number received, bids will also be evaluated for geographic location as we make an effort to ensure that Kingdom events are hosted in all corners of the kingdom and not centralized in one area or another. Of course, if multiple bids are not received, then we do not have the luxury of choice. The deputy for kingdom event bids evaluates and recommends one bid to the Kingdom seneschal, who is given a copy of all the bids for review. Included in the recommendation are comments as to strengths and weaknesses of each bid, as well as concerns on the site, budget, staff, etc. The Kingdom seneschal consults with the deputy and either agrees with the recommendation or counters with another. Working together, they agree on a bid, which is then forwarded to their Majesties and Highnesses for comment/concerns. To expedite the review, bids are usually forwarded electronically. Decision should be made by the end of the bid due date month. (i.e. if bids are due by 1 June, the decision should be made by June 30.) |
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| Notification of Acceptance-Refusal of Bids | ||
Once the Seneschal and Royalty have been consulted, and a bid has been chosen, the deputy contacts the autocrats/branch seneschals for all bids received informing them of the decision. Often a branch that has a bid turned down for one event may be approached to host another upcoming Kingdom event. Key issues in deciding are costs, location, and rotation of Kingdom events throughout Atlantia. On rare occasions, the submitted bid(s) for a particular event may not be acceptable. In this case, the deputy for Kingdom events will work with one or more submitters to rectify any identified problems. If the problems cannot be resolved satisfactorily, bids for the event will be reopened. |
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| Confirmation and Registration of Event | ||
| A branch with an accepted bid then needs to reserve the site and forward confirmation of the reservation to the deputy for kingdom event bids. Kingdom events CANNOT be registered until a copy of the site confirmation is received--this can be a letter or contract with the site official, SCA group representative, date of the event, any costs incurred to reserve the site, deposits made, and preferably a signature. A copy of the letter or contract can be faxed, mailed, or emailed (scanned). Once the deputy has a copy of the confirmation, the bid is OFFICIALLY accepted. The autocrat can then register the event via Spike (online event registration form) and submit specifics to the Acorn for addition to the Kingdom calendar and Acorn event announcements. | ||
| Coordination with Appropriate Kingdom Officers | ||
| Branch autocrats should work with and/or consult the appropriate Kingdom level officers and Their Majesties/Highnesses for specifics on events. (i.e. Twelfth Night--Their Majesties for court, A&S officer for displays and competitions, Royal Bard and/or Majesties for the royal bard competition; Winter University--University Chancellor; Kingdom A&S--Kingdom A&S officer; Coronation--Their Highnesses; Crown Tourney--Their Majesties, Earl Marshal, Kingdom MoL; Unevent--Kingdom Seneschal; etc.) | ||
| After the Event | ||
| After the event is held, a financial report should be submitted to the Kingdom Exchequer as per Kingdom Financial Policy. A copy of the financial report and an additional report containing an assessment of the event (including comments/suggestions/problems) should be forwarded within one month to the Deputy for Kingdom Event Bids. | ||
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Kingdom Event Bid Form - PDF (Last Revised 05 / 04) | |
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Kingdom Event Bid Form - MS Word (Last Revised 05 / 04) | |
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Atlantian Event Budget/Report Form - MS Excel (Last Revised 01 / 08) | |
