Twin Moons Home Page
Barony of Twin Moons
Autocrats Handbook
Maintained by: HE Isabel d' Estella
Last Updated: Apr 7, 1999
Table of Contents:
Remember:
As an autocrat, you are responsible for EVERYTHING relating to the event.
As an autocrat, you should take nothing for granted.
Remember, your budget is a guide for how you are going to spend money on the event. It is not written in stone, although you do need to try and keep to your budget as closely as possible.
A sample budget is shown here:
| COSTS: |
|---|
| Site rental | 285.00 |
| Site deposit | 50.00 |
| Site favors | 30.00 |
| Postage | 10.00 |
| Copies | 10.00 |
| Prizes | 75.00 |
| Advertising | 35.00 |
| Misc. | 75.00 |
| Air conditioner rental | 130.00 |
|
| TOTAL | 700.00 |
| INCOME: |
| Site deposit refund | 50.00 |
| Adult site fees 150 @ $4 | 600.00 |
| Child site fees 25 @ $2 | 50.00 |
|
| TOTAL | 700.00 |
Some things to remember when writing your budget.
- The sample budget shows the event
breaking even. This does not mean that there cannot be a desired profit for
the event. Make certain that your budget discusses whether the numbers shown
are for a 'break even' point or for a certain profit
margin.
- If you need to revise your budget at any
time or for any reason, have it approved by the Baron, the Baroness and the
Baronial Seneschal. You should consider revising your budget if you discover
your expenditures are going to be drastically more expensive than you
originally planned or if you discover some new expense not included in your
original budget.
- If you discover that you are
running more than 10% over your original budget, you must let the Baron, the
Baroness and the Baronial Seneschal know before you spend any more money.
They will need to approve the additional funds. If you do not get their
approval first, you may find that you will be responsible for the extra
expenditures.
- The budget for the
event and the feast should be separate. Let your feastocrat handle their
own budget but make certain that one is done. Reservations must be made no
later than ten days prior to the event. The feast budget should allow for an
additional twenty people, servers and comp'd Royalty.
- Although prior years events will be able
to provide you with a guide for the number of attendees, they are not
definitive. Base your budget on the lowest number of people that you expect
to attend (and hope for a lot more).
- The site may already have been chosen
for you, in which case the site cost will be predetermined.
- Put items into your budget if
there is even a slight chance you will use them. This will help to cover
the unexpected expenses. When determining costs for your budget, use the
full price of items (and then look for sales later).
- Put a description in your budget
for each of the items listed so that the seneschal, reeve, and Their
Excellencies have some idea of how the money is being used. For example,
'Prizes' is not a very descriptive category. What sort of prizes are you
hoping to buy? What are you buying the prizes for? Are you hoping to have
any of the prizes donated? If any of the prizes are being donated, have
backup ones just in case the donor cannot make it to the event.
- When deciding on your site and
feast fees, try to make them as reasonable as possible (remember, there
are some large families in the SCA). The final determination of site and
feast fees will not be made by you, but rather by Their Excellencies. Make
certain that they approve the site and feast fees before you design the rest
of the budget around that expected income.
For a Baronial level event, the Southwind will allow articles between one
half and three quarters of a Southwind page. For a Kingdom level event, the
article may be longer.
The following information needs be included in your event article:
- Clear directions to the site - or possibly a map
- The times for the event
- The contact information for you and your feastocrat
- What restrictions the site has about alcohol and pets
- A basic feast menu
The following MUST appear in your event article as written (THIS IS
BARONIAL
POLICY):
- "Make checks payable to the Barony of Twin Moons, SCA Inc."
- "A complete list of feast ingredients is available upon request."
- "PAID feast reservations must be received by (date 10 days before
day of event). Unpaid reservations will be placed on a waiting list at the
troll booth."
All event articles must be approved by Their Excellencies and the Baronial Seneschal before they are published.
A sample event article.
One of the keys to getting people to attend your event is to advertise it, a
lot. If you are running the Baronial 'spot light' event, more advertising
needs to be done than for other events.
For a Baronial event, the Southwind will publish articles that are between
one half and three quarters of a Southwind page. For a Kingdom event, the
article can be longer. You should send copies of your event article (or
advertisement) to all the other local newsletters in the Kingdom and ask if
they would print it (room permitting). Many will do so as a courtesy. Ask
the Baronial Chronicler if he/she has a list of the other local Chroniclers.
If not, you should be able to get a list from the Kingdom Chronicler.
Send copies of your event article to all the local groups' seneschals and ask
if they can make an announcement at their local meetings.
If possible, attend other groups meetings yourself (or send an emissary) to
make event announcements. For some events (the Middle Eastern Feast most
notably) you may also be able to pay for a small advertisement in related
newsletters around the valley. Make up flyers that have the basic event
information to hand out at other events that you may be attending. Have the
flyer approved by the seneschal or Their Excellencies before you start
handing it out.
Send out invitations to all Royalty if the Baron and Baroness wish that to be
done. When you do send out invitations, include a copy of the event article.
Email a plain text or html version of your flyer/announcement to your
Baronial Webmaster, so they can post your event on the website
ASAP!
(Added by Lord Phillip the Skeptic ;)
Site favors do not have to be expensive in order to look good.
Check to see if the Barony has any site favors or safety pins left over from
a prior event that you may be able to make use of.
If you plan to use it, look for sales on the Offray ribbon and buy lots
(within your budget). If you do not use it, another autocrat will. Make
sure that there is not already some in the Barony's possession first.
When you buy the ribbon, make sure that you get the 10 yard spools. Some are
only 6 yards in length and so you get less for the money.
Check places like Beads Galore and SAS for buttons and beads in bulk that
will cost very little, other than some time in putting together.
You may want to make different site favors for children and royalty, but this
is not required.If there are different site favors, make certain that you
explain this to the reeve when you hand the favors over.
If the reeve should run out of site favors, don't sweat it. The reeve should
be keeping track of who has paid and who has not. Just make certain that you
include the fact that you ran out, and how many you were short, in the
post-event report.
Find out if separate site and feast favors are required. This is not
Baronial policy at this time, but could become so in the future. If separate
favors are requested, decide if feasters will actually get two favors (site
and feast) or whether they will get a different style of site favor. The
different style method will cost less and could be something as simple as
making the ribbons a different color.
Arrange for rugs and banners with the populace if you would like to use them
for an event. People will not always bring such things out unless they are
specifically asked for. If you are borrowing banners to decorate a hall,
try to get them before the event. This way you know what you have available
for decoration. This also helps the setup team finish decorating before the
event starts.
The Barony does own a lot of decorations that any autocrat may use. Take a
look through what we already have before you spend lots of money on something
new. A list of the Baronial decorations is attached. Find out about
decorations that past autocrats have used for the particular event that you
are putting on. These decorations may not belong to the Barony but rather to
the autocrats themselves. Chances are you will be able to borrow these
decorations again for your event, saving yourself some time and money.
Take a good look at your hall, in advance, to determine just how many
decorations you may need. A smaller hall will not require nearly as much as
a larger one.
You can borrow decorations (and other stuff too) from other groups, including
the Kingdom, providing you have permission from the appropriate Royalty.
Follow whatever procedures the Regalia Officer requests. An excellent
example of this is the Kingdom tablecloths. Should you need more tablecloths
than the Barony has in its possession, the Kingdom has lots more available.
The forms for borrowing regalia from the Kingdom can be obtained from the
Kingdom Regalia Officer.
You will need to have lots of signs for your event. This list is a guide and
is by no means all-inclusive of signs to make up before an event (if they are
not available from a previous event):
General (for the site itself):
| No Smoking Permitted in the Hall | x4 |
| Smoking Area | x1 |
| Troll Booth | x1 |
| Royalty Area - Private | x1 |
| Kitchen - Beware of feastocrats with knives | x2 |
| Scribe zone - trespassers will be illuminated | x1 |
| Autocrats Point | x1 |
| Children's Area | x1 |
| Private | x4 |
Games - please do not remove
(if you will have games
available) | x4 |
Refreshments
(if you will be providing munchies) | x4 |
General (for outside the site):
SCA (with direction arrow) However many are needed
Event Specific:
- Birthday:
Chroniclers Display x2
Historians Display x2
Populace Display x4
Auction x2
- Middle Eastern Feast:
Barter Game Returns x1
- Collegium
Classroom designations
Classroom schedules
There are two sets of things that you should bring to an event. This list
contains items that you will need to borrow, find in your garage, or
purchase (if the Barony does not already own it):
- Hammer
- Duct tape
- Ladder or step-stool
- Thumb tacks
- Vacuum Cleaner(s) - if you have a big hall, more than one vacuum
will help speed up the cleaning process
- Extra pens and paper
- Extension cords
- Music machine and music
- Extra cash for those last minute store runs
- Masking tape
- Kitty litter and containers for smoking area
- Toilet paper / Paper Towels
- First aid kit
- A small basket of pre-wrapped feminine products for the ladies
room (if the ladies and gents are separate).
The second set is stuff that the Barony does own:
Cleaning supplies including mops and buckets
Table clothes and assorted cloth decorations
For Middle Eastern Feast: Barter Game bags and goodies
- Reeve
- Talk to your Reeve. Good communication between the 'crats and the
Baronial
Reeve is imperative to every event.
- Get the reservation list and any pre-paid monies to the Reeve before
the
troll table opens (before the day of the event is even better). Make sure
that the list is legible. Find out if the Reeve has forms for you to use to
keep track of your pre-paid feast reservations and any pre-paid site fees.
- Remember - the reeve is NOT permitted to issue the autocrat(s) cash on
the
day of the event. If you think you may need some on the day of the event,
make sure you request it IN WRITING in advance.
- Make sure that the reeve is provided with a large enough table and a
comfy
chair for the troll booth.
-
There are a limited number of people who are permitted to handle the gate
cash box at an event. Make certain, before the event, that at least two of
these people will be in attendance. The following people are permitted to
handle the gate cash box (This is Baronial Policy and is not subject to
change without permission of the Seneschal and Their Excellencies):
- Baronial Seneschal
- Deputy Baronial Seneschal
- Baronial Reeve
- Deputy Baronial Reeve
-
The Baronial Reeve, not you, is responsible for providing seed money for the
gate cash box. Make certain, before the event, that this is taken care of.
-
Coordinate with the Reeve, in advance, the hours that the gate is to be open.
This will prevent the Reeve from being stuck at the troll both for the entire
event. Make certain that you remind the reeve what time you would like them
at the site to open the gate. Include a certain amount of setup time in your
calculations.
-
Assign a volunteer to the troll to fetch and carry for them as needed as the
troll should not have to leave the gate unattended.
-
After the event, make sure you give a copy of your report to the reeve.
(am I missing any?):
Remember, baronial officers all have specific jobs to do so let them do their
jobs. Just be sure that both you and the officers understand the
implications that their jobs have on your event.
REMEMBER - YOU CANNOT DO ANY EVENT BY YOURSELF.
Start recruiting volunteers as soon as you have been granted the bid for an
event. Once you have recruited people, remind them often about their
commitment. While standing up at announcements and asking for help is a
great way to start looking for volunteers, talking to people one-on-one will
get a much better response.
Break up your volunteers into categories, for example (depending on the
event, there may be more or less):
- Setup
- Clean up
- Fetch-and-carry
- Servers
- Signs - putting up and taking down
- Court setup
- Garbage collection (during
the event and after)
- Coordinating children's events
Check with your feastocrat about whether they or you will be arranging for
kitchen help and servers for the feast.
Write down what people have volunteered to do.
If you have a sub-autocrat or a hall steward, volunteer coordination is a
great job for them to take on.
While many parents will bring things to keep children occupied at events,
some do not. It is often a good idea for the autocrats to bring something to
keep the little ones busy that does not have to be supervised. Make certain
that parents understand that this is not a babysitting service. Unless the
children's area is far away from court, make sure that the activities are
closed down before court begins in order to keep the noise down. Finding
something for the children to do does not take much and will keep children
out from underfoot. A few ideas:
- Coloring - find a coloring book with a medieval theme and make
some copies - crayons or pencils only. Paints or pens and court garb are not
a good mix.
- Word Searches
- Building blocks (that are big enough to not present a choking
danger to small children)
- Board games - ask members of the populace if they would be willing
to lend theirs. Having games available for the adults is often a good idea too.
- You could also ask members of the populace if anyone would be
willing to do a children's story time.
- If this is an outdoors event, you could also look for a member of
the populace to do face painting. (Make sure children have their parents
permission before getting painted)
Find out if the Barony already owns any children's activity equipment or if
it would be willing to foot the cost of purchasing some.
CHILDREN ARE THE RESPONSIBILITY OF THE PARENTS. If there is a problem with a
child at an event, make sure the parents are informed. Children can and will
be removed from an event or court if they are unruly. Parents of crying
babies should remove them from court until they quiet down.
-
Make sure you know where the fuse box is.
- Locate the nearest public phone. If there is not one on site, find
out who
has a cellular that can be used in an emergency.
- Make a drawing of how the site was arranged when you arrive so you
know how
to put it back when the event is done. This drawing should be very detailed
so that anyone can understand how the site should be arranged. This way, if
anything happens to you, someone else will be able to take care of the site.
- Check on electrical outlets. Some may be surge protected and
cannot be used for vacuum cleaners. Others may only be able to handle small
items and some may not be working.
- Locate all the light switches and air conditioning controls.
- Make sure the feastocrat has a detailed drawing of the kitchen
setup before the event. This should include all electrical outlets and
refrigerator and freezer space if possible.
- Make sure that you, and your volunteers, understand any parking
restrictions around the site. If need be, you may have to ask members of the
populace to move vehicles.
- Is alcohol permitted?
- Are pets permitted? On leashes?
- Are open flames (candles) permitted? If not, how about enclosed
ones?
- What is the permitted temperature on the air conditioning unit?
- If you rent another air conditioner, are there particular
electrical outlets that it cannot be plugged into?
- Can you put tacks in the wall? Can you use tape of any kind on the
walls?
- Who are the keys returned to after the event?
- Who is the emergency contact for the site during the event?
- Is everything working in the kitchen? If not, what is broken?
Will it be fixed before your event?
- Are there any parking restrictions?
- What areas of the site are off limits?
- Where are the fire extinguishers and fire alarms located?
- If this is an outside event, are stakes permitted for shade tents?
- Where are the main trash receptacles located? Are you permitted to
use them? When are they emptied? How full will they be on the day of the
event?
- Any other site-specific restrictions?
- Find out if the site representative will inspect the site prior to
your first access to it? Also find out if they will be performing a
post-event inspection as well? Try and push for both so that the Barony does
not have to be responsible for someone else's dirt.
- Label anything that you borrow so you know who to return it to when
the event
is over.
- Ask people who are lending you items if they can take them home from
the event site. This will mean less stuff for you to sort out later.
- Make up a map of stores and restaurants in the area. This will be
helpful if you have to send anyone on a errand and will save time having to
draw out maps for people looking for a place to eat.
- Leave copies of this map with the troll.
- If there is to be an after revel, make lots of copies of the map for
this too (unless the host is making them).
Keep Their Excellencies appraised of what is going on. Find out from them
when they would like to hold court. Also check with them about the
arrangement of head table. Who would they like sitting at head table, and
where.
Do not worry about bringing problems to their attention if you feel you need
a higher authority to make a decision.
MAKE SURE YOU AND YOUR FEASTOCRAT EAT AND DRINK. In the rush of the day,
many autocrats forget this simple thing and it leads to more harm than good.
If you can, get someone else to provide you with food and drink during the
day and do not turn stuff
down when they bring it to you.
Make yourself available for people to ask questions or give suggestions. If
you need a break for a few minutes, assign someone else to field inquiries
for you and make certain that the troll and Their Excellencies know who this
person is.
Unless it is an emergency, you should not leave site during an event. If you
need something picked up from the store or you forgot something at the house,
find a volunteer who can handle it.
- Being familiar with your site will help you more properly prepare for
how to
clean it.
- Make sure that the cleaning supplies are readily available for
your volunteers and that someone other than you knows where to find them.
- Post your map of the site in a spot where your clean up crew can
see it.
- Having a predetermined plan for cleaning a site will make the
chore take much less time.
- Assign each of the volunteers working on clean-up to a specific
task. For example:
- taking banners down
- collecting table clothes
- taking down decorations
- wiping down the tables
- folding or stacking chairs and tables
- rolling up rugs and making sure that they are taken from
the hall
- cleaning the mens and ladies bathroom - including
scrubbing the toilets
- vacuuming (if the site is carpeted)
- sweeping the floor (if it is not)
- mopping the floor
- If it is possible, start some clean up just before or during the
final court.
- Ask that the populace remove their personal items (coolers and
such) from the hall as quickly as possible.
DO A REPORT! This is Baronial policy. This report will be printed in the
Missive and will be put on file for the information of next year's autocrat.
Try and have the report completed within two weeks of the event. This will
reduce the number of lost receipts and forgotten items. Copies of this report
should be given to Their Excellencies, the seneschal, the reeve, and the
chronicler for publication. The report should include the following things:
- your original budget and your actual income and expenses.
Explain any discrepancies between the two. You can get the income amount
from the reeve after the event.
- your expected attendance and feast count and your actual
attendance and feast count. You can get the actual attendance count from the
reeve after the event. If there was a drastic difference between the two,
provide possible reasons.
- any problems that you had working with your site
- good and bad points about working with your site
- what worked about the event, what did not
- what you would recommend doing differently next time
- any stray thoughts you have on how the event went
- and don't forget to include the date (including year) that
the event was held.
Sample Report
- Wash and iron tablecloths before returning to storage - this makes
one less thing for the next autocrat to have to worry about before their event.
- Check on the quantity of cleaning supplies and replenish any that
are getting low.
- Check on the number of site favors left over - if there are
enough, they may be able to be used for another event, if there are not,
they may make good additions to the barter game - check with Their Excellencies.
- If you still have anything that is borrowed, return it to the
owners as soon as possible. This will prevent it from cluttering up your
garage or from getting damaged.
- Gather up any outstanding receipts and cash that may have been
advanced and turn over to the reeve.
- If there is any lost-and-found from the event, get it to the
Sheriff as soon as possible. It is his/her responsibility, not yours, to
attempt to locate the owners.
Event Specific
Auction - Raffle
-
If an auction or raffle is to be held at an event (generally at the Birthday),
ask that someone else be in charge of it, but make sure you know what is
going on.Let the person running the raffle know that the Baronial Reeve has
the raffle tickets and HE Isabel & HE Raffaelle have LOTS of small
glass bowls that can be borrowed for the tickets to be deposited in.
-
Make sure you know how many tables will be needed for the auction display and
mark them as such.
-
Make certain that the person running the auction understands that they will
be in charge of handling the money, and not the reeve. The reeve has enough
to worry about all ready.
-
Find out when during the day the drawings for the raffle will be done and
plan accordingly. As a suggestion, this is something that might be done
during the evening feast or between feast and final court - check with Their
Excellencies.
- Remember, unless you are putting on the raffle to defray the cost of
the event (and it has been advertised as such), the income will appear on a
separate report provided by the office or group that ran it. This income
should not be included in your budget if you are not running the raffle.
Barter Game
-
The Middle Eastern Feast traditionally involves the Barter Game. The object
of the game is generally to trade goodies with other members of the populace
in the hopes of acquiring 'special' objects. The identity of these objects
is kept secret from the populace until the end of the day although clues may
be given. Those who have the special objects at the end of the day are given
prizes. This game is a great way to get to meet new people at the event.
-
This game has its own set of problems. Inevitably, there are not enough bags
or stuff left over from the previous year to use again as many people keep
their stash of treasure. This is fine but means that the MEF autocrat has
something else to take care of.
-
Ask the populace to return any bags that they may have before the event.
Many are willing hand them over. Search the fabric scrap boxes that you
and others may have for fabric pieces that can be used for more bags. Also
check for ribbon scraps that can be used to tie the bags closed.
-
When making the bags, remember, they do not have to be perfect, they just
need to be able to hold stuff. Make more bags than you think you will need
as some people will try to get more than one. Also, these extras will help
ensure that you will have some left over for next years autocrat.
-
As far as the "stuff" goes, ask members of the populace if they have any junk
such as old buttons, left over beads or tidbits they can donate. Also let
them know that they are allowed to bring other stuff to use in the barter
game too (just as long as they realize that they might not get it back).
-
If you have to purchase filler for the barter game, look for things like
buckets of craft buttons and beads at the local fabric store. Bags of marbles
and old game pieces make good filler as well.
-
When deciding what items to use as the "special" items, try not to use ones
that may have been used in the past. Try not to have all the special items
be too obvious and have lots of them (10 to 15 is good). More items with
smaller prizes is more fun and more fair than only a couple of items with big
prizes.
-
Have someone other than the troll hand out the barter bags. The troll has
more than enough to worry about already. This will also keep the crowds of
bartering fools away from the already crowded troll booth.
-
Provide rules and the purpose for the Barter Game to the person who is
handing out the bags. Make sure that they explain the rules to anyone who
has not played before. Announce the rules and purpose to the populace during
the opening court.
-
If stealing of bags or goodies is permitted, make sure people know that. If
it is not, let people know what, if any, consequences the action will have if
they are caught.
-
At the end of the event, remind the populace that while they are permitted to
keep the bags and treasure if they wish, returning them will help keep costs
down next time. Put a big bowl or tray out to collect the returned
goodies.
This is the event article used for the Middle Eastern Feast in August of 1997.
MIDDLE EASTERN FEAST
Barony of Twin Moons
August 23rd, 1997
Is your camels hump getting uncomfortable?
Is the summer heat boiling your turban?
Do you long for an oasis to cool your scorched brow?
Yes? Then you are welcome to join us at the Annual Twin Moons Middle Eastern
Feast. Take respite from the harsh sun whilst spending a day of barter,
dance, games, and, of course, FOOD at the First United Methodist Church of
Gilbert, 331 South Cooper Rd., Gilbert AZ. Please note that this is a dry
site and smoking is only permitted outside the hall.
The day will begin at 12:00 noon on August 23rd with opening court around
1:00 pm. The traditional barter game will begin as soon as you can find
other weary travelers to barter with.
DANCING and DRUMMING will be going on throughout the day and ALL are
encouraged to join in. A dance contest will be held in the evening. Prizes
will be given for the barter game, dance contest, and anything else that
strikes the autocrats fancy. The site closes at 10:00 pm.
The feast will be served at 5:00 pm and will include beef cooked with onion
and cinnamon, chicken schwerma (I never said I could spell), couscous with
vegetables, lots of finger foods, and dessert (homemade baklava).
A complete list of feast ingredients is available upon request.
Fees:
The site fee for joining us at the oasis will be$4.00 for
adults and $2.00 per child aged 12 and under. The feasting fee will be $5.00
per adult and $3.00 per child 12 and under. Please make all checks payable
to 'Barony of Twin Moons, SCA Inc.'
Please make your PAID feast reservations feast reservations by August 14th.
The feast will be serving 200 guests.
'Crats:
AUTO: HL Isabel d'Estella (Stephanie Valencia), Lady Kristiana of
Dunstore
(Kristi Fraiser).
FEAST: Lord Raffaelle de Mallorca (Robert Valencia), Lady Eilieda
of Thun,
HL Samuron the Inconsistent (James and Ellen Traicoff) Please contact all
the 'crats at (602) 813-1060 where there is a scribe on duty most of the time.
The scribe does retire for the evening at 9:00 pm so please call before then.
You may also send e-mail to us at sco@primenet.com.
Directions:Take your caravan east on US60 (Superstition
Freeway) to the
Stapley exit and turn south. Stapley turns into Cooper Road. The church is
located on Cooper, south of Elliott on the corner of Madera Parc.
This is the event report turned in for the Middle Eastern Feast held in
August of 1997.
Middle Eastern Feast - Report
Greetings unto Their Excellencies Mathghamhain and Katerina, Baron and
Baroness of Twin Moons, from HL Isabel d'Estella on this 2nd day of September,
Anno Societatis XXXII, 1997 C.E. I would like to take this opportunity to
present the following report for the Middle Eastern Feast that was held on
August 23rd, 1997 at the First United Methodist Church of Gilbert.
First, the money:
| COSTS: | PROPOSED: | ACTUAL: |
| Site rental | 285.00 | 285.00 |
| Site deposit | 50.00 | 50.00 |
| Site favors | 30.00 | 35.23 |
| Postage | 10.00 | 6.40 |
| Copies | 10.00 | 0.00 |
| Prizes | 75.00 | 48.19
* |
| Advertising | 35.00 | 32.00 |
| Misc. | 75.00 | 22.17 |
| Air conditioner rental | 130.00 | 129.58 |
|
| TOTAL | 700.00 | 608.57 |
| INCOME: | PROPOSED: | ACTUAL: |
| Site deposit refund | 50.00 | 0.00 ** |
| Adult site fees 200 @ $3 |
600.00 | 390.00 |
| Child site fees 25 @ $2 | 50.00 | 18.00 |
|
| TOTAL | 700.00 | 408.00 |
| -200.57 |
* This number is lower than originally thought as all the prizes for the
Dance Contest were graciously donated by Lady Kessa and Lord Emrys. Prizes
were also donated by the autocrats for Best Costume and Most Outstanding
Drummer.
** After speaking with the church, it was made clear to me that this is a
non-refundable deposit used to secure the use of the facility. Had we
changed our minds about using the hall, we would have received the $285.00
back but forfeited the $50.00. This should be noted by autocrats who choose
to use this hall in the future.
Despite being under the original budget as far as costs were concerned, the
event proper came in at a loss of $200.57. The feast profit or loss will be
outlined in a separate report from the feastocrat. The biggest portion of
the losses for this event can be put down to an overestimation of attendance
at the event. There were 130 paying adults and 9 paying children in
attendance as well as 17 people who did not pay site fees (royalty and
children aged six and under).
As for the costs of this event, all but one came in under budget. The site
favors cost $5.23 more than originally planned as the cost of the bells went
up after the bid was submitted. There were site favors left over which have
been given to the Baronial Reeve.
The event itself went quite smoothly. The Barter Game was a success and, I
am please to say, we received 175 out of 200 bags back from the populace
(there were only 35 when everything was turned over to me prior to the event).
The bags and stuffing will be turned over to Baron Padraig for use at
Coronation.
The classes were well attended and were a pleasant distraction during the
day. The recommendation has been made by many people though that if the
Barony holds classes at this site in the future that arrangements be made to
hold them elsewhere on site. It was almost to noisy for the instructors to
be heard and having the children's activities in the same area of the hall
provided even more noise.
Speaking of children, once again they proved to be a problem at the event.
The autocrats spent way too much of their day herding and chasing after the
children, yet despite their efforts, the children still managed to break some
items (belonging to the autocrats). Even with the activities set up to keep
the children busy, without supervision or parent intervention, they did not
hold the children's attention for long. As I am not a parent, I can offer
very little advice to future autocrats on how to handle this ongoing problem
other than to warn them of it.
Future autocrats who use this hall should note the following:
-
we are not permitted to use the kitchen stove. Although we can work
around this, it still poses a big problem for the feastocrat.
- there are shower facilities on site and this is something that
could be mentioned in the event article. I had several people from out of
town mention that had they known about the showers, they would have brought
towels.
- take notes from the janitor (who will be there to let you in in
the morning) on how to use the air conditioning unit. It is very
temperamental and it is not intuitive as far has how to use it.
-
The decorations at the event were very well received and cost the Barony
nothing. The palm trees have been put into storage and are available from
the autocrats for use at future events. There was a wonderful turn out of
rugs and pillows and some attendees mentioned that they would have brought
theirs had they known they were needed. This is something to perhaps mention
in event articles in the future.
Special thanks to m'lady Sylvana for the use of the magic music machine which
provided much better music than the small genie-in-a-box. Having the stereo
equipment available was wonderful for when the drummers needed a break.
Thanks also to Lady Kessa for organizing the dance contest, to all those who
donated stuff for the barter game bags, to Lady Kristiana for all her help as
my co-autocrat, to all who helped setup, serve the feast and clean up after
wards, and my biggest thanks to Lord Raffaelle de Mallorca for preparing such
a wonderful feast even though he had lots of other things in his life to keep
him busy.
One final note, the autocrats closed up the site at 11:10pm, 50 minutes
before we were scheduled to be out of the hall. I think it helped that the
clean-up was started before the official ending of the event and the fact
that there were plenty of people to help clean up. The church was very
pleased with the condition the hall was left in and the keys were returned
Monday morning.
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