[MR] FWD: KW Costume Symposium

[Marybeth Lavrakas]

On another list I learned that organizers are still
looking for a group to host the second Known World
Costume Symposium.  The message below contains
information needed for the bid.  If an Atlantian group
would like to bid for this, please let me know and
I'll do whatever I can to assist you.

Kat. Rous

> 
> The information we need for the second Knowne World
> Costume Symposium 
> includes, but is not
> limited to the following:
> Possible facilities ­ you will need classroom
> facilities for at least 7 or 
> 8 tracks of classes, some of them
> possibly requiring access to water, large tables,
> and AV materials (slide 
> projectors, opaque projectors,
> easels, etc). A hotel or school are the best
> locations. A church might be 
> acceptable if it has a large
> school area. Keep in mind that a lot of our
> attendees really enjoyed having 
> the Symposium in a hotel
> for the convenience it offered in not having to
> travel from where they were 
> staying to where the event
> was being held. Staff. We don't need a complete
> listing of who will be 
> doing everything, but an idea of
> who will be running the major areas--overall
> autocrat, teacher coordinator 
> (if different), and exchequer.
> Description and history of hosting SCA branch
> Biographies of staff, 
> emphasizing their background in
> organizing SCA and other related events. Ideas and
> plans you might have for 
> new activities.
> Possible range of dates (keeping in mind that we
> have been asked not to 
> conflict with the Knowne
> World A&S.) Send this information to Mistress
> Audelindis de Rheims at 
> lindaf at sff.net.
> The first KWCS had 350 attendees. It was held in the
> Stonehenge Lodge in 
> Bedford Indiana. We had
> 40+ instructors, 50+ hours of classes, a proceedings
> volume (in printed and 
> CD format), merchants
> room, a fashion show, a bookroom, and a masked ball.
> We charged $8 per 
> person in advance and
> $12 at the door. The Proceedings Volume was $13 per
> copy for either the 
> printed or CD versions.
> We benefitted from a number of things. First of all
> a significant number of 
> our staff members were not
> only experienced SCA autocrats, but former SF
> convention committee members. 
> This made it much
> easier to know what to expect from the hotel and how
> to arrange an event 
> that was less tourney than
> conference.
> We had no problems filling our teaching slots. The
> call for instructors 
> went out in mid April, and all
> slots were filled, with backup classes in case of
> cancellation, by June 1. 
> We had few cancellations, and
> none on the day of the event. The Symposium had
> seven class rooms running 
> simultaneously. I would
> recommend the following, however, in light of
> problems we had-- that the 
> staff find someone who has
> had experience running either SF con or Costume con
> fashions shows, and who 
> can be made familiar
> with the space available in advance. The fashion
> show coordinator should 
> work closely with whoever
> is video taping the fashion show (if you decide to
> make a tape available, 
> which I highly recommend.)
> The person in charge of video taping should also
> have experience with 
> editing the tape and the
> software and hardware available. (The current delays
> in producing the 
> fashion show tape are directly
> related to the fact that none of the above were
> properly coordinated and 
> have caused a great number
> of problems.)
> Another important item was the web page and email
> list. The web page was 
> regularly updated with lists
> of classes offered and information about the event.
> The email list, which 
> Mistress Audelindis
> moderates, was very important in keeping in touch
> with people planning to 
> attend.
> The book room was very popular. Mistress Drea put it
> together. It consisted 
> of a small room with
> chairs and tables. Members who had books they wanted
> to share left them in 
> the room for others to
> look at and refer to.
> One activity that was much in demand, but we didn't
> have space for was a 
> fabric swap. We held it at a
> smaller Collegium a couple of years before and it
> was a big hit. People 
> brought fabric they weren't
> going to use and essentially "exchanged" it for
> unwanted fabric left by 
> others.
> If you need more information, please feel free to
> contact me, Audelindis de 
> Rheims at lindaf at sff.net.
> — Financial Information by Mistress Urraca I have
> been asked about costs 
> for KWCS as a guide to
> those planning future events.
> Site costs were about $700, including the hotel
> meeting rooms, a suite used 
> for ops, and a royalty
> room.
> Equipment rental ran about $50, which was for slide
> projectors and screens.
> Printing not related to the proceedings was about
> $350. This was for 
> several rounds of flyers before
> the event, and for program booklets and restaurant
> guides at the event.
> Postage not related to the proceedings ran about
> $45, for flyer mailings 
> and mailings to instructors.
> Food cost about $350.
> The refreshments at the revel had to be catered by
> the hotel, except for 
> the cake. We also picked up
> the tab for our Guest of Honor's meals.
> Supplies totaled about $70. This was mainly for
> office supply store things.
> Travel expenses of $47 were paid for our Guest of
> Honor. The proceedings 
> cost $1626 to print 200
> copies, plus $232 for binders, yielding a
> cost-of-sales of $9.29.
> Postage for the copies mailed out was $2.03 each,
> and the padded mailers 
> cost .97 each, for a
> shipping cost of $3.
> The proceeding cost $10 in advance and $13 at the
> door or mailed. We 
> charged the higher price at the
> door in order to encourage people to order in
> advance since we had no idea 
> how many copies to print.
> 144 copies were sold either in advance or at the
> event. We have continued 
> to offer the remainder for
> sale. Nearly a year later we still have 20 left.
> Because SCA (and IRS) 
> accounting practices require
> expenses for items sold from inventory to be treated
> differently than 
> expenses for an event, unless the
> proceedings are automatically part of what a person
> gets for coming to the 
> event and extra copies are
> not sold afterward, the proceedings expenses should
> be tracked seperately.
> Finances were complicated by the decision to take
> orders for a CD version 
> of the proceedings (which
> was not ready until long after the event) and for a
> videotape (which has 
> still not been made). Various
> issues, including the necessity of dumping CDs with
> problems, has made it 
> difficult to determine the
> actual cost of sales, but it is much less than the
> print version. Rather 
> than hold on indefinately, the
> decision was made to refund money to those who had
> ordered the videotape. 
> We also decided to
> rebate site fees for the approximately 50
> instructors.
> 
> Cheers,
> Gwendoline
> 
> At 05:28 AM 11/6/2001 -0800, you wrote:
> >We can't get to it. It's locked in the Yahoo
> >group.
> 
> 
> 
> 
>  
> 
> Your use of Yahoo! Groups is subject to
> http://docs.yahoo.com/info/terms/ 
> 
> 


=====
Lady Kateryn Rous
Kingdom Mininster of Arts & Sciences
Atlantia

__________________________________________________
Do You Yahoo!?
Find a job, post your resume.
http://careers.yahoo.com