[MR] Kingdom Level Events - long

[Katherine Luvel]

To address some concerns, I agree that information is not being published as
early as might be most useful. I would also like to point out that we
haven't had any Kingdom Events recently that have lost sites and had to have
site information rescinded. Both of these can in part be credited to site
and hosting group information not being published until a contract with the
site is in hand. The month lead time necessary for the Acorn also
contributes (this should not be taken as a criticism of the Chronicler).

I realize that events not being published well in advance does cause
difficulty for those who are planning farther out than a couple months. This
presents particular problems for those that might wish to hold events on the
same weekend as an unprotected kingdom event (as it is difficult to plan an
event if the site for conflicting events is unknown) and for those who are
merchanting and perhaps make their living in this manner. At present, I can
only offer apologies and assurance that it is a known difficulty and we are
attempting to fix it.

Groups are currently requested to have a contract within ten days of their
bid being selected. The bid is not considered accepted until there is a
contract. In cases where everything goes well, a bid that was due on the
15th of the month should have a contract by the 25th and could have
information sent to the Chronicler by the first of the month. Example: Bids
for October University are due the 15th of February, if a contract was
available on the 25th, information could be sent to the Acorn by the 1st of
March and would be published in the April Acorn. This would be six months in
advance of the event.

Unfortunatly, things often don't go well. We have areas in Atlantia that
have to have an event planned a year or more out in order to get particular
sites. We also have areas that have sites that won't take reservations
before the first of the year, or before the start of the semester the event
would fall in, or until their affiliated groups have made their
reservations.

Other kingdoms have made different choices as to how their events will be
handled.
-I've been told that some kindoms have chose to host all the kingdom events
at the same site. The kingdom reserves the site and dates in advance and
then groups are sought to run the event.
-At least one other kingdom has a once-a-year sign-up where groups submit
dates that they would like to hold an event (not just kingdom events) and
then the calendar deputy conflict checks for dates and distance and puts
everyone on the calendar. I'm not sure what happens if you can't find a site
available on your date. I think many of their events do not involve
overnight stays or feasts so that sites are easier to find. They also
explained that with this system they had difficulty finding groups to host
kingdom level events. (Thus showing that Atlantia is not alone.)
I don't remember a single Seneschal at the discussion who said, "We don't
have any problems getting groups to host kingdom events." I know I would
have jumped at the chance to ask how they did it.

If we, as a kingdom are willing to welcome (not tolerate) events that have
no feast, no overnight accomodations and few or no buildings then there are
sites available nearly anywhere. If not, we will operate under constraints
when finding sites and the groups to host events there.

I'm working on a database of all the sites we have used for kingdom level
events since I've taken office. I would love to include information on other
sites thoughout the kingdom. This might especially include sites you looked
at and decided wouldn't work. A more complete understanding of the sites
available through out Atlantia might lead to better policy with regard to
setting deadlines, etc. for kingdom level events. It would also provide a
reference for groups that might wish to host an event but need some
assistance in finding sites or provide alternate sites in cases where sites
have fallen through.

If you would like to submit information on sites I would appreciate you
looking at the event bids form. It requests a lot of the information that is
useful when assessing a site.

Nothing is set in stone. There have been alterations to the system since
I've been in office. The most notable recent change was the addition of
event bid due dates to the Acorn calendar. I believe that this will increase
the number of bids received (and their timeliness) but there has not been
enough time yet to see.

I would encourage anyone who is interested to contact me regarding kingdom
events. I'm delighted to hear from those who wish to bid. I'd also welcome
the opportunity to discuss concerns you might have and to brainstorm on ways
we might better improve our system.

Katherine

Lady Katherine Luvel
Atlantian Seneschal's Deputy for Kingdom Level Event Bids
mka Marnie Garrity
2535 Sevier Street
Durham, NC 27705
919-490-1067

Upcoming Kingdom Event Bid Due Dates:
Fall University (October 2003) due by February 15, 2003
Kingdom Crusades (October *2004*) due by February 15, 2003
Fall Crown Tournament (November 2003) due by March 15, 2003
Unevent (December 2003) due by April 15, 2003
Twelfth Night (January 2004) due by May 15, 2003
Winter University (February 2004) due by June 15, 2003
Kingdom Arts and Sciences (Mar 2004) due July 15, 2003
Spring Crown Tournament (May 2004) due by August 15, 2003
Summer University (June 2004) due by October 15, 2003

_________________________________________________________________
Help STOP SPAM with the new MSN 8 and get 2 months FREE*
http://join.msn.com/?page=features/junkmail