[MR] and now the business stuff starts

[chagankhulan at clan-whitewing.org]

        Greetings All,

        Having learned long ago to NOT shoot from the hip, I have been
reading many messages to try and guage the situation and the major
concerns folks have with the idea of permanent sites.
        It occurs to me that the answer may be staring us in the face and
we've just missed it in the flurry of responses.
        There are 2 very big issues at stake here that TRM's are trying to
work with.
1. Getting sites far enough in advance.
2. Getting bids far enough in advance and from all corners of Atlantia.

       I have an idea.  It would require someone to collect data from
around the Kingdom. It would require cooperation from a large
number of groups around the Kingdom.

       Step 1. Build a Kingdom wide "Site Book".  That's where the data
collector comes in. Find out how many groups have a site they use
regularly and would be willing to enter into a long term
arrangement with that site.
N.B. - I know for a fact that the site used for KASF this March has groups
with dates and times scheduled up to 2 years ahead and would most likely
LOVE having a repeating customer arrangement with a group. Sites are also
feeling the pinch of the current economy. Bright Hills had such an
agreement with two sites until one became too expensive and the other was
not used one year - thus losing us our "grandfathered-in" date.
       Step 2. Those sites which can be guaranteed become "Kingdom Sites"
usable by the 'local' groups that share boundaries or travel
distance of less than 4 hours between the site and the
neighboring/event hosting group. They do not HAVE to be used but
they offer the security of being a guaranteed site well in advance
of the actual event.
       Step 3. This is the possible problem part... due to date
commitments this plan may create a need upon ocassion to move the
date of a Kingdom Event but with 12 to 24 months advance notice the
calendar can be adjusted to accommodate other groups changing their
event dates.
       Step 4. Push the bid dates to 12-24 months in advance. This allows
for greater chance of getting that 'perfect site' and allows the
autocrat and staff the opportunity to work with the site, the
planning and do so without the madcap race it becomes when you
start something in under 6 months.

     That's it in a nutshell. No group need set up arrangements with more
than 1 site because they might have a site in a neighbors territory
that they can ask to "borrow" for a different date or Kingdom event.
It also gives them a guaranteed site for their own events on the
pre-planned date. Those folks who must travel long distances can also
plan ahead since the winning bids could be announced anywhere from
12-18 months in advance.
     The option for a group to use a site that isn't on the Site Book list
would be in place but the advance notice issue should be given
serious consideration.  Without the advance notice we fall back to
the old bad habits.
     I would also point out that groups could combine their efforts as
Bright Hills and Dun Carraig did one Kingdom 12th Night.  The profit
margin is reduced but both groups still benefit, as does Kingdom.

     There are a larger number of folks having to reduce their travel and
expenditures due to reduced income. I'm in that category.  I have the
added disadvantage of having to look at sites and events that can
accommodate someone who has cardiac issues and may need to be real
close to a good hospital.  Camping is not always a viable option and
hotels are not always affordable.  There are so many issues for folks
right now that we are having to look into more and more amenities for
the people who are traveling to our events and if we miss something
we may also lose attendees.  But that's all part of the planning that
can be worked on with more time between bid acceptance and date of
event. The option for an incoming crown to choose their own site is
going to go by the wayside, most likely, with this idea but is that
really a major consideration?  With multiple sites around the Kingdom
being available as opposed to 3 or 4 sites - the chances of having a
Crown close to home is greater.

      I believe we need to look at the idea of permanent sites closely and
from all viewpoints.  Known factors and sites we use regularly are
generally all to the good for the local groups, the Kingdom and the
sites themselves. I suspect no plan will make everyone happy but my
intent with this idea is to allow for a larger base of sites to use
in Kingdom bids and try to minimize the travel issues as much as
possible while still maintaining good attendance at events.

      Should this plan meet with Their Majesties approval they need look
no further than this writer for that 'Data Collector'.

In service and in Friendship, I remain,

Chagan Khulan, OP

Apologies for my long-windedness.