Autocratting a Kingdom Arts and Sciences Competition
How to Carry a Clipboard
By Lady Eden Blacksmith
This is not meant as the absolute word on how a Kingdom Arts and Sciences Competition should be ran. However, experience is a wonderful teacher; below are some considerations you should and could take during the bid process and planning the event.
The decision to autocrat a Kingdom event is not something does with out support. You will need the backing of your group for this endeavor. You will need their approval for you will use their resources.
If you belong to a Barony you will need the support of your Baron and Baroness.
If you belong to a Shire you will need the support of your Seneschal and Officer Core.
If you belong to an Incipient Shire or College you will need the support of your Seneschal and Officer Core, and approval of sponsoring group.
This support will come in many ways; the first being personal. The second can be financial support.
There are basically two ways set-up monies is determined on a Kingdom event level:
- The Kingdom fronts all monies.
- The group fronts all monies.
Than after all is paid as should any profit is split between the group and the Kingdom. There are other ways this money arraignment can take place; it is suggested that your groups Exchequer and the Kingdom Exchequer work out a plan that fits your groups needs the best.
If possible I suggest the arraignment that has your group fronting all the money, it seems to be the easiest in the accounting process.
Keep notes on everyone you talk to....never think you will remember.
When looking for a site for Kingdom Competition you should make a check-list of what your site needs are. Below, are some aspects to assist you with that check list.
- You can expect an attendance of approximately 200 people.
- Competitions require a space for static and performing arts.
- Either, alcohol must be allowed onsite or arraignments made off site for judging.
- Competition staff will require a private place to tally judging sheets.
- A place for Court.
- A private place for Crown.
- A Scribes area would be nice.
- A place for the populace to mingle (do not forget about a place for the children)
- A registration area near troll
Thank everyone in advance, at the event and afterwards.
You will be working closely with the Kingdom Minister of Arts and Sciences (KMoAS). In many ways the Competition is split when it comes to operational duties. The KMoAS ‘s obligations is the actual running of the Competition; acquiring judges, paperwork details, calculating totals, overseeing scrolls.... While your duties include all aspects involved with the events productions; site, staff, food, signs, needs of the Crown...
You: It is highly suggested that you do not enter the competition. And, it is strongly suggested that you do not go for Champion. While at first you might think you will have nothing to do once competition as started; you are wrong. Your goal is to be somewhat bored once the event is under way.
A Deputy: Someone who knows what is happening so that in the case that you can not make it that day the show goes on. Also, you can not be more than one place at a time (though there will be those who think you can.)
Site Deputy: While much of site consideration will be done by you, having someone in charge of moving tables and chairs, setting up Court, helping people unload, making sure that everything is back the way it belongs. Have the site-deputy make drawings of rooms where the furniture was moved around. That way they know how it goes back. The site-deputy will also need to arrange for a clean-up crew. Having this person will ensure that you do not have a nervous breakdown.
Troll: Since you can not handle the money, you will need an experienced Troll. Make sure they have everything they need...wavers, extra help, pens, chocolate...
Feast/Snack Deputy: Are you providing refreshments? Where, when, how much....
Children's Deputy: Each Group/Kingdom has their own history on how to deal with the children.
The main point is make sure this person has lots of help and I mean lots of help. Parents should be told they must spend at least 2 hours with their children helping out.
Herald: Arrange for a Herald services before the day.
Personal Deputy: This is the person who will make sure you eat, drink, take potty breaks. You might think you will not need this person; wrong!
Each of these people will need to find their own staff.
Communication is your responsibility.
The Competition’s schedule is generally pre-arraigned by the needs of judging in most cases.
Site will open at 9am, than Court (at the will of the Crown) , registration will be from 9 -11am, with populace viewing from 11am-11:20am with Judging from 11:30am to 4:30pm with Court at 5pm. However, the schedule is as always open to alteration.
Advertise your event.
First and foremost: SIGNS, please let me say that again; signs, you will need signs
The site: on the way to the site, at the front of the site.....nothing is worse than driving around a strange city looking for the event, knowing you are now late, and not seeing a sign.
Do not forget giving EXCELLENT directions in all advertisements.
At Event: to the bathroom, classes, Troll, Court, Populace area, Children's area...... Since, Kindergarten we have been taught to follow signs...do not assume that we will know where to go.
A site without signs is rude. In my opinion it says that you should only be here if you have been here before and that the staff does not care about your needs.
A clipboard: Make a copy of the schedule ..this clipboard will be your life line...keep it with you. Keep notes on it. I have noticed that people will listen to the person with the clipboard.
"I got this one at......"
With all the decisions you will need to make; site tokens is one area where your imagination can be set free. Since this is a Kingdom event you are free the use the Atenveldt device.
Murder is illegal.
Please, know that no matter how well you plan events will transpire to test your level of planning and sanity.
- The janitor on duty does not have that key.
- All the long tables you arranged for are now rounds.
- Everyone in the Shire is sick.
- The air-conditioner was not meant to handle 150 people wearing velvet.
I do not report these things to scare you. Instead, it is to let you know that after the event starts, in many ways it becomes its own entity. All you can do is try to plan for all contingencies.
Remember, that the bathroom can be your shield wall....if you are beginning to feel that murder is period and forgetting that these people are here because they want to be.....go to the bathroom and take a moment.
As in all things listen to the advice and do what you feel is right. Each, Competition will come with its own challenges and you will have to adept.
In the end (after a rest) you will be planning on what you will do next time.
And, you might decide to do everything different next time .....but, trust me on the clipboard.