Autocrat's Little Helper

Note to Readers:

Hi! I'm only semi-organized, so this page will take a little bit to settle into something functional. In the meanwhile, thanks for stopping by, and please do email if you come up on something that makes you say "wtf" or find a place where I'm missing information. Email: <elsa@hailmog.org> Thanks! --Elsa 11:40, 16 August 2012 (PDT)

Event Checklists

In no particular order as yet:

• Autocrat Roles/Responsibilities
• Invitation List
• List of Jobs to do for the Event

Post Event Thanks

It's the nice thing to do to send a thank you note to the people who showed up and those who helped (and they're often the same people). And when you send a nice note out, a lot of the time, you'll get nice notes back. And that's nice, lol.

I always have a problem with wanting to thank everyone personally, and then getting mostly through the letter and realizing that I didn't see who did Thing X, and then scrapping the whole thing because I don't want to forget anyone. So, here's a template.

Points to Include:

• Semiformal Greeting including when the event happened and what it was (name of event including number)
• Thanks to Visitors from far away, especially
• Thanks to Merchants (if you had any)
• Thanks for help with this year's "catastrophe"
• Activity turnouts
• Competition winners (include play-by-play and/or honorable mention if possible)
• Include Insegnante here, or separately - just don't forget them!
• Don't forget to say nice things about Feast!
• Home-group people who received awards and did notable awesome things
• Say nice things about the Site!
• Ask for pictures to be posted somewhere
• Sign off with something optimistic

Information Dump: To be Processed Soon-ish

I made this long-long list for Reis and me for our time Autocratting Triumphe VII (of the Apocalypse!). Obviously the specific references to things are VERY dated and should not be taken with any kind of seriousness.

Chosen Many Months Ahead:

• Autocrat(s)
• Feast Steward(s)

Side Jobs for the Above Teams

• Autocrat: Hall Set Up: Chess, any weather-related changes (reset for Feast is up to the Head Server, IMO)
• Autocrat or appointed liaison: Check with the Merry Musicians about playing for Feast; communicate the answer to the other.
• Feast Steward: 1) setting up the staging, serving, and dining areas, 2) recruiting and leading servers

Notes for Populace:

This is where we kept a running tally of things that seemed unresolved in our minds. As such, it changed often.

Demo Accommodations:

• Date:
• Comps for Demo Attractees: we have until two weeks before the event to figure out the details on that
• I’m coming down on the side of making a “how to go to our event” class mandatory before comping site for newbies, especially young college-age ones.

Mock Court

This is for "old newbies" (ie, who have been around but may not have ever been to Triumphe) not "new newbies" (Demo recruits)

• Mock Court Tasks/Jobs:
• Narrator - Interrupts what’s going on to explain what’s happening for people who may not know.
• Herald - Makes sure we cover all the important points including: Calling people by their correct titles, following standard protocol
• Someone to “make” fun scrolls ahead of time.

Ranger Roger matters:

• Burn Ban - probably won’t be able to use the torches, but Rafe has/can get enough battery ones
• Dumpster - they’ve gone to an 8 yard dumpster so we should be in good shape. Cost to empty it (will call basis) after event $225 but he thinks he can get it down to $150 for us. Need to confirm it will be empty prior to event.
• Parking - Not on grass if there's rain
• Admin Building bathroom - We want to lock this Saturday morning. We can probably get a key.
• Insurance - He needs copy of the generic insurance, which will probably only be accessible via Local Seneschal request to the Kingdom Seneschal

Championships, Tourneys, Formal Activities

These categories all have a current Champion (the person who won it last year), Home Team (one or more people who live here or is well known to us who is running this activity), and some have additional features from there (ie List Mistress, Herald, etc)

• Guardian Tourney – (includes inspections) [current Champion: ] Home Team: ; List Mistress:
• Newcomers Chivalric Tourney (Newbie Tourney) [no revolving championship] – Home Team:
• Insegnante Tourney – (includes inspections) [current Champion: ] Home Team:  ; List Mistress:
• Field Herald - Home Team: Fields: Guardian, Inseg
• Yeomen (Archery) – [current Champion: ] Home Team:
• Youth Archery - Ask the adult Archery coordinator if they have plans for a Children’s component. No worries if not. We _can_ provide a prize basket if they have a competition.
• Marksman (Knife/Axe/Spear) – [current Champion: ] Home Team:
• Chess Tourney – [current Champion: ] Home Team:
• Artisan Competition – [current Champion: ] Home Team:
• Youth A&S - Home Team:
• Minstrel Competition – [current Champion: ] Home Team:
• Youth Bardic - Home Team:
• Children’s Activities – (Mind Two Deep!)
• Youth Boffer – (includes inspections)
• Informal: Torchlight Tourney – Friday night; not our problem; ask WBIC to put out water jugs if someone wants to run this (that’s it)

Note: Children's activities require the Two-Deep Rule. Children's marshal activities avoid this by requiring a parent/guardian in attendance during these activities.

Before Event:

• Award Scrolls – 7 adult championships (including Newbie Tourney). Svetlana (in English!)

Mailed Invitations - Champions, Crown/Heirs, the following groups as per the Event Census: Ask Gilyan: generic content, computer print-out, we’ll handle mailing, we need by mid July-ish. Ansteorran Groups: Northkeep, Namron, Wiesenfeuer, Eldern, Chemin Noir, Adlersruhe, Skorragarrdr, Enid group Non-NR: Elfsea, Steppes, Glaslyn, Loch Ruadh, Bryn Gwlad, Loch Sollier, Bonwicke Non-Ansteorran Groups: Bois d’Arc, Grimfells, Smythkeep, Vatavia (or wherever Anton and Isabeau are living now), Forgotten Sea Royals: Hrafn & Elizabeta, JP & Gilyan Champions: Drake & Sibri (Guardian), Therese & Timothy (Insegnante), Vincenti (Yeomen), Avi (Chess), Aline (Artisan), Yukiko (Minstrel). BlackStar and Mews Ads - Alice Reis; We have free pages in the BlackStar. I think it’s still 2 half-pages total. July 1 for August - delivered to Kingdom 6-26; used one half-page August 1 for September Site Tokens - We can work on these on projects night in August, albeit possibly alongside dancing Site Flier with Site Schedule - Vailathi Site Maps Site Schedule Feast Course list? Burn Ban, Parking Rules, Trash Info, Maybe a Note from the Autocrats re: locking the Admin building bathroom?, State of the grass - can drive on it? Please don’t? (Mostly a wet-weather consideration) Website - Reis Step Down Baskets – Set them up with up with donations from the Populace. Bring them to Court. Gilyan Pass-Down Prizes - Remind champions to bring them back. Check to make sure they _are_ returned at the event. Bring them to Court. Site Pre-Prep (Thursday) - Sanitation/facilities check on all buildings. Emma Site Set Up (Friday) – Shed run, pavilion set-up, site sign set-up. Isolde (most likely), Elyssa, Turpin? Before and During Event: Autonomic:

Troll – Alice Friday into Saturday, 4pm-2am (to end on JP and Owen Show); 8am-2pm - Emailed to Turpin and Alice on 7-5 Information we’ll need to provide to Troll: Burn Ban, Trash Plan, State of the Grass, Comps, Note for Champions to bring pass-downs to the Main Hall, Autocrat contact phone number Site Herald - Ivo Site Chirurgeon – Ainar? , Kale (Jaime Langston) is not currently fully a legit Chiurgeon, but she plans to be one before Triumphe and she’s willing to do the job for us, if approved by the Kingdom (as of 7-5). The Kingdom person will be at Ravensfort. I’ll email her. Waterbearing – Paloma Sanitation – Sigrid with Emma Night Watch - Belgutai Court Related:

Herald - Court - Etienne or other royally provided Herald Triumphe Procession Cooordinator - Emma (she is recruiting anyone she needs so it’s all taken care of) Crown Liaison – Gilyan, with Vailathai (John) and Lena (Danielle) (Turpin?)

After Event:

Site Clean Up (Sunday) – Everyone-not-Mooneschadowe off site at 2 after Inseg and Newbie Tourneys are done Reeve Report - Includes receipts (more pieces total from the Kitchen than from site, historically), due 30 days after event