Generic Event Bid for use in Planning: Difference between revisions

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NOTE: This isn't definitive. I'll add more as I get to it (sorry for the delay).
[[Category:Advice]]
[[Category:Mooneschadowe]]


Event Bids must address the following points:
'''Event Bid Template'''


Addressing the following points will cover most everything you need:
* Group Name
* Name of the Event
* Date of the Event
* Bid Team Participants:
** Name, telephone number, email address, snail mail address
Prospective Site:
* Site Amenities
** ADA compliant/primitive/full features including AC?
** Indoor/outdoor fighting space, class space, kitchen (ie feast/tavern?)
* Site Requirements
** wet/dry, pets?
** Noise/fire/water constraints?
* Map of Site
** Location/size of: fighting space, classrooms, parking; points of interest (restaurants, hospital)
* Map to Site
** How to get there from all relevant directions
Proposed Event Schedule:
* Time when Site opens and closes
* Limitations on class/fighting times?
* In case of Kingdom event: Indicate coordination with proper representative (ie: Round Table coordinates with K.Seneschal)
Break-Even:
* Prominently indicate number of people (adults is easiest) required to pay site for your event to not lose money
Budgeted Expenses:
* Cost of Site
* Cost of Site
* Number of people required on site to break even
* Advertising/printing (maps of the site/area, Kingdom Newsletter Ad, site flier, class-sign-ups)
* General: site tokens, propane if lighting Court outdoors after dark; Waterbearing if any kind of fighting is happening.
 
 
Non-WaterBearing Food:
* Cost of Food being offered
* Cost of Food being offered
* Number of people required to buy food to break even
* Number of people required to buy food to break even
* Type of food being offered
* Budget including seasonal work-arounds if necessary


* Site Requirements: dry? no pets?
* Site Amenities: ADA friendly? primitive? full features (ie indoor restrooms, AC)


* Map OF Site: number and location of classrooms, any local points of interest (ie restaurants, Special Collections at ELL)
Note about Bid Details:
* Map TO Site: How to get there from the major highways
* Assume your audience is busy and will only skim for highlights on the first read-through.
* Read it that way yourself, and try to delete out the parts you skipped over.
* Headers are your friend: highlight the important things: What city/state you're holding the event in, and where your costs are charted and explained.

Latest revision as of 20:02, 29 March 2020


Event Bid Template

Addressing the following points will cover most everything you need:

  • Group Name
  • Name of the Event
  • Date of the Event
  • Bid Team Participants:
    • Name, telephone number, email address, snail mail address


Prospective Site:

  • Site Amenities
    • ADA compliant/primitive/full features including AC?
    • Indoor/outdoor fighting space, class space, kitchen (ie feast/tavern?)
  • Site Requirements
    • wet/dry, pets?
    • Noise/fire/water constraints?
  • Map of Site
    • Location/size of: fighting space, classrooms, parking; points of interest (restaurants, hospital)
  • Map to Site
    • How to get there from all relevant directions


Proposed Event Schedule:

  • Time when Site opens and closes
  • Limitations on class/fighting times?
  • In case of Kingdom event: Indicate coordination with proper representative (ie: Round Table coordinates with K.Seneschal)


Break-Even:

  • Prominently indicate number of people (adults is easiest) required to pay site for your event to not lose money


Budgeted Expenses:

  • Cost of Site
  • Advertising/printing (maps of the site/area, Kingdom Newsletter Ad, site flier, class-sign-ups)
  • General: site tokens, propane if lighting Court outdoors after dark; Waterbearing if any kind of fighting is happening.


Non-WaterBearing Food:

  • Cost of Food being offered
  • Number of people required to buy food to break even
  • Type of food being offered
  • Budget including seasonal work-arounds if necessary


Note about Bid Details:

  • Assume your audience is busy and will only skim for highlights on the first read-through.
  • Read it that way yourself, and try to delete out the parts you skipped over.
  • Headers are your friend: highlight the important things: What city/state you're holding the event in, and where your costs are charted and explained.