Mooneschadowe's Timing for Triumphe Planning/Preparation

• Mooneschadowe
• Autocrat's Little Helper

This is a timeline for the aid of Seneschals and Stewards for Triumphe. These timings may be adjusted for other events - ie expanded or truncated as needed. The headers are left intentionally vague for this purpose.

Officer's Eight Months Out

For Triumphe, this will be January.

• Announce the due date for Autocrat and Feast Steward bids: preferably at an Officer's meeting
• Accept bids as they come in, and do NOT commit to a decision (or promise people the win) at this time

Populace Seven Months Out

For Triumphe, this will be February.

• Announce that Autocrat and Feast Steward bids are due at March Officer's

Officer's Seven Months Out

• Remind Officers that bids are due at the end of next month.
• Solicit feedback re: if anyone's working in that direction.

Populace Six Months Out

For Triumphe, this will be March.

• Remind Populace that bids are due at the end of this month.

Officers Six Months Out

• Discuss bids that have come in.

If competing bids come in:

• Have the parties present their case
• Ask both parties if they would work with the other if they are not chosen
• Ask both parties to wait outside of earshot (and eyesight, too, if possible) while the officer's discuss candidly (not hatefully, but a solid concensus MUST be reached).

Note: It's a good idea to get highly-biased "champions" of the bidders to wait with their parties.

Five Months Out

• Announce the awarding of the bids and ask people to assist these parties!

Late-Awarded Bids

Four/five months is about as close as things can get for comfort. The group will need the following in order by this point to have a good shot at a good event:

• Autocrats will need to:
  • Solidify the plan for the site (ASAP)
  • Get announcements and ads in place (at/before two months out).
• Feast Stewards should be in place in a similar time frame.

Four Months Before the Event

• Who's doing things? Now is the "calm" for you to sit still and think about your best-case plans.
• Be advised that college students may not be at all interested in making a commitment at this time. They should be allowed that time, but periodically remind the Populace of the current activities/needs/plans.

Three Months Before the Event

• Are you putting an ad in the newsletter two months in the month ahead of the event? It's due now, if so (see note in the next month's section).
• How is delegation going? What jobs are unfilled?

Two Months Before the Event

• Event ads going in newsletters are due at the end of this month. (Due the last day of the month with one full month between due and printed
  • ie: due at the end of July to be printed in September; due at the end of December to be printed in February.

Month Before the Event

• Finalize the following: Site Tokens, Championship Scrolls, Gate Shifts
• Campus Demo Day
• Mock Court
• Gate Class

Month Of the Event

What did you forget? You know there's something, lol.

• Arrangements for calligraphy on the Champions scrolls?
• Email to the Kingdom and Region (and beyond) listservs?
• Get your receipts to the Reeve/Gate Coordinator, and remind others to do so, too.

Month After the Event

• Keep poking at the Reeve/Gate Coordinator about the Event Report. They can't send it in until you sign it, and it's due by 30 days after the event closes.