Mooneschadowe's Timing for Triumphe Planning/Preparation

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.

Eight Months Out

For Triumphe, this is January.

Officer's

• 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)!
• Reason for starting this early:
  • If someone is enthusiastic to start this early, it'll give them more time to address the important points more thoroughly.
  • If no one is enthusiastic to start this early, it'll give the group some notice that we'll have to work a little harder to make it happen.

Seven Months Out

For Triumphe, this is February.

Populace

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

Officer's

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

Six Months Out

For Triumphe, this is March.

Populace

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

Officers

• Discuss bids that have come in.

If competing bids come in:

• Have the parties present their case
• Ask parties to wait outside of earshot (and eyesight, too, if possible) while the officers' discuss the merits of each bid. A solid consensus MUST be reached.
• Announce the winning bid.
• Work that can begin immediately:
  • Request or Confirm the date on the Kingdom Calendar
  • Establish or confirm that the site is booked
  • Event website
  • Painting for championship charters
  • Finding information for the Event Ad in the Kingdom Newsletters
  • Recruiting help for event-specific jobs

Five Months Out

For Triumphe, this is April.

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

Four Months Before the Event

For Triumphe, this is May.

• 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. Keep the Populace updated about the current activities/needs/plans.

Three Months Before the Event

For Triumphe, this is June.

• 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

For Triumphe, this is July.

• 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.
• Arrangements for calligraphy on the Champions scrolls
• Email to the Kingdom and Region (and beyond) listservs

Month Before the Event

For Triumphe, this is August.

• Update the Populace about: jobs that need to be filled, status of any concerns.
• Finalize the following: Site Tokens, Championship Scrolls, Gate Shifts
• Campus Demo Day
• Mock Court
• Gate Class

Month Of the Event

For Triumphe, this is September.

• Have you presented your current, full plan to the Populace, in person, lately?
• Get your receipts to the Reeve/Gate Coordinator, and remind others to do so, too.
• Triumphe: when giving Ranger Roger the site fee check, confirm that we're on his calendar for next year.

Month After the Event

For Triumphe, this is October.

• 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.