Mooneschadowe's Timing for Triumphe Planning/Preparation
From Ansteorra History Wiki
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.