Mooneschadowe's Timing for Triumphe Planning/Preparation

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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 times, one in the month-of and one in the month before? If yes, the first is due now (see note in the next month's section).
  • How is delegation going? What jobs need filled?


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.