Thinking about Autocratting an Event?

First off, thank you for your service! Without autocrats, there would be no events, and with no events, there would be no Dream and no fun!

Secondly, the Baronial officers are here to help you! Please contact us with any questions. Contact info can be found in the Panjandrum.

First, know what type of event you will be running so that you know what the requirements are. There are Kingdom Calendar Event (Official/Published), Locally Publicized Populace Event, and Populace Meetings. Baronial Events most likely are a Locally Publicized Populace Event which requires:

• Event form and budget turned into Seneschal and Reeve a minimum of 30 days before the event. Two to three months is a much more realistic time.
• The event must be published in the Tusker Times.
• The event must be announced in court
• An event report form should be given to the Seneschal after the event

The Event Guidelines (more information then anyone will ever need on what are the types of events and what are the requirements.)

The next step is going to be getting an event on the calendar. Attend the Baronial Calendar Meeting (or Kingdom Calendar meeting for a Kingdom Calendar Event) and volunteer! You should have an idea for an event in mind and a timeframe. The Calendar officer can help you determine if there are conflicts or let you know if there are openings.

If there is an opening for a Kingdom event, put together a bid and submit at least 9 months before the proposed event. Be sure to include information for profit sharing and fundraising. The Atenveldt webpage has a great question and answer, (FAQ) section for what is needed for placing a bid.

A Baronial event does not require a bid, but it would be helpful to have an idea of what kind of site, possible budget, and if a feast/luncheon/sideboard would be part of the event.

Timeline for Autocratting an Event in Tir Ysgthir

1. 6 Months - The Event Form
   • In order to complete the Event Form, you will need to acquire the following:
     1. A site with list of amenities and rules
     2. A budget
        • Please work with the Reeve to fill out this form.
     3. Feast autocrat (if applicable)
     4. Signatures from the Seneschal and ruling Nobility
   • Additionally at 6 months:
     1. Autocrat needs a current SCA membership
     2. Acquire contracts for the site for the Seneschal to sign
     3. Find out insurance requirements (see insurance checklist)
     4. Attend officer’s meeting and give a brief report
     5. Meet with Financial Committee to set site fee
2. 3 Months - Advertising
   1. Email completed event form and article to Kingdom Chronicler, Calendar Officer, and Seneschal before the 1st of the month prior to publication: eventsubmission@atenveldt.org & tyseneschal@gmail.com
   2. Email Kingdom Webspinner with an altered article webmin@atenveldt.com
   3. Email article to Baronial Chronicler before 15th of the month prior to publication tychronicler@gmail.com
   4. Email altered article to Baronial Webspinner: silentvarr@gmail.com
   5. Attend a populace meeting to give a brief report.
   6. Ask the baronial officers if they will be able to attend (waterbearer, list mistress, marshals, youth minister).
3. 2 Months - Make Confermations
   1. Call the site to make sure that you are still on the Calendar without conflict.
   2. Check with Kingdom and Baronial Chroniclers and Webspinners to see if articles are still being published.
   3. Send a short, summary email to relevant lists advertising the event.
   4. Announce the event in Courts.
   5. Start conscripting volunteers for specific tasks. Don’t forget field heralds.
4. 1 Month - Organize
   1. Check with Kingdom and Baronial Chroniclers to make sure the article is still being published or to make changes as the date approaches.
   2. Call the site; make sure you are still on the calendar.
   3. Repost updated information to webpages, list server, etc.
   4. Make announcements in Court.
   5. Get organized with checklists for the day, timetables for event and paperwork/copies that might need to be done.
   6. Finalized main volunteers and give them a listing of their duties.
   7. Attend officer meeting to give update.
5. Day of the Event
   1. Eat breakfast and try to eat other meals
   2. Announce in court the rules for the site and events for the day.
   3. Keep abreast with the baronial officers and ask for help as needed.
   4. Don't be shy to ask for help from anyone.
   5. Try to have fun!
   6. Remember thank all of your volunteers and people who attended during final court.
6. After the Event - Final event report
   1. Give yourself a few days to "decompress" after the event.
   2. Take advice3 and criticism in stride AFTER you decompress.
   3. Complete a final event report and present it at the next officer's meeting.