DRAFT
Guidelines for an Event Steward/Autocrat
 
Have you read and fulfilled the "Guidelines for Choosing an Event Steward/Autocrat" criteria
 
1 What does an Event Steward need to have?
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 		 You need to apply in writing using this form. A copy of the form is to be delivered to the Seneschal and the Exchequer. This application form, when signed and returned to you,  becomes your Event Permit.  

After the event is finished, you need to complete an Autocrat's Report. The Seneschal's handbook has a copy in it. A copy of this report is given to the Seneschal and to the Exchequer. 
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 In order to be an official event, it must be published in the Tidings with directions to the site, date and  time, address, fees, contact information for event staff/organizers. To be an official event means that  awards can be given out.
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 Who do you need as your basic staff?  Each staff position (listed in order of importance) links to specific duties.  
A gatekeeper or troll  
A cook or feastocrat 
A butler who coordinates with the cook 
Someone to organize cleanup 
Bartender, if applicable 
Other designated individuals to help with specific activities such games, competitions, dancing, music, etc. 

Fighting, Fencing and Heraldry are usually done by the appropriate Canton/Baronial officers. If not, then these activities must be coordinated with appropriate Canton/Baronial officer.
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  Budget/Costs/Fees  

There are 3 main parts to an event budget: 

- Site including miscellaneous costs 
- Feast 
- Bar (if the event is "wet") 

Each of these parts ideally pays for itself.  For example,  if 100 tickets at $10.00 each are sold for feast but the cook is cooking for 150, the feast budget is maximum $1000. Sometimes the feast budget is 80% of the total amount expected.  In this example, the budget would  be $800.00. 

Advances are organized with the Exchequer. 

Floats for Gate, Lunch, and Bar are organized with the Exchequer. 
 
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 How many people are you expecting?  What activities are you planning for your event?  
     Fighting?  Fencing?  Dancing? Classes? Feasting? Merchanting? A Bar?  

Do you have a theme?  Do you want a theme?
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 		 Now that you have made some decisions based on the above sections,  here are some things to consider when looking for a site:  
  • When you are looking for a hall, add 50-75% to the number of people that you expect.  For example, if you are expecting 200, look for a hall that has a fire code of 300-400. Is this number seated or auditorium style seating.   Remember, we all bring Lots of Stuff. 
  • Crown Tourney requires 15' high ceilings
  • Fighters and Fencers really appreciate hot showers and big rooms to fight/fence in. 
  • Cooks really appreciate an industrial kitchen with exhaust fans that work. 
  • Cooks and servers appreciate a kitchen and feast hall that are very close together. 
  • Dancers would appreciate dancing space during the day that does not conflict with the fighters and fencers. 
  • Everyone appreciates large change rooms, washrooms, lots of free parking.  Good public transit is a bonus. 
  • For Practicum, lots of rooms for classes. 
  • Bar tenders need space and appreciate a refrigerator. 
  • Silent and/or Quiet rooms.  These are two different rooms. A Quiet Room is a room where parents can take children for some quiet time or where people can go and talk away from the noise of the event. A Silent room is a room where there is no talking at all.
  • Think about traffic flow in the site building.
  • Signing - indoors and outdoor.  Maybe have a map drawn of the site.
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 		 Ask questions of previous autocrats of your event. Ask questions of previous autocrats of events larger than yours.
9 Have fun and enjoy your event.
 

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