The An Tir Autocrats Handbook Current Discussion
The current topic under discussion is "Putting together an Event Bid".
What information should be included? How do you figure your break even? What expenses will you have? Suggested format?
--Khalja
I generally include everything I can think of. First off, is the event indoor or out, is there a feast? Do you need porta-potties? what sort of rentals are needed other than the site itself? Is the event one that is run every year or is it a "non-repeater"?
Maybe what we need is a(several?) check list(s).
feast, indoor
site
kitchen facilities
chairs and tables
dias
decorations
who is the chief cook
menu
feast, outdoor
site
kitchen facilites
where will everyone sit
who is chief cook
menu
tourney
site
camping or daytrip
potties needed
eric
other activities
marshall
herald
royalty
--Ilaria
I know that we have a few exchequer types on this list...
I found an event financial report spreadsheet on the sca.org website:
http://www.sca.org/officers/treasurer/eventfinancialreport.xls
Is this a required form for the exchequer office? I ask because if the form is required, we should probably tailor the expense catagories in our event bid discussion to this form.
Anyone in the know want to fill me in?
--KhaljaThis is indeed an important procedure.
This is the area that causes the most difficulty from the standpoint of the Exchequer as well. These calculations are the core of financing the local group and ultimately the kingdom. There are some well intentioned people who believe that since we are a nonprofit organization that we should never make a profit or keep any financial reserves. WRONG. Nonprofit simply means that individuals can not take money from the funds for their own personal benefit.
To determine the break even point, add up all expected expenses which is the number of dollars needed to break even. To determine the number of attendees needed to break even, divide expected expenses by the expected average gate fee. Member and nonmember percentages can by obtained from experience at prior events and/or the Kingdom Seneschal or Exchequer. The total attendees can be determined at the gate as registration proceeds so the autocrat will be able to monitor the financial status quickly.
The event financial report form is indeed required to be filed by the autocrat of each event. Jean Louis generated the form, to the best of my knowledge, and may be able to modify it without someone else having to rebuild it completely.
-- Alanus, ex-Exchequer
Good information, Alanus.
I think that if the information is required then the financial portion of the bid should be written with that form in mind.
A bid is not just a financial projection though. It can and should include the following sections:
--A summary of the event theme or type.--Autocrat contact info
--Staff information
--Site information (besides cost)
--Proposed Dates
--Budget
Have I missed any other sections that should be covered?
--Khalja
I would like to add:
Are you going to have merchants?
and are you charging a merchant fee?
--Peg
I'm preparing to combine the information put forth so far on this subject and I find myself pondering my past experience in presenting bid proposals to council.
My very first bid proposal was _very_ thorough. I think it was something like 4 pages long or something. My last one was like a half page and most of that was budget.
I noticed that the more information I gave the council, the more they debated the proposal. The less I gave them, the shorter the discussion.
Has anyone else had this experience? It seemed that the more I tried to anticipate and answer the questions, the more nitpicky the questions were.
What have other members of the list found? Any words of advice on presenting an event bid?
--Khalja
I did exactly as you described for my "first time" presentation and had pages of research and documentation and used the detailed budget page provided by our Exchequer. I felt I needed to give as much information as possible because I am new to this and I wanted to engender trust. This had two-fold results! Many described my presentation as "too lengthy" and I was advised to just give a "teaser" next time; the same reasons applied that were mentioned here on the list -- to much to nitpick and argue about. However, many more folks approached me in the hall, parking lot, or by e-mail after the meeting and complimented me on my research; a typical comment was, "Thank you for explaining WHY we are having this event, it's the first one I've been excited to attend because I knew the background for the country, time period and celebration."
My humble opinion is that it depends on the experience level of the autocrat how much information is necessary. I doubt I would have been approved if I'd just said, "I'd like to do a Candlemas-type event, please." I could be wrong, of course, but because I have no track record with the Shire, I wouldn't have blamed them if they didn't trust me.
I wonder if there isn't a way to give the briefest possible proposal, but then maybe have some copies of research and information for anyone who wishes to know more? As a newcomer to autocrating, I would be terrified to present a half-page; but, if I *had* the information to share if asked, I'd feel more confident.
Well, back to Crier copy and "simplifying directions!" Thanks for listening and thanks for all your wonderful information,
--Fionna
Budget? Why would you want to see the budget?
There was a financial review performed on an event some time ago where the above answer was given. The rest of the reply went, "Why would you want to see the budget, we never used it except that it was required when we submitted the bid for approval." Budgets are real. If expenses overrun the submitted budget you are supposed to get approval for further expenses from the Seneschal. For a Kingdom level event that means the Kingdom Financial Committee (Crown, Seneschal and Exchequer acting together - no one of them alone can authorize your request for a budget increase. See Kingdom Financial Policy).
Once approved as part of an event bid the budget is binding upon the autocrat. For Kingdom events the autocrat can go up to 10% over budget on their own authority but must be prepared to show why the extra expense is justified to the Financial Committee. Expenses the go more than 10% over the event budget must be preapproved by the financial committee. These precautions were made to assure that cost overruns were carefully considered by more than one person and thus avoid unwise decisions or potential abuse of resources for personal benefit of individuals. Failure to have a policy regarding such matters endangers the Kingdom's tax exempt status. Failure to follow the procedures, once established, endangers the autocrat and branch officers.
Fortunately, An Tir has not had its butt kicked by the SCA, Inc or the IRS. As the old Exchequer reminds us, "One should always try to avoid being the first one in line for such an experience."
-- Alanus - Old Exchequer
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