[Artemisia] Barony of One Thousand Eyes Uprising Cancelation

[Helena Boccardi]

Greetings,

The financial committee has seen the necessity of presenting all the facts
of why Uprising was cancelled. This decision was not made lightly and
there were
many factors that came into play that resulted in the unanimous decision of
the Baronial Financial Committee to cancel Uprising 2016. ​​

The Baronial Financial Committee received the preliminary bid for Uprising
2016, but the bid was not complete. It did not include prices or any
 required information for the local Knight Marshal or Minister of Arts and
Science (MoAS), and did not include signatures. These requirements must be
met if any classes or heavy fighting are to take place.​​​​​​ The next
 updated bid still did not contain the information for the marshal or MoAS,
 didnot have all the signatures, nor did it include equestrian insurance,
but did have gate prices. ​​​The event steward was informed by the
seneschal that
the required paperwork was not complete and must include an event
announcement for submission, so that preregistration could
begin.​​​​​​​​On Feb.
18th a budget, that included the equestrian insurance, was brought to the
financial committee. It was approved. However, it still was not complete. The
Seneschal got the required signatures and information for the Knight
Marshal and MoAS, even though the correct current form was not used.​​ There
was an emergency meeting about Uprising since there was concern over the
 attendance numbers due to the conflict with 50 year. We, the financial
committee and the event steward, brainstormed to reduce the budget
from $23,761.60
to $11,408.60 which is a reduction of roughly half.  ​​The preregistration
numbered 105 and it was stated that we needed 150 in order to proceed with
the event. With 105 preregistered the event would receive $4,200 which is
less than half of the budgeted expenses of $11,408.60. ​​​​​If the
non-preregistered at gate equals the preregistered, the event would only
earn$8,400 which is a $3,000 loss.​​​

The steward gave the financial committee information about the cost of
tables and chairs. The business needed a deposit in order to reserve the
tables and chairs. The financial committee requested information on their
cancellation policy, which was not provided, and a deposit check was not
requested. The financial committee was also informed that he discussed
prices with the port-a-potty and dumpster companies. He was asked to
forward the conversation to which he agreed but never sent.  ​​​​​​​When
asked about tokens at the April meeting, the event steward did not
have anything
arranged yet but was looking into it, the financial committee did not hear
anything further.  Other miscellaneous items that are needed (i.e. trash
bags, land allocation materials, batteries, etc.)were not picked up and
checks were not asked for.  As far as the financial committee is concerned
none of these items are arranged for, or paid for.​​

The financial committee was not made aware of any arrangement to have
someone pick up the trash in the main area,setup/takedown, or preparation
of the gate and class schedule books. The event steward did not talk to the
officers about what they had planned for the event except, when he was
asked to by the Seneschal.  So the financial committee was concerned about
communication.   ​​​​​​The event steward chose not to start an event page
which allows for better advertising of the event, and when he was informed
that preregistration was up he did not notify people it was open. Instead, the
Seneschal posted on the Uprising War and the Baronial Facebook page, and no
other invites were sent out. The event steward did not answer questions on
the Uprising War Facebook page until he was asked to on April 28th, although
most questions were answered by other administrators. ​​​​​​​​​There was no
request for teachers for Uprising so there was only one class and by this
time last year, the teachers had already known and a schedule was started.

The Barony does not have a list minister, youth weapon marshal, or thrown
weapons marshal; so unless someone was asked to do these jobs we would not
be able to have a tourney or any thrown weapon activities.  The youth
minister for the Barony of One Thousand Eyes will not be attending the
event and no deputy with a background check exists in the Barony so
children activities would not occur.  These are concerns because the
financial committee needs to ensure that the event will go over well in
addition to not bankrupting the barony, so the financial committee is
concerned about quality of the event.  There would be little to no royal
attendance, as well as other peer attendance which could affect the
attendance and activities at the event.

An email was sent out about an emergency meeting that needed to be held to
address the concerns of the event in May. In the meeting the financial
committee discussed the financial concerns, communication problems,
and the lack
of organization for the event.  A polling of those in attendance was taken
resulting in six to keep the event and twelve to cancel Uprising War.

In summation:  The event stood to lose at least $3,000 or more,as we did not
have any firm prices or agreements with any vendors. There was a severe lack
of organization and communication. The financial committee would be happy
to publish any budgeting or event paperwork that they received.


Barony of One Thousand Eyes Financial Committee