[Artemisia] Barony of One Thousand Eyes Uprising Cancelation

Wed Jun 15 11:48:04 CDT 2016

Thank you for clarifying, Madam Seneschal. I am sure everyone has a much better understanding now.
Illora

-----Original Message-----
From: artemisia-bounces at lists.gallowglass.org [mailto:artemisia-bounces at lists.gallowglass.org] On Behalf Of Helena Boccardi
Sent: Tuesday, June 14, 2016 6:44 PM
To: Artemisia at lists.gallowglass.org
Subject: [Artemisia] Barony of One Thousand Eyes Uprising Cancelation

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.

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