Event Planner Outline
At least 90-180 (or more) days in advance:
Choose to run event
Develop theme
Develop activities
Choose staff
Deputy Autocrat
Goon Squad (Setup and teardown)
Marshal in Charge
Archery Marshall
Fencing Marshall
Thrown Weapons Marshall
Equestrian Marshall
Merchant-o-crat
Troll
A&S Supervisor/Coordinator
Liaison (Baronial and or Royal)
Feast-o-crat
Herald in charge
Chirurgeon in charge
Youth Point/ Minister of Youth
Choose date (Check calendar and make sure you are not violating the “100 Mile” Rule)
Choose site
Create bid (including projected budget)
Present bid to group
Contract for site – copy to exchequer for payment
Design/acquire/make Site tokens
Send invites to Their Majesties, Their Highnesses, and Their Excellcies
Brief Seneschal privately or at staff meeting
Coordinate with group officers who have special duties (Chatelaine, etc.)
60 -90 days in advance
File paperwork
Insurance
Pale ad/ Calendar entry
Google Map to Site
Web minister
Confirm receipt of paperwork
Assemble needed gear for event (Troll Box, list ropes, hay bales, radios)
Update Group to event progress weekly (or at regular meeting)
30-60 days before event
!!!! Confirm Pale ad!!!!
1 week before event
Confirm attendance by Royals/Baronials
Address any special needs (Royalty room, snacks, etc.)
Meet with full staff to address any last minute issues
Create emergency phone list
Create on site signs and flyers/ have printed
Plan out road sign placement and detail person to do so
Day before event
Setups
Gather needed Paperwork (Troll sign in, NMS Forms, lists)
Day of event
Set up troll first thing!
Till
Site tokens
Parking passes
Sign in sheets/ waivers
Troll Sign
Clip boards
Pens (A lot of them)
Tape
Notepad
Road signs (1 hour before site officially opens at least)
Make sure staff is on site 1 hour prior to opening and in place at opening time.
Detail Goon squad for last minute setups or changes
Let your staff do their jobs!
Guard detail for Royalty room
Post event
Site cleanup
Return rental equipment
All funds to exchequer including receipts
Complete walk down of site
Retrieve road signs
Next business meeting
Post-mortem
Reports all filed (Marshall, herald, etc.)
Who’s Who and general duties
Autocrat-Person in charge, problem solver and planner.
Deputy Autocrat- 2nd in command, to take charge if the autocrat cannot fulfill their duties. Answers directly
to the Autocrat in all event matters.
Marshal in Charge – Warranted marshal in charge of all marshal activities also in charge of all heavy
weapons combat (usually). Answers directly to the Autocrat in all event matters.
Archery Marshall-Person in charge of all archery and missile ranges. Answers directly to the Autocrat in all
event matters.
Fencing Marshall-In charge of all rapier and cut and thrust combat. Answers directly to the Marshal in
charge.
Thrown Weapons Marshall-In charge of all thrown weapons ranges. Answers directly to the Archery
Marshal in charge.
Equestrian Marshall-In charge of all equestrian activities. Answers directly to the Marshal in charge.
Merchant-o-crat-In charge of all merchant related activities. Answers directly to the autocrat.
Troll- In charge of all matters concerning the gate and admission waivers. Answers directly to the autocrat.
A&S Supervisor/Coordinator- In charge of all classes and their scheduling. This also includes performances.
Answers directly to the autocrat.
Liaison (Baronial and or Royal) In charge of all matters concerning visiting individuals of title and rank.
Answers directly to the autocrat.
Feast-o-crat-In charge of all matters concerning food including but not limited to feast, lunch taverns,
breakfasts and snacks for the liaison to present. Answers directly to the autocrat.
Herald in charge-In charge of all field heralds, criers, and liaison to the designated court heralds. Answers
directly to the autocrat.
Chirurgeon in charge- In charge of chirurgeon’s point and all field chirurgeons and matters within their
purview. Answers directly to the autocrat.
Youth Point/ Minister of Youth-In charge of youth point and all youth activities. Answers directly to the
autocrat.
Goon Squad- Grunt labor, fill in staff and general assistance as assigned. Answers directly to the Deputy-
autocrat.
Autocrat Marshall Archery Thrown
In Marshall Weapons
Charge Marshall
Deputy
Autocrat Fencing
Marshall
Goon Squad
A&S
Coordinator
Herald
In
Charge
Chirurgeon
In
Charge
Merchant-o-crat
Royalty
Liaison
Troll
Minister
Of
Youth
Feast-o-crat
Remember all warranted officers (Marshall. Ect) have their own chain of command to follow. Any
interaction with them is a courtesy on their part and should be respected as such.