These are my meeting notes from the 18 August planning meeting
At the meeting
Expenses: We expect to have a request for food advance and pewter at the Sep populace meeting
I need to contact Ivar regarding use of Fleet and the viking group’s propane torches.
We moved the kitchen to be on the same field as other central activities. We don’t want the food servers to have to traverse a slope to move large qty’s of food.
Porta Potties: We need 4 + a handicap arrival on Friday.
Charlies had a crash and lost his contract. We will try to locate last year’s and execute a new one for this year on the same template.
The Bear field will be used after court for Baroness Suzanne’s vigil.
We need to contact the Stargate seneschal to borrow their tables. Usual fee is $40 + driver is comped.
We shifted gate to use Iago’s wedge pavilion with a wall flipped up.
The usual gate garage is shifted to kitchen.
We still need one more garage structure for kitchen. Debora has covers, but both of her old frames had been destroyed by weather and were disposed of recently. Still seeking a donor or we will need to purchase an extra for the Barony??
Ivarr has agreed to coordinate takedown
Espeth has agreed to handle prize wrangling.
We need to remind feasters to bring their own seating.
We agreed on a tentative schedule:
| Start | Stop | Activity |
|---|---|---|
| 7:30 | Possible announcement of armor inspection | |
| 8:00 | 9:00 | armor inspection |
| 9:00 | 10:00 | Presentation and procession by order of precedence |
| 10:00 | 10:30 | Challenges within a field |
| 10:00 | 12:00 | Gentles brunch is available |
| 10:30 | 11:00 | Small group tactic challenges within the field |
| 11:45 | 12:30 | Group challenges between the fields |
| 12:30 | 13:00 | Lunch is available at Lion and Bear fields for all attendees |
| 13:00 | 14:00 | Bridge or barrier challenges |
| 14:00 | Champions will be announced and take on all challenges | |
| Laurel circle possibly at 15:00? | ||
| 16:00 | 17:00 | Probable A&S winner chosen/A&S Can be picked up |
| 18:00 | 19:30 | Feast will be served |
| 19:30 | Royal Court/Baronial Court | |
| 21:00 | Baroness Suzanne’s vigil |
The Acceps forms were completed and signed by Seneschal, Exchequer and Autocrat. They were mailed the following day.
Since the meeting
United Site Services was contacted for porta potty quote. It is much higher than last year. We have requested some clarification.
Mistress Seraphina was able to locate the contract for United Site Services last year showing exact qty’s and prices. I will try to use that to influence the prices.
She also found and sent over a photo of last year’s site contract.
Charlie has requested an insurance policy with Alamo River RV listed as named additional insured.
Czina is offering a 10’x20’ garage structure for use in the kitchen, however we will need to pick it up before the event as they are not likely to be on-site before Saturday.
The acceps deputy on 31 Aug has confirmed that she has received the form but is a little late in processing. It should be enabled this week.
