Info 101: Being an Autocrat

There are many things to consider when you are in charge of an event. Here’s a checklist to get you started.

• The Crown must approve all events. It’s easiest to email for approval.
• The Event must be announced 30 days ahead of time. I suggest announcing on the Duchy Yahoo group. Make sure all details are listed in the event announcement on the Duchy website calendar. Post as many details ahead of time as possible so people can plan for the event. Coordinate with the Canton/Ducal Chronicler or Ducal Minister of the Ether (Webmaster) if you are unable to access adding to the website calendar. FYI – you must be signed into the website.
• Who: You are in charge of the ENTIRE event. You may delegate, of course.
• What: What type of event is it? A Tourney, a War, a Demo? Is there a theme for the event?
• Where: You pick the event location and determine if it meets the needs of the event. Details about privies, fire usage, water availability, terrain, fire pits/BBQs, tables, if tents or awnings are allowed, can things be staked down, fees, clear directions and any site rules should be noted and added to the Event Announcement.
• If the site will be used again in the future, add site information and directions to the Event Locations section of the website.
• When: Choose a date for the event. Then choose a start and end time.
• Feast: You are in charge of determining if there is a Feast, what kind, the preparations for it and the serving of it. Another person may be designated for this task or you may declare a potluck feast. Make sure all details are listed in the Event Announcement.
• Classes: You determine if the event allows time for Classes to be offered. You may run one yourself or put out a call for anyone who would like to provide one. FYI - Classes must be announced 30 days ahead of time and have 10 participants to count. It’s the responsibility of the person running the class to provide details.
• Coordinate ahead of time for the Ministers to do their portions of the Tourneys.
• Court: Determine when, where and how Court will be held. I advise to touch base with the Crown or other officiating party ahead of time so that you are in sync.
• Schedule: Determine what the schedule will be. Post it in the Event announcement if possible or have it announced at morning Court. Coordinate with the Herald for announcing happenings throughout the day.
• Forms: Print copies of each of the sign in sheets – Event, Ministry, Combat, Archery, A&S. You will need multiple copies for Combat, Archery and possibly A&S as the Sergeant/Bowman lists and Knight/Huntsman Lists are supposed to be recorded separately. If it is a large event, you may need multiple Event and Ministry forms as well. All forms can be found in the Library section of the Imperial website.
• If the Steward or Rolls ministers are not present at the event, you are in charge of the forms and fees. After the event you are responsible for getting the forms and monies to the appropriate minister. FYI – all cash monies must be converted to a money order before being turned into the Ducal level. Checks can be made out to “Duchy of Alhambra”.
• Update the Yahoo groups and website calendar with additional/changing info as time gets closer to the event.
• Arrive 15 to 30 minutes ahead of time for the event, or more if set-up is needed. You are responsible for coordinating things as people arrive.