Toland
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Event Bidding Document
This document details the process by which event dates are chosen and then filled by units and other entities deemed eligible by E-board to run events. This is meant to be a guideline offered to all parties to make sure they are on the same line of thought when it comes to scheduling events in a season, and to make sure all parties, both the Eryndor Executive Board, and the groups that are trying to host events, know what will be expected of them throughout the process of determining the event schedule.
This process works in four phases, stretched out over several months, in an attempt to not only distribute the work of schedule planning to minimize the amount done at the annual event scheduling meeting. There are time frames and specific incidents listed for the phases, but these are meant only has a strong suggestion, and if the executive board or unit council determines that these dates do not work for their respective groups for whatever reason, then they may change them as they see fit.
Phase 1
Pre-determining Event Running Eligibility
This phase starts at the season closer of the previous season and ends at the annual Eryndor Holiday Dinner. Should, for unforeseen circumstances, the Holiday Dinner not take place, then this phase ends on the arbitrary date of December 16th.
During this phase it is the responsibility of any entity that is not a current Probationary, Active, or Full unit of Eryndor to make their intention of running an event known to the Vice President. They must present to the Vice President the following:
- A list of names, with contact information, of those who would be in charge of the event.
- Proof of experience of running events in the past. If nobody on the list of contacts has experience running an event, it is suggested that they approach an Active or Full unit of Eryndor about cohosting an event to gain the aforementioned event running experience.
- A concept of the storyline for this event. It doesn’t need to be as detailed as the write-ups that are requested later in this process, but it does need to be enough to prove that there is a reason for the desired event to exist in the storyline of the realm.
The vice president then takes this to the executive board, who in turn votes if this entity can host an event, requiring a simple majority.
This process is similar to that of petitioning for unit status, and that is very much on purpose. The idea is to let groups that are either region based, too small to become a unit on their own, or have no desire in becoming a full unit of Eryndor, to run an event if they choose. The entity basically becomes a semi-unit, with the only right to host or co-host events, that has a lifespan of the season they are petitioning for an event in. The details of who is eligible for this is purposefully written with very open language to allow flexibility amoungst those who apply for this status, while still requiring the vote of the Executive Board, much like we would for a unit, whose main purpose is to run an event.
Phase 2
Determining the Event Windows
This phase starts at the holiday dinner, and once again should unforeseen circumstance prevent a holiday dinner, then this phase begins with the end of Phase 1, on December 17th. This phase ends two weeks before the event planning meeting. Having a two week period between the end of this phase and the event planning meeting is very important and should never be cut short, in order to allow the units time to determine which windows work best for them.
During this phase it is the job of the executive board, and any other in the realm who they wish to help contribute, to compile a list of events that are scheduled for the upcoming season. This includes Ragnarok and all other national scale events currently listed in the by-laws that Eryndor is to adjust their schedule for, along with any other events announced by our neighboring realms that we know about. This should also compensate for the Pre-Rag practice, which should be placed on the schedule at this time.
Using this information, it is the job of the President (or a delegated E-Board member of their choosing) to establish date ranges for events for the upcoming season. Date ranges are to be a minimum of two weeks but are recommended to be three weeks in length. Once the event windows are picked, they are to be published on the Eryndor Runboard and Facebook pages immediately. Adjustments can be made to these windows after they are established, but should remain as close as they can to their original windows.
Last edited by Toland, 2/17/2014, 4:19 pm
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oi.
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7/17/2013, 8:42 pm
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Toland
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Registered: 03-2009
Location: Furytown
Posts: 216
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Re: Proposed New Chapter Document
Phase 3
Planning to Bid for Events
This phase takes place from when the event windows are published until right before the annual event planning meeting. It should be at least two weeks in length.
During this phase units are expected to plan not only what events they wish to host, but what events they are capable of hosting, noting any other outstanding obligations or intra-unit personal events. This will let them be best prepared for the meeting. Units are encouraged to talk to other units about co-hosting during this period, with the intention of picking out dates for their possible co-host events.
Other things units should keep in mind during this phase –
- Will this event be a campout or a day-event? This must be decided before bidding.
- What date in the event window do you want? You need to have this picked out before bidding.
- What’s the storyline for this event? Could any of the other units or individuals in the realm be involved in this storyline? If so, they should be contacted. You need to have a basic storyline write up to be able to bid on an event.
- Where is this event going to be physically located? Is the park okay with dag? Have you talked to anyone yet? Having a set location for an event (or at least a city) before you ask for it is going to help your bid a great deal.
- Got any bitchin ideas for your event? Get ready to explain them. Sweet battles? Draw them up! The more work you put in now, the more likely you are to be given an event. Besides, it’s less work to do later!
Phase 4
The Event Planning Meeting
This is the last phase of the event bidding process.
During this meeting the executive board will start with the asking all eligible parties is any events are desired outside of the before the first bidding window or after the last. These events are considered outside the season for attendance/active purposes. The e-board may choose to approve or deny any requests made for other events, using the voting procedure listed below.
After this, E-Board starts the bidding with the first event window, which would be considered the season opener regardless of other events that may appear later, and work their way down to the season closer. During each window, all units and other entities that may host events may place a bid for that window. They are to present all information they have for that event, including but not limited to the list of things found in Phase 3.
After hearing all pitches for events in a single window, e-board votes to determine which group receives the event. If one receives a majority, they are given the event. If no majority is achieved, the following happens:
1. If anyone abstained, they are no longer allowed to for the rest of this event window and must vote. The rest of e-board does not vote again. If there is still no majority, go to the point 2.
2. If two groups tied for first, all others are removed from the bidding, then e-board votes. If there was no tie for first or there is still no majority, go to the point 3.
3. If one group had a plurality and the others were tied, the group with the most votes is locked in and a vote is held amoungst those who were not in the lead. If a group achieved a majority or plurality of that vote, a vote is then held between them and the group who was locked in with the previous plurality. If there was no plurality or there is still no majority, go to point 4.
4. If the tie is completely split with all e-board members voting for a different group, ask all those who are bidding to consider another window. If this drops the number of units bidding to below the number of members of the executive board, then start the vote over. If not enough units drop out, the President eliminates groups until this is true, and then the vote starts over again. If a majority is not achieved then moved to step 2 or 3, depending on the situation. If this process runs twice without selecting a unit, the President chooses who win the event bid.
This process runs through all events on the bidding windows list until the season closer is bid upon. If any event windows were not bid upon by any entities, they are now opened again and units and entities are allowed to place bids on them, along with the president who may now place a bid for a pot luck practice on any of these event windows. After a pass through any available event windows, they are all closed and the event schedule is set.
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oi.
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7/17/2013, 8:43 pm
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