[SCA-AE] Event Conflict

[tessathehuntress]

Actually, I was specifically talking about Coronation, which will normally
fall on one of 3 different weekends.  The other kingdom events are on
rotation.  Personally, I've never understood why the weekend of 12th night
and AE academy can't have other events. I think we are trying too hard not
to have multiple events on the same weekend.  Our kingdom is big enough, IMO
to have 2 or 3 events on the same weekend, especially if they target
different groups of people and aren't close together (physically).

I think the biggest problem we have with kingdom events are getting bids.
We shouldn't have to feel like we are pulling teeth in order to get one or
two bids for a specific kingdom event.  If we could actually get bids early
enough, there's no reason why the schedule couldn't be set within a week or
two of the heirs being determined.  Instead, sometimes we are scrambling
just trying to get "a" bid for a specific event.  Saying Coronation can only
be a specific weekend isn't a good idea, when that could rule out some sites
and bids.  The goal, IMO is to figure out how we can get more bids, earlier.

Actually, I think maybe we should review our current bid system and see if
there are changes we could make, that would encourage more groups to want to
host them.  I think if we knew crown, 12th night, AE academy  will be in a
given region, then a different region could have an event the same weekend,
but that means we need bids from each region when it's their time on
rotation.  It would also be really nice to have multiple choices from the
same region.  I remember having to ask to even get any bids for one of our
crown tournies and in way, we had to request it, because we hadn't gotten
any bids for it.  If we have this hard a time getting bids for events with
established rotations, expecting the crown (upcoming) to basically find/plan
their own coronation isn't realistic, especially with everything else they
need to plan.

I also wondered, since it seems that some groups don't realize when a
kingdom event should be in their region, if it would be helpful, when
looking or considering making a bid.. if it was posted in the AEstel, like a
year in advance, the event (like 12th night).. recommended/preferred
weekends and looking for bids, especially from x. region.  That way, it will
be a reminder, when groups are planning their calendars.  Perhaps, we should
encourage bids from across the kingdom, at the beginning.  Then, if no bids
come in or none that will work from a specific region.. we'll already have
some other choices.  Instead of waiting until after a deadline for bids
outside a specific region, we'll already have other choices?  It can be hard
to try and find a site, after the deadlines.

Perhaps what we need to do is figure out why more groups aren't interested
in holding kingdom level events.  I know we found out during our first reign
that some groups thought all of the profit from a kingdom level event went
to the kingdom.  A number didn't realize that the kingdom would cover any
losses from the event (within reason and if it stayed on budget).  Some
groups that only hold one event a year, didn't want that only event to be a
kingdom level one, because that's where/how they get their money for the
year.

Maybe we should figure out a different way for the kingdom to make money.
Instead of the kingdom getting ~50% or more from each kingdom level event,
instead the kingdom gets 5% or 10% from each event that makes a profit
(exact percentage can be adjusted).  Then groups that hosted kingdom level
events would make more money from the event.  Some people told us they
weren't willing to host Coronation, because they didn't think it was fair
for the kingdom to be making that much proft from their hard work.

Maybe there is something we can do to encourage more groups to make bids.
Maybe it's time to change up how we do kingdom events, some of them, at
least.  I know for me, it was difficult when we had planned our summer
events and told autocrats which ones we were going to.. to find out we had
no event bids for AE academy and after trying to get some bids, the ones
that came in were for a different weekend (not the one established for it),
which meant we would have to cancel our original plans.  IMO, that's rude to
the autocrats/groups that we were going to attend, especially when it's an
event that was going to hold a kingdom championship.  Sometimes, we can get
creative and figure out compromises and other solutions, but not always.  I
think our current laws on kingdom events, rotations, etc.. are causing more
problems then providing good solutions.

It's very possible that changing up our current system of kingdom level
events, rotations, etc.. could cause more problems.  I really think it's
time to collect some creative ideas on different ways things could be done
and see if that improves things.    We could go to these 4 events
(coronations and crown tournies) or all 6 are set in stone for which weekend
(make it just one weekend, unless no bids come in at all, by x time), but no
rotation.  Maybe we would get more bids that way.  If the weekends are set,
potential royalty would know that they would have to be there and choose
whether they could enter that crown.

Perhaps it's time to figure out as a kingdom what we do want the most.  Do
we need the money from the kingdom events more then we need them rotating
thru the kingdom.  Would it be would worth considering.. maybe setting 12th
night for the central part of the kingdom, to make it more convient for
everyone?? I know some kingdoms where a specific "kingdom event" is held at
the same site/same group every year.  The staff is from across the kingdom
and the kingdom pays all expenses and makes all of the profit.  There are
"bids" on who runs it, but it's not thru a specific local group.  I don't
think that would be fair or good to do with every kingdom event, but it
might be a good option for 12th night, especially if there is a group or
area that would like that.

Perhaps instead of having different landed groups "hosting" kingdom level
events, we should have specific people, orders, guilds, etc.. host them,
just aiming for specific "regions".  I can see some potential problems with
that idea.. but it's a different option.

I think it's time for all of us to be creative and see if there are better
or different ways of doing our kingdom events.  Maybe it's time for a
change, since our current system does have some major flaws..  if it didn't,
we would have more event bids.  Maybe we should see what would encourage
more bids.

Tessa



So, we are to keep 15 weekends a year "sort of" open for Kingdom
events.  Now, add in the 5 weekends that Pennsic eats up (that's 3
weekends for Pennsic plus the 2 surrounding it when you don't get
folks wanting to go to events), plus 3 or 4 that are holidays
(Thanksgiving, Christmas, New Year's, Easter, even Mothers' Day (!)
gets in there).  That's almost half a year.  Even if you reduce the
"Kingdom weekends to 10 (2 per event), that's twenty weekends
effectively used up.  How do you reduce that number?  I don't foresee
any changes to the mundane holiday system, nor to the Pennsic crunch.
That leaves the Kingdom's own schedule.  Why is it so hard, if you
think you've got a good chance of winning Crown, to have a site
tentatively chosen for a specific weekend?  Do you see it as a jinx to
get ideas together beforehand?

I would rather have the Crown inconvenienced than the local groups.
With Pennsic moving earlier, with money getting tighter, with more
groups forming (a GOOD thing for the SCA, by the way), I think it
should be viewed as the responsible thing to lock Coronation, Crown, &
Twelfth Night to specific weekends.  If this means changing the
Kingdom's way of approaching recruiting groups to hold Crown events,
so be it.  (One thing would be to be able to say to a group that if
they get the successful bid, the Crown won't be overriding their bid
for its own, perhaps very good, reasons).  That certainly has to be
easier than a raffle/lottery/auction/NFL-NBA Draft for dates for events.