NOTE: These are local, procedural policies only. Nothing in these policies may be construed to revise Kingdom or Society Policies. Where policies conflict, the Kingdom or Society policy prevails unless we have received a specific waiver. Any area that is not addressed by this document should refer to the Kingdom and Society policies.

The following policy has been drafted in order to bring uniformity to the manner in which event proposals will be submitted for review at Shire business meetings, thereby alleviating any confusion that may arise during this process.

1. All event bids must be presented for approval by a general vote at a Shire business meeting six (6) months prior to the anticipated event. Extenuating circumstances may alter this timeline and should be taken into consideration (eg: snowstorm canceling a meeting, family emergencies, Royal Progress status, etc.)

2. Event bids must be submitted in writing, using the event bid form provided by the Shire's Exchequer or Seneschal.

3. Event bids must include a written budget of anticipated expenditures including:
  a) site rental fee
  b) equipment rentals (eg. dumpsters, port-a-johns, tables, etc)
  c) food purchases for each meal provided by the event (eg. Sat. breakfast, lunch feast, Sun. breakfast, and so forth)
  d) incidental expenditures (eg. insurance certificate, paper & sundry supplies & expenses)
  e) gate fees and anticipated break even point (number of attendees needed to cover all expenses)

4. Event bids should reflect the fact that the budget is an estimated amount, and may be subject to change.

5. Event bids should include a listing of autocrats, their contact information and membership expiration date (you must be a member to autocrat an event).

6. Significant changes to the bid after it has been approved by the Shire should be communicated to the Seneschal and the Exchequer as soon as practical. Examples of significant changes include:   a) site location change
  b) adding another aspect to the event, such as RP status
  c) date conflicts with other nearby events
  d) major financial considerations affecting total event budget in excess of $100.00 and more than 10% of the budget.

7. The best course of action shall be determined by the Seneschal after conferring with the autocrat and appropriate officers, and announced at the next Shire business meeting.

8. The final event report must be completed and submitted to the Exchequer (who usually assists in this phase of the process anyway) no later than thirty (30) days after the event.