Submitting a Bid for Æthelmearc Æcademy and War College
- When is Æthelmearc Æcademy and War College held?
- Who can host Æthelmearc Æcademy and War College?
- My group is interested in hosting Æthelmearc Æcademy and War College. What must we do?
- What are the required positions* needed to run an Æthelmearc Æcademy and War College? What specific duties are the hosting group responsible for?
- What makes a site suitable for an Æthelmearc Æcademy and War College?
- We want our event to stand out from previous Æthelmearc Æcademy and War College sessions. What can we do to personalize it and make it special for us as well as for our guests?
- I still have questions. Whom should I contact?
When is Æthelmearc Æcademy and War College held?
By Kingdom Law, the preferred dates for Æthelmearc Æcademy and War College are:
- Spring = 3rd Saturday in June
- Fall = 2nd Saturday in November
Who can host Æthelmearc Æcademy and War College?
Æthelmearc Æcademy and War College moves from region to region throughout the Kingdom, according to a schedule set by the Kingdom Seneschal. For a listing of which region hosts when, go to XXX
Any group in the designated region is welcome to submit a bid. The group whose bid is selected by the Royalty will be the next host.
My group is interested in hosting Æthelmearc Æcademy and War College. What must we do?
- Obtain your group’s authorization to submit a bid.
- Determine who in your group is willing to fill the required positions. (See below.)
- Find a suitable site. (See below.)
- Submit a completed Æthelmearc Kingdom Event Bid Form by the bid deadline (Spring bid deadline = the previous September 1st; Fall bid deadline = April 1st).
NOTE: The selection process will take a minimum of 6-8 weeks. If your site requires a deposit to hold the date, be sure to mention this in your bid, especially if there is a need-to-know-by date that might impact getting your deposit back.
- Wait for a decision.
What are the required positions* needed to run an Æthelmearc Æcademy and War College? What specific duties are the hosting group responsible for?
The host group provides the following staff to run the event:
- The Autocrat is the primary contact person for anything related to the event itself (but not anything related to the classes). The Autocrat works hand-in-hand with the Class Coordinator, the Chancellor, and the Æcademy Web Minister.
- The Head Cook oversees the meal(s) served at the event and organizes manpower to prepare and serve the food. Most Æcademy sessions provide either lunch or an all-day sideboard. If desired, groups may also offer an all-day hospitality table (coffee, tea, cookies, etc.), a mid-afternoon snack, or a feast following the classes; the additional expense for these should be included in the event fee.
- The Kitchen Staff assist with preparing and serving the food.
- The Reservations Clerk accepts preregistrations and organizes manpower to staff the registration table (aka “Troll”) the day of the event. For out-of-town guests, it is helpful to have available at the registration table a list of local restaurants (fast food and sit-down) and a list of local hotels (with distance from site, prices listed including tax, etc.).
- The Registration Staff greet guests, collect event fees, pass out site/class booklets, and answer questions as needed.
- The local Web Minister works with the Autocrat to ensure that an up-to-date event announcement – perhaps containing more detail than the “teaser” on the Kingdom Event Calendar — is posted on the group’s web page.
- The Work Crew helps with site set-up and clean-up.
- The Class Coordinator is the primary contact person for anything related to the classes. The Class Coordinator works hand-in-hand with the Autocrat, the Chancellor, and the Dean. (Note: This position may be assisted by – or, if needed, filled by — someone from the Æcademy staff.)
- Warranted Marshals must be present during hands-on War College classes. (Note: If needed, the Dean of the War College can assist with enlisting help from marshals outside the local group.)
- (optional) If Royalty plan to attend, the Royalty Liason communicates with the Head Retainer prior to the event to discuss the Royalty’s needs and preferences. The Royalty Liason ensures that the Royalty Room is ready for Their Majesties’ use when They arrive. After the Royalty have left the site, the Liason returns the Royalty Room to its pre-event state.
- (optional) A Crash Space Coordinator matches event guests (especially out-of-town teachers) with local hosts. Contact information for the Crash Space Coordinator must be included in the event announcement.
* Don’t have enough local manpower for all these positions? It’s okay to ask neighboring groups and the Æcademy staff for help!
What makes a site suitable for an Æthelmearc Æcademy and War College?
The site must include space and facilities for both gentle and martial arts. This may include a combination of classroom spaces plus large-space areas. It must be large enough to accommodate the expected number of attendees. Finally, the rental fee must be such that the event, with a reasonable attendance, can expect to break even or make a small profit.
In addition, a suitable site offers:
- accessibility to those with limited mobility
- 4+ rooms with adult-sized desks or tables and chairs.
- a large space for court/common room (Hint: When looking at dining halls, remember that SCAdians – with their feast gear baskets, coolers, hooped skirts, etc. — take up more room than modern diners. These items take up space along the edges of the room and between tables, limiting the space available for tables and seating.)
- outdoor space or indoor space appropriate for hands-on martial classes, youth as well as adult. (Note: For indoor spaces for martial activities, check ceiling height and floor coverings for suitability.)
- sufficient bathrooms to accommodate expected attendance.
- changing areas (NOT bathrooms) for men and women.
- space near Troll for teacher sign-in and limited class sign-up table(s).
- a Royalty Room, or, at minimum, a space where Their Majesties may sign scrolls in privacy. (Note: If Their Highnesses also attend, a separate room/space should be provided for them as well.)
- sufficient parking to accommodate expected attendance. (Note: If Royalty attend, it is helpful to reserve 3 “close parking” spaces near the main hall for them and their retainers.)
Desirable site amenities might include:
- space suitable for dancing instruction / classes
- room with access to water for scribal classes
- a coat room or storage area where folks can stash stuff like feast gear baskets, coolers, etc.
- a children’s play area
- space with tables for A&S Display / Competition
- space for merchants
- permission to set up Friday night
An ideal site might offer / permit:
- AV equipment, projector screens, etc.
- carts/dollies for moving stuff
- Internet access
- shower facilities
- more than one kitchen so cooking classes could be offered without interfering with event food prep
- alcohol so that brewers may offer tasting/judging classes
- animals so that animal husbandry as well as hound-coursing and equestrian classes may be offered
We want our event to stand out from previous Æthelmearc Æcademy and War College sessions. What can we do to personalize it and make it special for us as well as for our guests?
- Is there a topic or theme that interests your group? If so, highlighting this in your event announcement might inspire teachers to offer classes relating to your request.
- Do you have sufficient room in the main hall to set aside space for folks wishing to offer non-traditional teaching approaches? If so, consider adding one of the following Additional Teaching Avenues to the day’s activities:
- Artisans’ Row
- Artisans’ Forum
- Artisans’ Display (or Competition)
- “Look What I Made!” Display
- Ask-a-Laurel table
I still have questions. Whom should I contact?
Please contact the Æcademy Chancellor, who will be happy to help you!
Written by Mistress Alicia Langland
Click on the image left to download Submitting a bid for Æthelmearc Æcademy and War College as a PDF