Event Time line

6 (or more) months before the event

1. Decide on the event
2. Find a site and reserve it, but do not sign an unbreakable contract or pay for it until it is approved by the group seneschal
3. Work out a tentative budget
4. Recruit the head of staff to work on event.
5. 1. Cook
   2. Head Server
   3. Troll
   4. Head clean up
   5. Marshall (if there is any form of combat)
      
6. Get the event approved by the group seneschal
7. Reserve the date on the kingdom web site event calendar
8. Get help from experienced autocrats and/or peers. Review you plans with them. Note: these people do not have to live in your group.

4 months before the event

1. After the event has been approved by the group seneschal and the date has been reserved on the kingdom calendar, send in a flyer to Dragon’s Tale,  and local newsletter.
2. Post information on the event to Drachenwald and local mailing lists.
3. Put up your web site with event information

3 months before the event

1. Send updated announcement to Dragon’s Tale and other newsletters
2. Post updated information on the event to mailing lists
3. Remind your heads of the various areas that they need to start recruiting manpower.
4. Update your website
5. Decide what prizes you need – e.g. fighting, A&S, etc. See if anyone(s) will donate them; if not buy them now.

2 months before the event

1. Post updated information on the event to mailing lists and Dragon’s Tale.
2. Remind your heads of the various areas that they need to start recruiting manpower. Make sure that they all have at least one good deputy who can take over in case something happens.
3. Continue updating your website
4. Anything you can do ahead of time, such as site tokens and SCA signs should be done now (or earlier) to avoid having to do them at the last minute.

1 month before the event

1. Post updated information on the event to mailing lists
2. Look at attendance figures and revise/adjust budget up or down as needed.
3. Look at necessary manpower and start asking for help, if necessary.
4. Confirm if all the heads of the various areas have enough manpower.  If not, start recruiting or changing what you are doing.
5. Recheck site, confirm if there have been any changes to the site, and that they haven’t double booked the site, nothing has broken, they are expecting you, etc.
6. Continue updating your website. The final schedule, including menu, driving directions and locations of interest near the site should all be up by now.

Additional tips