[Toraerie] event planning meeting report - we made decisions!, things to be done

[Gudrun Skogsdottir]

Greetings Tor Aerie!

Gudrun here, with your bi-weekly event planning meeting report.

We have decided to hold the event on Saturday, October 20th. That way
it doesn't conflict with Masquerade II (in Bismarck, ND, where the
shiny hats will be going) on the 27th, though it will be a bit early
for the full moon on the 26th.

Beth has emailed the chuch about using it as a site for our event,
including lots of questions, so we hope to have details (and an
affirmative) soon.

As of yet, we have seven positions filled and seven open. The filled ones are:

Autocrat - Beth
Gaming coordinator - Beth
Troll (including site tokens) - Gudrun (and Reifr)
Dramaturg - Gudrun
Royalty Liason, Hotels/crash space coordinator, area foodplaces finder - Sisuile
Class organizer/coordinator - Angriff
Set Up/Clean Up - Angriff

The open positions are:

1. Feastocrat/Food coordinator
  - in charge of Feast, if we decide to have one (which is seeming unlikely)
  - in charge of bento/lunch boxes for lunch and/or during a possible
evening theater
  - providing snacks/refreshments throughout the day (?)
  - coordinating/running cooking class, the results of which could be
used for feast/bento

2. Volunteer Wrangler
  - press Tor Aerie and Barony for volunteers, with sign up sheet at Troll
  - coordinate volunteers at event

3. Web Minister/Mistress
  - put up website ASAP (by end of July)
  - links to maps/directions
  - schedule (classes, activities, food, etc.)
  - site map/building plan
  - lodging/crash space info
  - area foodplaces info
  - basic event info
  - shiny graphics (Eyja will make them?)
  - basic medieval Japanese info, including garb patterns? or at least links...

4. Site Booklet, Signs, Directions Coordinator
  - Booklet: explination of holiday, "European's Gude to Medieval
Japan", basic language tips like addressing shiny hats, map of and
directions around the site, food info, schedule of classes and things,
site expectations)
  - signs (publicly posted map with directions, room signs etc.)
  - directions...

5. Musician coordinator (Eyja?)
  - approach Warwick with idea of doing medieval Japanese music at our
event or for the play or in general
  - poke at people for stuff...

6. Advertising Officer
  - organizing advertising
  - Crystal Quill, SCA Today (?), Northshield Calendar, Northshield/Barony lists
  - Medieval and Asian Languages and Literatures (ALL) departments
  - university anime club (specify no cosplay, suggest period accurate
anime/manga)

7. Decoration Officer
  - coordinate decorations
  - folding screens (shoji)
  - flower arrangements (ikebana, period?)
  - paper lanterns
  - beach mats (tatami substitute)?
  - scrolls to hang on walls (created by Tor Aerieans?)
  - "pampas" grass (susuki, blond tall grass in dried bunches)
  - traditional pine backdrop and "bridge"/walkway for play?

So, there they are. Please! Volunteer away! If you can think of any
other things that need to be taken care of at an event/our event,
please email the list, Beth, or me! Or any suggestions for how duties
could/should be divided as well...

***IF YOU CAN DO SOME THINGS under a position but not others, please
let us know, we are willing rearrange/reassign duties.***


BY THE END OF JULY:

- website up with at least bare-bones info
- officerships filled by as many Tor Aerieans as possible, then open
to Barony/others
- detailed site info (including going on a fieldtrip) for planning
- skeleton schedule figured out
- start contacting potential teachers
- contact Nordskogen Players!
- get on Northshield calendar
- start the budget
- begin figuring out advertising
- turn in GRANT application! (Beth, Eyja, Gudrun)
- decide on feast or no feast, bento, snacks/refreshments

By end of AUGUST:
- work on teachers and classes
- start working on play, rehersals
- get invites out to shiny hats, baronies, nordleigh, japanese houses
and personas, etc.
- budget!
- fullblown website
- complete garb!!! you have a month and a half.
- prepare spoken invite for september baronial moot first Wednesday
(Gudrun - script, Eyja and Beth - presenting loudly at moot in English
and Japanese respetively, Beth - scroll), return on October moot for
reply
- open pre-reg mid august, close at end of september (Gudrun)

So, here are things as they are. Present this evening were Beth, Eyja,
Angriff for a while, Sisuile, and myself.

Lea, Angriff needs your signature on his seneschal change of officer form.

Eva, we have three change of officer forms that need your signature:
seneschal, exchequer, and webmistress/minister.

This is all for this week. So, NEXT WEEK!!!

A new Japanese restaurant/sushi place called O-Bento Ya Japanese
Bistro is opening next Monday, the 16th of July. It's a few
storefronts east of the 15th and Como intersection (the same 15th that
goes past McDonalds in Dinkytown), near Como Park. Address is 1510
Como Ave SE, link to site (incl map link):
http://iplogic.stores.yahoo.net/bistro.html Check out the menu!

Beth and Eyja and I are really excited about this place, and would
like to meet there for Tor Aerie food night. Any objections?

IS,

Gudrun Skogsdottir
(Pending Exchequer, Renewing Chronicler)