As Westmarch now has events of its own, it is important that we codify a process for handling those events. In this section we define what is a "Westmarch Event" and what is an "Event in Westmarch." This distinction allows autonomy for privately run events, and provides structure for Kingdom events. I have worked with a couple people and we have come up with the following proposal for discussion:
(Subsequent Corpora items will be re-numerated to allow insertion of this section)
Article VII: Events
Section 1. Definitions
1. Westmarch Event
a. An event that is wholly owned and operated by the Kingdom of Westmarch.
2. Event in Westmarch
a. An event that takes place within the boundaries of the Kingdom of Westmarch, but is owned and operated by an individual, group, land, or other entity.
Section 2. Westmarch Events
1. The Monarch and Regent will solicit, review, and approve bids for Kingdom Events.
a. The Monarch and Regent will set the due date for all bids and any special parameters or requirements.
2. The Westmarch Board of Directors is responsible for completing any paperwork, signing contracts, and anything in regards to contractual obligations.
3. The Westmarch Prime Minister will disburse funds upon receipt of invoices or receipts.
a.The Westmarch Court and Court Feast are at the discretion of the Westmarch Regent, who has first right of refusal.
4. The Westmarch Champion is responsible for daily weapon and equipment checks.
5. If the Event is to include normal Kingdom functions as per this corpora (coronation, midreign, etc.), then accommodations must be made to ensure that players may participate in those activities (and only those activities) without being charged fees.
a. Parking fees, if any, are exempt from the above rule.
b. The Autocrat may assess a separate fee for players only participating in Kingdom activities (e.g.,Warmaster/Weaponmaster tournaments, A&S Quals, Dragonmaster) for Feast, if any.
6. Bids
a. A bid must include, at a minimum, the following items:
i. List of Crats/staff and their qualifications/experience
ii. Proposed event dates and location
iii. Proposed site details
iv. Schedule of events
v. Proposed budget, to include:
-All expenses (site, meals, gate, games, etc.)
-Gate fee structure
-Minimum attendance (paid attendees required to "break even")
-Expected attendance
-Contingency plans (if any)
vi. Monarch and Regent may request additional information as necessary
b. If autocrat uses their own funds to place a deposit on the proposed site, they may be reimbursed by the Westmarch Prime Minister upon successful selection of the bid and with invoice from site proprietor.
c. If there are no acceptable bids, Monarch and Regent may assume the mantle of Autocrat, subject to Althing approval of Monarch and Regent submitted bid.
i. If there are no acceptable bids and Monarch and Regent decline to Autocrat the event, the event is considered cancelled.
Section 3. Events in Westmarch
1. Events in Westmarch are not subject to approval from the Monarch and Regent of Westmarch. As such, Events in Westmarch do not receive funds from Westmarch unless requested and approved via Althing.
a. When an event is requesting funds from Westmarch, the Althing must specify whether the funds are an investment (requiring repayment from the event) or a donation (not subject to repayment). Priority of repayment is at the discretion of the autocrat of the event, but must be declared at the Althing (e.g., 1st priority over all other costs, after site and feast but prior to other costs, last priority after all other costs). Autocrats must present a simplified bid for the use of Westmarch funds to be considered with the Althing ballot
2. Events in Westmarch should be scheduled as to not conflict with Westmarch Events.
Section 4. Event Funding
1. Event funds are to be held in an account maintained by Westmarch. Each Westmarch event should have its own account and not commingled with other Westmarch funds.
a. The event account can be a sub-account of the Westmarch general account so long as the funds are not commingled.
b. Event Funds that are in separate or sub-accounts do not count towards 10% expenditure funds for the Monarch and Prime Minister
2. Event autocrats are responsible for keeping within a reasonable budget so as not to lose money.
a. If planned expenditures exceed the previous year’s income for that event, an Althing vote must be held to obtain the funds from the Westmarch general account.
3. All funds withdrawn from the Event account must be replenished before other expenses are reimbursed.
4. At the discretion of the bid team, up to $200 of the net profits above the cost of the event may be retained in the event account to improve future events.
a. Larger profit retention must be approved by Althing.
5. Net profits (less any retention for future events) will be deposited into the Westmarch general account.
Section 5. Feast of Mars
1. Feast of Mars is to be held during the month of either September or October.
2. Announcement of Autocrat team must happen at least 6 months prior to the event.
3. A complete accounting of income and expenses (with all receipts) from the event must be provided to the Westmarch Prime Minister within 45 days of the end of the event.
4. Maintenance of Feast of Mars assets (weapons, shields, tabards, etc.) must be performed by the Autocrat prior to returning the equipment to Westmarch. Autocrat has 45 days from the end of the event to provide the repaired/maintained equipment.
a. The Autocrat must perform a safety inspection on all Feast of Mars assets no later than 1 week prior to the event.
5. A storage unit must be provided to store the Feast of Mars assets while they are not in use. The storage unit must be prepaid for one year in advance from event proceeds.
a. If there are insufficient proceeds, an Althing must be held to request funds from the Westmarch general account to cover the shortfall.
b. Space may be shared with other Westmarch assets as long as the Feast of Mars assets pay a proportional share of the rented space (e.g., if the Feast of Mars assets take up 60% of the unit, Feast of Mars pays 60% of the contracted price of the unit).