Planning Meeting for October 24th Event

[Lucius]

Hello everyone.

The October 24th event is coming up quickly, and we need to plan out what's going to happen at the event. The meeting is scheduled for 8:00 PM next Wednesday, October 14th, at the Commonplace coffeehouse.

We'll discuss the food situation, the money situation, volunteers, rides, and everything else. Please come to this meeting if you want to volunteer to help out at the event!

If you cannot make it, message or email one of the admins to let them know what you want to say, or if you want to volunteer. Or, post on the event board.

See you next Wednesday!

[Swordbrother Nova]

When will the minutes be up?

[Mercaine]

Sorry, first time I was able to get to a computer with internet access in quite a few days.

anyway here is what we covered at the meeting:

Troll is going to open at 10:00 AM and the park will be open at 9:00 so all members helping out for the event will need to be there around that time.

We will run shifts for troll all day until 3:00 PM If you sign up for a shift for troll you MUST be at the table the ENTIRE time. We cannot have anyone sneak through without signing a waiver. At troll everyone will be required to sign a waiver, even if they are under 18 this is at least a way for us to track people coming to the event.

There will be two different tracking forms, the waivers, and a sign in sheet that will be filled out by troll officials when the person signs in.

Mason was able to get us over 100 event bracelets, we will be writing on them the participant number when the person gets to the event. That number will also be written on the waiver and then in the corresponding sign in sheet. DO NOT SKIP NUMBERS FOR PEOPLE!

The numbers are going to be the basis for the 50/50 drawing instead of giving out tickets.

We cannot do a full 50/50 like we were planning so it will be a 50/50 split of profits rather than the entirety of ticket sales. Exact details will be figured out later that day.

Our budget for the event is 100 dollars, with that we decided that we had 50 dollars for the site (taken care of pavilion 2 at blue spruce park) and then 50 dollars left over for extra items.

Waivers will be taken out of this money to get copies.

Food will be purchased, Izad is donating some hamburger, if any members would like to donate food such as chips or drinks that would be fantastic, you will not receive a discount on your ticket for donations, sorry. The rest of the food will be in the hotdog range, Lucius will also be making some lentil soup for those who do not eat meat.

Weapons check will start at 10:30 and be finished by 11:30 hopefully. If it runs longer then that is fine, the battles will not begin until 12:00 PM as usual. Battles for the day will be discussed by cyrus and I probably sometime later.

Heralds will be needed to help on the field.

Weapons check:
I have most of the equipment needed for weapons check but i will need to purchase a few other things. the weapons check items will be left with lucius, nova or joleen for the day.
We will need at least four people doing weapons check. I'd like to meet with people who want to do weapons check tomorrow sometime to go over the most efficient way of taking care of it.

I will not be at the event until after 1:00 pm i work that day because of some people quitting and had to fill in the shift at the last minute. Rides are going to be an issue!!!

if you do not have a ride start texting around to find a ride, if you do have a vehicle you can post on here and we will tweet it so people get the update.

It is not that far out of town, if those of you with cars wouldn't mind taking several trip to ferry people that would be excellent. If you are needing a ride to this event it is polite to offer some monetary donation to the driver of your vehicle. Drivers, do not ask over $5 of any one person! I'm putting a cap on it now so we don't have people with cars exploiting people without cars. Just like the price of cheese in the 50's we need to have a cap.

Thats the majority of it all. Here's what i'm taking care of tomorrow:

Waivers, food, weapons check items, signage and anything else i can think of.

MASON if you read this before you get my txt i'm sending now i'd like to get those bracelets from you before Saturday! I'm off tomorrow and will be in town all day.

No one buy anything for the event without clearing it with me first! Txt or call me 814-952-8646 I'm making sure we come as close to the 100 dollar budget as possible!

Oh, it might snow Saturday... We'll be in our element! It's going to be a good day and I really hope everyone is excited! If you need weapons I do have off tomorrow, call me or txt me and we can see if i can get you one built before the event if you are new or if you are just in need of a new weapon.

As a final sign off, I hope both Brian and Tim are feeling much better and I hope we'll at least see you guys out at the event.

GARB IS NOT REQUIRED!!! It is however encouraged. It is also encouraged that maeth members try to bring friends along to enjoy a nice day out and some food! More ticket sales means more happy things for maeth down the road.

Aight, thats it, here my number one more time if you need me:

814-952-8646

[Swordbrother Nova]

I could get the bracelets off of mason too, I'll ask some of the Taurendor folks to help with weapons check as well if we don't have enough people.