You Are Not Done Yet!
Or
How to Write a Post Event Report
by Lady Eden Blacksmith
Autocratting an event is an invaluable
service you can do for your Kingdom, Barony or
Shire. You will have the chance to share your
talents, realize your dreams and learn more
about yourself. Yet, all that you have learned
will not have the opportunity to be utilized if
you do not write a post event report. And,
without a post event report you condemn the next
autocrat to having to re-invent the wheel (and
make the same mistakes).
When is it required and who gets a copy
A post event report is required for all
Kingdom events and it is highly suggested that
one be done for every event no matter the size.
- A copy is to be sent to the Crown.
- A copy is to be sent each member of the
Kingdom Financial Committee.
- A copy is sent to the Kingdom Minister
of Arts and Sciences (if an arts event) or
Kingdom Earl Marshal (if a fighting event).
- A copy is to be sent to your Baron &
Baroness, Baronial Seneschal and Baronial
Exchequer if your Barony was involved in the
financial aspects of the event.
- A copy is to be sent to your Shire
Seneschal and Shire Exchequer if your Shire
was involved in the financial aspects of the
event.
- A copy is for your records. This copy is
important! Do not neglect to do this!
As you can see a lot of people need your
report. The report should be written in a
legible format and include all your contact
information. Do not use calligraphy or parchment
paper.
Getting Started
You first step is to have a debriefing with
your support personal. It is suggested that you
have this meeting within two weeks from the
event, however not the next day. The day after
an event is a time of rest not reflection.
While you are having this meeting refer to
the sub-headings below.
- Site
- Personal
- Financial Considerations
- What would you have done differently.
- What aspects worked.
Have a series of questions to ask your team.
Give them the opportunity to share what they
have learned.
As each event is different each post event
report will contain the information specific to
its needs. You determine how much information
you give. Ask yourself how much and what
information would you have liked to have had
before the event. Part of your responsibility as
an autocrat is to leave a record so that others
may learn from your experiences.
Below are just some of the questions your
report can answer, feel free to expand on
details.
Site
- Details of the site; when was the event
held, where was the event held.
- What time considerations must be made to
hold an event at that site again, do they
require standard insurance or insurance
paperwork from Corporate?
- Who is the contact person for site?
- What should we know about site..... no
drinking, pets, on site faculties etc.
- Did you use Porta_Johns. If so, where
did you get them?
- Is there anything special about the site
we should know i.e the Janitor has to be
paid in cash that day, the sprinklers must
be turned off manually, no parking on the
South side.....
- You might also include a copy of the
event announcement.
Personal
- List all sub_autocrats who assisted you
with the event with their contact
information.
- This is not the place to vent nor place
blame. Instead, it is an opportunity to
recommend improvements.
- Was the amount of work delegated
correctly?
Examples: Should there have been a
parking_lot steward? How many servers were
needed?
This can also be the place were you include
reports from each sub_autocrat.
Financial Considerations
Include the final budget report for the event.
Most of this information will come from your
groups Exchequer. Confer with your groups
Exchequer prior to the event on what will be
required so that all monies are accounted for
the day of the event. It would be advised to
promote events so that Kingdom can receive its
check the day of the event.
As autocrat you may not touch the money, nor
may you run Troll. However, as autocrat you have
an obligation to see that all financial matters
have been taken care of correctly. For questions
and concerns on financial matters please see
Kingdom Exchequer during the planning phase of
the event.
Check with Kingdom Seneschal on the requirements
concerning the sign in sheets. Remember, you
have to have the member and non-member copies.
Make copies of this paperwork for yourself.
EXAMPLE FINAL BUDGET REPORT
This is only a basic pattern and does not
include everything; check with Kingdom Exchequer
and Kingdom Seneschal on what specific
requirements each event needs.
Estimated costs and incomes come from budget
proposal when bid was submitted
Expenses
Estimated Site Cost Total Site Cost
Estimated Site Deposit Total Site Deposit
Estimated Food Cost Total Food Cost
Estimated Misc Total Misc
Total Expenses
Income
Estimated Income Total Income
Estimated Refund on Site Deposit Total Refund on
Site Deposit
Total Income
Total Income - Total Expenses = Profit
Profit is split ½ with Kingdom
Kingdom's Profit Total =
Groups Profit Total =
(Indicate when and who received the Kingdom's
check.)
What would you have done differently?
What would you have wished been different?
Examples: Would you have started the feast
sooner? Had more meetings with personal? Brought
extra toilet paper?
Ask your sub-autocrats what aspects they saw
that could have used improvement. Mistakes are
opportunities to learn. By sharing your mistakes
you allow them to corrected. What aspects did
you think of the next day that you had wished
been tried.
Please share your experiences with future
autocrats. It is not meant as a self abominate.
It is a chance to give advice, advice that has
been hard won.
What aspects worked?
This is hopefully the largest part of your
report. Share with future autocrats parts of the
event though either by design or accident that
worked well. What would you like to see happen
again. Why was the decision to use (fill in the
blank) the best course to take. For those whose
service went above and beyond who were they,
what did they do.
Being an autocrat is a challenging and
rewarding experience. Having a post event report
from the previous autocrat assures that the
event will also be fun. Writing a post event
report concerning YOUR event will make life that
much easier for the next autocrat.
Again, thank you for your service and with
your post event report done you may rest now
with a job well done.
Until the next event.
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