[Sca-cooks] Fw: [Aten_Cooks](long) Feast Policy Draft for Review

[Patricia Collum]

This is the policy, put up for reveiw that we cooks in Atenveldt may be living under. Event bids need to go in 6 months before Kingdom level events. Please, those of you who are experienced with Kingdom level feasts, please respond with suggestions.

Cecily
----- Original Message ----- 
Subject: [Aten_Cooks] Feast Policy Draft for Review


Greetings ~

A policy for feasts had been drafted and we are interested in your 
views.  We hope that we have included your concerns within.  Please 
let me know if there are additional comments and again, the members 
of the Kingdom Financial Committee send their sincerest thanks for 
your efforts! 

Standard Feast Text for Kingdom Event Articles

The following standard text would be included in Southwind (kingdom newsletter)with all 
Kingdom Event articles that include a feast.

DRAFT - FOR REVIEW ONLY
Kingdom Financial Committee Pre-Paid Feast Policy
Applies for all Atenveldt Kingdom Events except Estrella War
Last revised 6/28/03

The Kingdom Financial Committee (KFC) will only advance and 
reimburse funds to cover feast costs incurred when the below feast 
guidelines are followed. While policy exceptions may be allowed, 
they must submitted and approved in writing by the KFC before they 
are implemented and before any costs are incurred.  Non-approved 
expenditures will not be reimbursed.

Kingdom Event "Bid" Guidelines for Feasts

All Kingdom Event bids sent to the Kingdom Financial Committee for 
approval must follow the feast guidelines explained in this policy 
if a feast is proposed as part of the Kingdom Event.

A.      Style, Content or Theme of Feast

The feast bid should explain the following:
.      Name(s) of the feastocrat/cooks
.      The intended method of serving the feast, (i.e. individual 
servers, buffet style, etc.)
.      The proposed menu
.      The theme of the feast (if applicable)
Feastocrats are encouraged to plan to make ingredients available 
upon request, and to provide a menu notation when meat, pork, nuts, 
and/or alcohol are used.  There is no requirement that alternative 
menu selections be provided.

B.      Non-Paying (Comp'd) Feasts 

With some pre-approved exceptions, the Kingdom Financial Committee 
allows a Kingdom bid to provide a non-paying (comp'd) feast for the 
following people:

.      Crown/Heirs (maximum of 4)
.      Autocrats (maximum of 2)
.      Hall steward (maximum of 1)
.      Feast Servers (maximum of 5% or feasters or 10 -- whichever 
is greater)

This makes the Max Comp'd Feasts Allowed equal to 17 people.  In 
addition, the specific Comp'd feasters must be named in the bid, 
i.e. Crowns, heirs, servers, etc. 

To use a comp'd feast, the Comp'd feasters must:

1.      Make a comp'd reservation for the feast by the published 
deadline.
2.      Pick up their comp'd reservation at the event no later than 
30 minutes before the feast begins, or the reservation will be sold 
at the site table.

C.      Number Of Maximum Feasters

1.      The bid must provide a Number Of Maximum Feasters.  This may 
be an estimate of the expected number of feasters, OR the maximum 
number of feasters that the feastocrat is willing to feed.  The 
Number Of Maximum Feasters provided in the bid will be used in the 
event article, i.e., "A feast for [INSERT NUMBER] will be offered..."

2.      The bid must break down the Number Of Maximum Feasters into 
the following:
.      Estimated Total paying adults
.      Estimated Total paying children
.      Estimated Total Non-paying (Comp'd) feasts

D.      Working out the Feast Cost

The following costs must be estimated and provided in the event bid:

.      Per-Person Cost: A reasonable estimate of the Per-Person 
Cost for the feast must be provided. The per-person cost may not 
exceed $7 per person.

.      Number Of Maximum Feasters: An estimate of the expected 
number of feasters must be stated in the bid OR the maximum number 
of feasters who the feastocrat is willing to feed must be stated.  
This number shall be used as the Number Of Maximum Feasters 
explained in the article, i.e., "A feast for [INSERT NUMBER] will be 
offered..."

.      Estimated Total Cost of the Feast: The total feast cost must 
be stated in the bid.  This is computed as: 

Per-Person Cost MULTIPLIED TIMES Number Of Maximum Feasters
PLUS Kitchen/equipment/Supplies 
MULTIPLIED TIMES 1.10

NOTE: The "Estimated Total Cost of the Feast" computed here, or the 
superceding "Estimated Total Cost of the Feast"computed 15 days 
before the event, is the maximum dollar amount that the Kingdom 
Financial Committee will advance or reiumburse to the 
feastocrat/autocrat for the feast. Feastocrats must be aware of this 
maximum when spending advanced funds, or monies they intend to ask 
that the Kingdom reimburse.

E.      Setting the Feast Fee

Feast fees for adults must be stated in the bid and set to:

a.      Cover the per-person feast cost plus $1.00 (the per-person 
cost may not exceed $8 per person), and
b.      Provide the extra cost needed to cover all comp'd feasters

Feast fees for children must be stated in the bid.

F.      Advanced/Reimbursed Funds/Recomputing No. of Maximum Feasters

a.      No monies for the feast shall be advanced earlier than 
fifteen days before the feast without special written permission 
from the Kingdom Financial Committee.  If funds are advanced 
earlier, every effort will be made to not advance more than has 
already been collected in pre-paid reservations.

b.      Fifteen days before the event, the feastocrat and exchequer 
collecting pre-paid feast reservations shall re-compute the Number 
Of Maximum Feasters as follows:

1.      Pre-paid Reservations PLUS
2.      20% of Pre-paid Reservations PLUS
3.      Comp'd feast reservations.

Feastocrats will be asked to only purchase supplies and cook for the 
Number Of Maximum Feasters determined with this computation. 

c.      If advance funds are requested, the Kingdom Exchequer shall 
then advance funds for the feast based on the new Number Of Maximum 
Feasters (and corresponding Estimated Total Cost of the Feast) 
computed for the event.

G.      Computing the "Threshold Seats Needed to Cover Costs"

The bid must state the number of Threshold Feast Seats to Cover 
Costs to show the   break-even point for the feast.  This is 
computed as follows:

Number Of Maximum Feasters MULTIPLIED TIMES Per Person Cost 
DIVIDED BY Adult Feast Fee

EXAMPLE:  A feast for 100 people that costs $6.50 per person, and 
charges a feast fee of $8.00 would have a Threshold Feast Seats to 
Cover Costs computed as:

100* $6.50/$8.00 = 81.25 or 81 people

This means 81 people must buy the feast at $8.00 for a feast for 100 
people to break event.  If more than 81 buy the feast, the extra is 
profit.

Pre-Paid Feast Policy and Implementation

The Kingdom Financial Committee has a policy that pre-paid feast 
reservations are required for all Kingdom Events unless otherwise 
approved.  The following guidelines explain how this pre-paid feast 
policy is implemented:

1.      Feast reservations must be postmarked or received in person 
15 days prior to the event, and must be accompanied by:
a)      A properly completed a check or money order, or collected in 
cash.
b)      The names of the feasters
c)      Whether they are adult or child reservations.
d)      Whether they are comp'd reservations

2.      Only the following officers will be authorized to receive 
and collect pre-paid and comp'd feast reservations for Kingdom 
Events and/or sell or manage feast reservations at the event:
a)      Exchequer for the Local Group that is co-hosting the Kingdom 
Event, or
b)      The Kingdom Exchequer, or
c)      A designated Deputy Kingdom Exchequer. 

3.      The officer taking reservations shall report the number of 
pre-paid and comp'd reservations to the autocrat and feastocrat of 
the event once a week until 15 days before the event (when pre-paid 
reservations are closed and a final number is computed)

4.      Feast reservations will be tracked on a standard Pre-Paid 
Feast Reservation form provided by the Kingdom Exchequer.  This same 
form must also be used at the Troll booth at the event to track the 
following:
.      Pre-paid reservations picked up
.      Comp'd reservations picked up
.      Number of reservations available for sale 

5.      Extra feast seats will be available for purchase at the 
event at the Troll table.  The number sold shall be the difference 
between the Number Of Maximum Feasters computed by the 
feastocrat/exchequer when preparing the feast, and the number of 
feasts sold onsite and being held by reservations.

6.      Paid feast reservations may be transferred to another 
feaster if:
a)      The person holding the reservation AND the person using the 
paid reservation appear together at the troll/site table asking for 
the reassignment, OR
b)      A written, signed note from the person holding the paid 
reservation is presented at the troll/site table requesting the 
reassignment.  The Group Exchequer will retain this note at the 
troll with the receipts for the feast.

7.      Pre-paid feast reservations and comp'd feasts must be picked 
up 30 minutes before the serving of food has begun or the seats will 
be sold by the Troll booth.  

8.      Paid feasters who do not use their paid reservations and 
wish a refund must submit a written request for the refund from the 
Group Exchequer in the 30 days following the event.  




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