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<DIV><FONT face=Arial size=2>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.</FONT></DIV>
<DIV><FONT face=Arial size=2></FONT> </DIV>
<DIV><FONT face=Arial size=2>Cecily</FONT></DIV>
<DIV style="FONT: 10pt arial">----- Original Message -----
<DIV><B>Subject:</B> [Aten_Cooks] Feast Policy Draft for Review</DIV></DIV>
<DIV><BR></DIV><TT>Greetings ~<BR><BR>A policy for feasts had been drafted and
we are interested in your <BR>views. We hope that we have included your
concerns within. Please <BR>let me know if there are additional comments
and again, the members <BR>of the Kingdom Financial Committee send their
sincerest thanks for <BR>your efforts! <BR><BR>Standard Feast Text for
Kingdom Event Articles<BR><BR>The following standard text would be included in
Southwind (kingdom newsletter)with all <BR>Kingdom Event articles that include a
feast.<BR><BR>DRAFT – FOR REVIEW ONLY<BR>Kingdom Financial Committee Pre-Paid
Feast Policy<BR>Applies for all Atenveldt Kingdom Events except Estrella
War<BR>Last revised 6/28/03<BR><BR>The Kingdom Financial Committee (KFC) will
only advance and <BR>reimburse funds to cover feast costs incurred when the
below feast <BR>guidelines are followed. While policy exceptions may be allowed,
<BR>they must submitted and approved in writing by the KFC before they <BR>are
implemented and before any costs are incurred. Non-approved
<BR>expenditures will not be reimbursed.<BR><BR>Kingdom Event "Bid" Guidelines
for Feasts<BR><BR>All Kingdom Event bids sent to the Kingdom Financial Committee
for <BR>approval must follow the feast guidelines explained in this policy
<BR>if a feast is proposed as part of the Kingdom
Event.<BR><BR>A. Style, Content or Theme of
Feast<BR><BR>The feast bid should explain the
following:<BR>• Name(s) of the
feastocrat/cooks<BR>• The intended method of
serving the feast, (i.e. individual <BR>servers, buffet style,
etc.)<BR>• The proposed
menu<BR>• The theme of the feast (if
applicable)<BR>Feastocrats are encouraged to plan to make ingredients available
<BR>upon request, and to provide a menu notation when meat, pork, nuts,
<BR>and/or alcohol are used. There is no requirement that alternative
<BR>menu selections be provided.<BR><BR>B.
Non-Paying (Comp'd) Feasts <BR><BR>With some pre-approved exceptions, the
Kingdom Financial Committee <BR>allows a Kingdom bid to provide a non-paying
(comp'd) feast for the <BR>following
people:<BR><BR>• Crown/Heirs (maximum of
4)<BR>• Autocrats (maximum of
2)<BR>• Hall steward (maximum of
1)<BR>• Feast Servers (maximum of 5% or feasters
or 10 -- whichever <BR>is greater)<BR><BR>This makes the Max Comp'd Feasts
Allowed equal to 17 people. In <BR>addition, the specific Comp'd feasters
must be named in the bid, <BR>i.e. Crowns, heirs, servers, etc. <BR><BR>To use a
comp'd feast, the Comp'd feasters must:<BR><BR>1.
Make a comp'd reservation for the feast by the published
<BR>deadline.<BR>2. Pick up their comp'd
reservation at the event no later than <BR>30 minutes before the feast begins,
or the reservation will be sold <BR>at the site
table.<BR><BR>C. Number Of Maximum
Feasters<BR><BR>1. The bid must provide a Number
Of Maximum Feasters. This may <BR>be an estimate of the expected number of
feasters, OR the maximum <BR>number of feasters that the feastocrat is willing
to feed. The <BR>Number Of Maximum Feasters provided in the bid will be
used in the <BR>event article, i.e., "A feast for [INSERT NUMBER] will be
offered..."<BR><BR>2. The bid must break down the
Number Of Maximum Feasters into <BR>the
following:<BR>• Estimated Total paying
adults<BR>• Estimated Total paying
children<BR>• Estimated Total Non-paying (Comp'd)
feasts<BR><BR>D. Working out the Feast
Cost<BR><BR>The following costs must be estimated and provided in the event
bid:<BR><BR>• Per-Person Cost: A reasonable
estimate of the Per-Person <BR>Cost for the feast must be provided. The
per-person cost may not <BR>exceed $7 per
person.<BR><BR>• Number Of Maximum Feasters: An
estimate of the expected <BR>number of feasters must be stated in the bid OR the
maximum number <BR>of feasters who the feastocrat is willing to feed must be
stated. <BR>This number shall be used as the Number Of Maximum Feasters
<BR>explained in the article, i.e., "A feast for [INSERT NUMBER] will be
<BR>offered..."<BR><BR>• Estimated Total Cost of
the Feast: The total feast cost must <BR>be stated in the bid. This is
computed as: <BR><BR>Per-Person Cost MULTIPLIED TIMES Number Of Maximum
Feasters<BR>PLUS Kitchen/equipment/Supplies <BR>MULTIPLIED TIMES
1.10<BR><BR>NOTE: The "Estimated Total Cost of the Feast" computed here, or the
<BR>superceding "Estimated Total Cost of the Feast"computed 15 days <BR>before
the event, is the maximum dollar amount that the Kingdom <BR>Financial Committee
will advance or reiumburse to the <BR>feastocrat/autocrat for the feast.
Feastocrats must be aware of this <BR>maximum when spending advanced funds, or
monies they intend to ask <BR>that the Kingdom
reimburse.<BR><BR>E. Setting the Feast
Fee<BR><BR>Feast fees for adults must be stated in the bid and set
to:<BR><BR>a. Cover the per-person feast cost plus
$1.00 (the per-person <BR>cost may not exceed $8 per person),
and<BR>b. Provide the extra cost needed to cover
all comp'd feasters<BR><BR>Feast fees for children must be stated in the
bid.<BR><BR>F. Advanced/Reimbursed
Funds/Recomputing No. of Maximum
Feasters<BR><BR>a. No monies for the feast shall
be advanced earlier than <BR>fifteen days before the feast without special
written permission <BR>from the Kingdom Financial Committee. If funds are
advanced <BR>earlier, every effort will be made to not advance more than has
<BR>already been collected in pre-paid
reservations.<BR><BR>b. Fifteen days before the
event, the feastocrat and exchequer <BR>collecting pre-paid feast reservations
shall re-compute the Number <BR>Of Maximum Feasters as
follows:<BR><BR>1. Pre-paid Reservations
PLUS<BR>2. 20% of Pre-paid Reservations
PLUS<BR>3. Comp'd feast
reservations.<BR><BR>Feastocrats will be asked to only purchase supplies and
cook for the <BR>Number Of Maximum Feasters determined with this computation.
<BR><BR>c. If advance funds are requested, the
Kingdom Exchequer shall <BR>then advance funds for the feast based on the new
Number Of Maximum <BR>Feasters (and corresponding Estimated Total Cost of the
Feast) <BR>computed for the event.<BR><BR>G.
Computing the "Threshold Seats Needed to Cover Costs"<BR><BR>The bid must state
the number of Threshold Feast Seats to Cover <BR>Costs to show the
break-even point for the feast. This is <BR>computed as
follows:<BR><BR>Number Of Maximum Feasters MULTIPLIED TIMES Per Person Cost
<BR>DIVIDED BY Adult Feast Fee<BR><BR>EXAMPLE: A feast for 100 people that
costs $6.50 per person, and <BR>charges a feast fee of $8.00 would have a
Threshold Feast Seats to <BR>Cover Costs computed as:<BR><BR>100* $6.50/$8.00 =
81.25 or 81 people<BR><BR>This means 81 people must buy the feast at $8.00 for a
feast for 100 <BR>people to break event. If more than 81 buy the feast,
the extra is <BR>profit.<BR><BR>Pre-Paid Feast Policy and
Implementation<BR><BR>The Kingdom Financial Committee has a policy that pre-paid
feast <BR>reservations are required for all Kingdom Events unless otherwise
<BR>approved. The following guidelines explain how this pre-paid feast
<BR>policy is implemented:<BR><BR>1. Feast
reservations must be postmarked or received in person <BR>15 days prior to the
event, and must be accompanied by:<BR>a) A
properly completed a check or money order, or collected in
<BR>cash.<BR>b) The names of the
feasters<BR>c) Whether they are adult or child
reservations.<BR>d) Whether they are comp'd
reservations<BR><BR>2. Only the following officers
will be authorized to receive <BR>and collect pre-paid and comp'd feast
reservations for Kingdom <BR>Events and/or sell or manage feast reservations at
the event:<BR>a) Exchequer for the Local Group
that is co-hosting the Kingdom <BR>Event, or<BR>b)
The Kingdom Exchequer, or<BR>c) A designated
Deputy Kingdom Exchequer. <BR><BR>3. The officer
taking reservations shall report the number of <BR>pre-paid and comp'd
reservations to the autocrat and feastocrat of <BR>the event once a week until
15 days before the event (when pre-paid <BR>reservations are closed and a final
number is computed)<BR><BR>4. Feast reservations
will be tracked on a standard Pre-Paid <BR>Feast Reservation form provided by
the Kingdom Exchequer. This same <BR>form must also be used at the Troll
booth at the event to track the
<BR>following:<BR>• Pre-paid reservations picked
up<BR>• Comp'd reservations picked
up<BR>• Number of reservations available for sale
<BR><BR>5. Extra feast seats will be available for
purchase at the <BR>event at the Troll table. The number sold shall be the
difference <BR>between the Number Of Maximum Feasters computed by the
<BR>feastocrat/exchequer when preparing the feast, and the number of <BR>feasts
sold onsite and being held by
reservations.<BR><BR>6. Paid feast reservations
may be transferred to another <BR>feaster
if:<BR>a) The person holding the reservation AND
the person using the <BR>paid reservation appear together at the troll/site
table asking for <BR>the reassignment, OR<BR>b) A
written, signed note from the person holding the paid <BR>reservation is
presented at the troll/site table requesting the <BR>reassignment. The
Group Exchequer will retain this note at the <BR>troll with the receipts for the
feast.<BR><BR>7. Pre-paid feast reservations and
comp'd feasts must be picked <BR>up 30 minutes before the serving of food has
begun or the seats will <BR>be sold by the Troll booth.
<BR><BR>8. Paid feasters who do not use their paid
reservations and <BR>wish a refund must submit a written request for the refund
from the <BR>Group Exchequer in the 30 days following the event.
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