Known World A&S Symposium Proposal Form

Welcome, Known World Arts and Sciences Symposia Autocrats!

This is the proposal form for Known World A&S Symposia.
Expectations:

If your proposal is accepted:
- You should create an advertisement for your event as soon as possible and submit it to the Society MoAS for approval. If approved, the Society officer will send the information to a deputy to update all Kingdom newsletters and calendars.
- Your Exchequer should be warranted through your Kingdom Exchequer (or Branch Exchequer if you have received permission to hold the event through a non-Kingdom Branch). Your Exchequer should submit reports as required by their superior and copy the Society MoAS with those reports.
- You should submit quarterly preliminary event reports. These quarterly preliminary event reports are mandatory as dictated by the Known World Event Policy located under the Seneschal Resources on the Society Seneschal's website.
  Please follow that policy and, should there be any questions, feel free to email the Society MoAS for clarification. scamoas@sca.org
- Prelimary reports are due quarterly, four times per year, between the time the proposal is accepted and the event occurs:
  - April 15th (Covering January-March)
  - July 15th (Covering April-June)
  - October 15th (July-September)
  - January 15th (October-December)
- A post-event report is due within two weeks of the end of your event.
Importance of Reports:

I consider the reports extremely If you cannot submit a report, please arrange for an emergency deputy or your Kingdom Seneschal to submit the report for you. Each report is mandatory.

If the reports are missing or insufficiently detailed, this can jeapordize the viability of your event.

Important Links:
What is the name of your proposed event?*
What Kingdom is hosting the proposed event?*
What is the proposed date for the event?*
What is an alternate proposed date for the event
Is this part of a larger event? (i.e. Pennsic, Gulf Wars, Estrella, etcetera)*

YesNoOther
Larger Event Information
What is the larger event that your symposia will be part?*
If your event takes place within another event, some elements of this proposal form may not apply. This is especially true if you do not need financial funding from a branch or group. For anything that does not apply to you, please put N/A (or 0 in the case of numeric values).

Some specific guidance:
- Under "Proposed Event Costs", only input values higher than zero if you have an additional cost for your activity that is above and beyond the cost of the larger event.
- Please note that an event within a larger event must have written permission from the autocrat of the larger event before it can be approved.
- All staffing (Autocrat, Exchequer, Class Coordinator, etcetera) and other details refer to the staff for your symposium, not the larger event.

Autocrat Information and Identity

Please note that you may have other co-autocrats, but this is the information for the autocrat responsible for submitting this (and other) reports.
Modern Name*

First NameLast Name
Preferred SCA Title
Society Name*
Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip CodeCountry
Phone Number*
Email*
example@example.com
What is your membership number?*
What is your membership expiration date?*

MonthDayYear
Date

Exchequer Information and Identity

This is the information for the autocrat responsible for submitting financial reports.
Modern Name*

First NameLast Name
Preferred SCA Title
Society Name*
Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip CodeCountry
Phone Number*
Email*
example@example.com
What is their membership number?*
What is their membership expiration date?*

MonthDayYear
Date
Is your exchequer aware of the warranting/reporting requirements?*

YesNoOther

Event Financials
Who is on the financial committee?*
How do normal expenses get approved?*
How do emergency expenses get approved?*
What is your "break even" attendance projection?

Proposed Event Costs (In Local Currency)*

	Site Cost	Feast	Camping
Adult, (w/ Member Discount):
Adult:
Youth:
Child:

What is your local currency?*
USD, Euro, etcetera
If you use a 'youth' or 'child' designation, what are the age ranges of these designations?
Is there a family cap on costs?*

YesNo
What is the family cap and how is it calculated?
Please detail any specifics with the proposed costs of your event.*
This should include all proposed expenses by category and event activity.
What is the estimated front money needed to hold the event?*

Event Staffing
Do you have any co-autocrats/event stewards?

YesNo
What are the names (SCA & modern) and contact information (address, phone and email) of any co-autocrats/event stewards?*
What's your staff list including positions and SCA & modern names?*
Not all positions need to necessarily be filled during a proposal, but we would like an idea of how you intend to structure your staff.
What's the SCA name of your Class Coordinator (if filled)?
What is your Class Coordinator's Email (if filled)?
example@example.com
What's the SCA name of your Advertisement Coordinator (if filled)?
What is your Advertisement Coordinator's Email (if filled)?
example@example.com

Classes/Offerings
What is your target number of classes?*
Do you plan to have any competitions?*

YesNoOther
Please describe any competitions you have planned.
What, if any, special offerings are you planning?
Please include any special speakers or other information.

Additional Information
Is there any additional site information?
Are there any local amenities of note?
What contingency plans are in place?

Evidence of Kingdom/Branch Support
Please email (to scamoas@sca.org) documentation showing the support of the following individuals:
- Kingdom Seneschal (Required)
- Kingdom Exchequer (Required)
- Kingdom Officers (Required - as appropriate to the topic of the event)
- Crown (Optional)
Evidence of Larger Event Support
Please email (to scamoas@sca.org) documentation showing the support of the following individuals:
- Event Autocrat (Required)
- Department Head (as appropriate to the event)

Communication

A copy of your report is sent to the SMoAS and yourself. Please add your Kingdom Seneschal email address so that they can receive a copy as well. You may have courtesy copies sent to up to two other email addresses. Please list them below if you would like to utilize this option.
Kingdom Seneschal Email*
example@example.com
Courtesy Email #1
example@example.com
Courtesy Email #2
example@example.com
Should be Empty:

Welcome, Known World Arts and Sciences Symposia Autocrats!

Larger Event Information

Autocrat Information and Identity

Exchequer Information and Identity

Event Financials

Site Information

Event Staffing

Classes/Offerings

Additional Information

Evidence of Kingdom/Branch Support

Evidence of Larger Event Support

Communication