Are you ready to submit an Event Bid to the Kingdom of 13 Roads Board of Directors?
This page is a breakdown of what each portion of our Event Bid form requires, so you can set yourself up for success!
This is our current Event Bid form, which can be found here. This is a simple google document that can be edited online, and saved as a new file for submission.
When you have completed your form and are ready to submit it to be reviewed by the Board of Directors, you will send it to [email protected]
What are each of these categories for?
Site Name: The name of the location we’ll be renting or reserving for the event. This should be the name of the business who owns the property we’re renting, or the official title of the location.
Site Location: The legal address for the location being rented. If the legal address for the location is broader than the physical location for the event (such as renting a field in a state park, or one confrence room in a larger building), list the legal address AND the more precise location (Example: Comlara State Park, Osage Pavilion). If the precise location does not have a legal address, please provide a GPS pin, a google maps link, or coordinates for the locale.
Event date: This is the concrete date range for the event. This should be a date range you have confirmed is available, and does not interfere with other LARP events in the area. Please also keep in mind other events and holidays occurring on a wider scale outside of Amtgard.
The board will not entertain bids for events occurring during the week of Keep, during Gathering of Shadows, and other large related events that have been announced prior to your bid. Please research available dates accordingly.
Event Category: Is this a Mid Reign? an End Reign? A Weaponmaster/Dragonmaster? Describe what type of event you’re wanting to run.
Point of Contact: This is the person we need to talk to at the event location, who runs the location. For example: The owner of the site, or the Park ranger office at a state park. We prefer a full name, an e-mail address, and a telephone number.
Site Cost to Rent: This is the cost of the physical location to rent, plus any additional camper or headcount fee.
Contact Info: This is the contact information of your organizers. Please provide legal names, amtgard monikers, and either a telephone number or email address.
Projected Attendance: This is how many people you expect to attend, pay for tickets, and to feed (if providing a meal).
Gate Cost: How much are you charging people to attend? Are there different prices for children? Are there different prices for pre-sales? If offering presales, please provide a date range for presale pricing on your event bid.
Projected Income: The projected total monies coming in, depending on how many attendees arrive. Our current chart offers spaces for 60, 80, 100, and 120 attendees. If you are expecting fewer attendees due to weather, timing, or other reasons, please provide an estimate for that reduced attendance.
Crats: The names and contact information for your volunteer team. We request legal name, amtgard moniker, email address, and telephone number (if applicable for planning).
Additional Crats: Anyone else who has volunteered prior to your event bid being submitted, even if they don’t have an official title. Please list them with legal name, amtgard moniker, and relevant contact information.
Prop Costs: How much money will you need for battle games, such as cones, safety tape, or signage. Please provide an itemized breakdown of pricing for what you’ll need to purchase, not a vague number. No event bid will be entertained without a breakdown of costs, please plan accordingly.
Feast/ Plate Cost: Please provide your menu for feast, along with an accurate cost per plate. When the bid is placed, please have recipes confirmed, and general market rate pricing for the groceries you will be purchasing. If need be, this can be broken down in a separate word or excel file, attached with the bid.
Other Expenses: Please provide an itemized list of non-food and non-prop purchases that may be required for this event.
Additional Notes/ Site info: Please provide information and context for anything within your bid not covered by this form. Please describe location amenities (such as electricity, bathrooms, a full kitchen, tables/chairs included, heat/ air conditioning, etc), location limitations (parking, walking distance, maintenence issues)
