Event Hosting Bid Guidelines |
WHAT IS THE KINGDOM COLLEGIUM?Universitas Meridies is an annual kingdom event held on the third weekend of July. As a kingdom-level event, it may not have any event scheduled against it, and the profits are split 50/50 between the kingdom and the hosting group. It will include classes for all degree levels, workshops evaluation of master and philosopher projects, and graduation exercises.
SUBMITTING A BIDGroups wishing to host the kingdom collegium need to send in a fully completed bid form to the Chancellor of the Royal University and to the Kingdom Seneschal by October 20. The Chancellor will review all bids and present the Kingdom Seneschal and the Crown with a recommendation. The bidding group who receives the bid will be notified, as will the Kingdom Chronicler, no later than December 31.
RESPONSIBILITIES OF THE HOSTING GROUPThe hosting group is responsible for securing the site, registration, setting up the site, meals, clean up, and sending flyers to the Kingdom Chronicler. The University will be responsible for all class scheduling, but the local group should have a provost or a deputy autocrat to work with the University on scheduling classrooms and arranging for tables and chairs to be moved around.
SITE The site for the collegiums should be amenable to summer conditions and should be able to sleep at least 150 people. In addition, there should be at least 10 areas to hold classes and meetings in, not including the main hall. These can be outside pavilions. A space in the main hall needs to be allocated for RUM staff and the RUM library with electricity available. Three tables will be needed for this purpose. All class areas should have at least one table and 12 chairs (with hopefully more available for the classes that might need them).
FLYERS The host group is responsible for making sure that flyers are in the kingdom newsletter for at least three months prior to the event. This means that, for a July event, the first flyer must be in the Chronicler’s hands by April 1. The first flyer should emphasize the need for teachers and request that they contact the Regent if they wish to teach. As this is a Kingdom event, the host group is entitled to have a full page flyer.
FEES AND COSTSFees for the collegium will include the site fee, food costs, and $2.00 per person tuition fee. Tuition money should be subtracted from the event income before profits are calculated. All University and Kingdom monies and the event report should be sent to the Kingdom Exchequer no later than one month after the event. Likewise, the Chancellor should also be sent a copy.
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