Minutes for January 26, 2003 
This meeting was held at Lowry Student Center on the Wooster College campus, and was hosted by the Marche of Thistle. Due to severe weather, the seneschal and minutes recorder were somewhat late for the meeting. At our arrival, the following business was already occurring: Master Patrick McPhelan proposed a baronial event at the Ohio State OARDC branch in Wooster. He would like to build this event to make Brendoken a destination event location, and he would like to have the event in early November to take advantage of a slow event calendar and the fact that folks are beginning their holiday shopping at that time. He envisions a primarily shopping-focused event, with time-limited tourneys for heavy weapons and light weapons in addition to a keynote speaker on some topic of interest to the SCA in general. There are no specific classes, A&S exhibits, or boffer activities. The event layout is as follows: merchants in the 5,000 square foot OARDC display (trade show style ) hall, with tourneys alternating in the large hall in the Fisher Building. There is not enough space in the Fisher large hall to run more than one type of fighting at a time, according to Master Patrick. A food tavern, running from 11AM (or so) until 7 PM will eliminate the need for a traditional box lunch and feast. He also notes that he feels this tavern arrangement. will require fewer staff than the traditional feast. Lunch items would sell for $1-$3; sides will cost 50 cents. Dinner entrees will sell for $2-$3, for main courses. With the large merchant area available, he envisions up to 80 merchants taking part, with a fees of $10 per merchant table. Site fees will be around $5 per person. Rental fees for this site:
Total for all rooms, including auditorium: $2,600. It was discussed that this event proposal should be presented verbally to the exchequer and seneschal of each group, with Master Patrick presenting, and baronial seneschal Ailith Mackintosh in attendance at the presentations. Ailith also said that although she feels the idea is worth consideration, at this time, she sees the expenses for the event being more than our four groups can shoulder at the moment. She feels that the event should begin in a smaller venue, and grow to fit the OARDC site. Master Patrick acknowledged that it may take some time this event to clear a profit as proposed, and if the expenses are split equally four ways, each group may not see a positive return for some time. (In other words, the groups will not recoup their investments for some extended period, until the event breaks even.) Master Patrick says he doesn¹t expect the event to break even in the first two years. Wulfwen asked for a more clear picture of funding. Master Patrick sees each group in the barony contributing 1/4 of the operating expenses, if possible. If not, groups will contribute on a percentage basis, and reimbursed for their investment in the same manner. (A 1/4 contribution for each group will be around $650 for the site alone.) The site is completely HC accessible, equipped with loading docks near the kitchens, and has over 1 acre of parking spaces. Catriona nic Hugh Mclaey agreed with the start small and grow idea, as did several others in attendance at the meeting. As the discussion wound to a close, Ailith made clear her point that the event, in its present proposed form would not receive her approval. She noted the need for 'starter site' that would relieve the financial burden somewhat, and give the event a chance to become known. Justin suggested an exploratory committee to help design the event. That committee wasn't named nor were volunteers elected to it at this time. Other
points raised in the discussion: Alith, Katarina and Wulfwen mentioned at various times that some other activities might be included, since some folks don¹t care to shop all day. Ailith pointed to the need for more classes. Milica noted that after she's toured through the merchants in an hour or so, she really looks forward to a class or two, and having social space in which to visit with other event attendees. Master Patrick mentioned that at local events in the past few years, he's been scheduled to teach a class and spent that time in the room alone hoping for students to attend. He feels that some events may have too many classes scheduled at once, and sees this new format at a solution to that problem. Justin mentioned that having the large OARDC display room might give the opportunity to have 'large format' classes, especially if the merchant space doesn't fill. He mentioned wood joinery or furniture construction. Milica noted it might also be good space for textile arts, with looms brought in for class instruction. Justin also noted a class format similar to that of the Gallowglass Academy for Rapier might also fit in, or even having Gallowglass attend. Justin, Milica, and other members of Alderford in attendance offered to look for 'starter sites' in their area. OTHER
BUSINESS DISCUSSED Three Towers and Gwyntarian are sponsoring the Barony as it hosts the Northern Oaken Arts and Sciences Fair on March 22, 2003. To date, this is the largest event hosted by the barony. Held at First Church of God in Tallmadge, the site will open at 8:30 AM, and close at 10 PM. A&S project registration will begin at 8:30 AM and will CLOSE PROMPTLY at 11 AM. Volunteers for all event areas are still needed! Please contact one of the co-stewards if you'd like to volunteer. Co-stewards:
Mistress Arwenna of Kelsley is the new Northern Oaken Regional Arts and Sciences Officer! From Gwyntarian, Arwenna is responsible for organizing the A&S side of the A&S Fair. If you volunteer for an event position, and the event positions are filled, you will be referred to Arwenna. Or, check the website at: http://www.geocities.com/brenoken/a_s/index.html for other contact info. The Marche of Alderford will be hosting another event in it's well-known 'Masque' series. "Mystery at the Masque," Masque of Courtly Love VI, will be February 15, at Zion Lutheran Church of North Canton, 349 Lindy Lane NW, North Canton, Ohio. For more information, please go to their website: http://www.4th.com/sca/alderford/events/masque2003/ |