Suggestions for Bidding on Kingdom A&S Events

If you would like to bid…

Each event has special requirements in addition to the society and kingdom requirements. Please read the requirments for the event in the sections below. Please send an informal proposal e-mail with questions you may have to kingdom@moas.ansteorra.org. We are happy to help discuss requirements to make your bid the best possible submission.

It is likely that your group will be competing with other groups to bid on this event. In order to provide the A & S officer with enough information to make a reasonable decision, please try to include as much of the following information as you can along with the “official” bid form:

We will need, information on the site you plan to use and the facilities available, including cost, hours available, restrictions (particularly regarding alcohol and fire), parking and parking restrictions, accessibility, or anything else that we need to know to make the best decision for the event. The local group is responsible for site setup and takedown, gate, feast (if included in bid), the postings of information needed for that event in coordination with the site.

Please include any other information you think might be helpful, such as photos, a map of the whole site, lodging or restaurants in the area.

Please go to the Ansteorra publications section to find the current Kingdom Event Bid Forms.

Go to Laurel’s Prize

Go to Kings College

Go to Kingdom Arts and Sciences

Needs for the Laurels’ Prize Display Event

Should Have

These are in addition to the standard event requirements set out in Corpora and Kingdom Law. Please note that the crown and/or financial committee may add specific requirements:

  • An indoor hall large enough to hold 40 six-foot tables with two chairs on each side. Should include any restrictions on table placement/fire code, restrictions on wall use/hangings in the bid.
  • Accessible electricity for at least 10 tables. Should include the location of all outlets and permission to tape down cords with non-marring tape for safety in the bid.
  • A map of the room or rooms with their dimensions for the main display area showing door locations, outlet placements, and any other items that need to be considered for space (pianos, stages, scaffolding, etc.).
  • Enough room between rows to accommodate anyone with mobility issues. 6′ minimum with 8′ as ideal to account better for chairs.
  • A registration table that will be stationary for the entire event with access to electricity.
  • An area designated for performance arts, which can be a separate room.
  • A plan for gate, food, site setup and takedown to be staffed from the local group.
  • Lunch for the Laurels and participants if no other options in the area.
  • Table arrangement, scheduling for the consultations, registration, and other A&S specific details to be coordinated with the Kingdom Minister of Arts and Sciences or their designated deputy. 
  • A room, separate from the royal room, for the Laurels to review resources, consult on displays, have lunch, and for any circle.

A Better Bid

A preferred bid would have some or all these items.

  • 8′ Tables in the same number.
  • Lunch brought to the artist tables and to the laurels doing consultations. Otherwise, “skip the line” for any laurels at lunch so they can return to their consultations.
  • A plan for any activities for the populace and a place for them to gather outside of the display areas.
  • A performance area that is acoustically blocked from the rest of the noise.
  • Wi-fi for those that would like to show their YouTube, TikToc, etc. content and for Laurels to consult resources.
  • A site that allows for alcohol or allows for alcohol tasting.

Needs King’s College

Should Have

These are in addition to the standard event requirements set out in Corpora and Kingdom Law. Please note that the crown and/or financial committee may add specific requirements:

  • A climate-controlled site with at least 10 or more classrooms such as schools, universities, churches, community centers, etc.
  • Adult-size chairs in all rooms that will be used for classes (unless for youth classes).
  • Accessible electricity in all indoor classroom areas.
  • A map of the room or rooms with their dimensions for the class areas showing door locations, outlet placements, and any other items that need to be considered for space (pianos, stages, scaffolding, etc.).
  • A private space for the Laurels Circle.
  • A plan for gate, food, site setup and takedown to be staffed from the local group.
  • A space liaison to assist the Kingdom Minister with room assignments for space planning and assigning classes. Classroom assignments, class schedules, teacher recruiting, registration, and other A&S specific details to be coordinated with the Kingdom MOAS or their designated deputy. 

A Better Bid

A preferred bid would have some or all these items.

  • Wi-Fi to access for participants, offline storage, audio, and video.
  • Outdoor areas for martial, hot, or messy arts, (e.g. blacksmithing, chivalric, rapier, glass workings, pottery, etc.) with some access to electricity and water. Fireproofing should be a consideration during drought conditions.
  • Workrooms, studios and/or kitchens available for “messy” indoor classes (e.g. cooking, felting, etc.)
  • Lecture halls, small auditoriums, gymnasiums, or stages (e.g. large classes, indoor marital classes, performance, etc.).
  • Existing audio-visual equipment. Access to existing projection screens
  • Lounge areas for instructors, Laurels, and general populace
  • A site that allows for alcohol classes or allows for alcohol tasting.

Needs for Kingdom Arts & Sciences Competition

Should have

These are in addition to the standard event requirements set out in Corpora and Kingdom Law. Please note that the crown and/or financial committee may add specific requirements:

  • An indoor hall large enough to hold 25-30 six-foot tables.
  • Accessible electricity for at least 6 tables.
  • A separate room for those who are not competing to mingle. This must be comfortable enough for the populace to congregate until judging is complete. This is traditionally mid-afternoon.
  • A registration area (2 tables) that will be stationary for the remainder of the event.
  • An area for performance arts, which would be a separate room or an area that is acoustically blocked from the rest of the attendees that are not performing or judging.
  • A lunch for the judges if there are no food choices within a few blocks of the site.
  • Table arrangement, registration and schedule will be coordinated through the Kingdom MOAS or their designated deputy. 
  • A room, separate from the royal room, for the laurels circle, and to review resources, consult on entries, etc.

A Better Bid

A preferred bid would have some or all these items.

  • A small room for the judges and staff for scores to be tallied.
  • A lunch for the judges when there are food options within blocks of the site.
  • A place for additional activities to accompany the competition if they do not take away from the focus of the event. Some examples are games or games area, a small tournament(s), classes (if there are extra rooms), and performances.
  • Wi-Fi for access to resources when needed for judging.
  • A site that allows for alcohol or allows for alcohol tasting.
© 2024 Ansteorra Arts and Sciences