Event Steward’s Log: This week I received the estimate for billing from the school district. Thanks to the on-site person liking us last year, we again won’t have to pay for a custodian at all. I did forget that charge us for heat/air conditioning, but that’s about the same cost as I had built into the budget for a custodian “just in case” so that’s OK, budget-wise. I also submitted copy for the event to the Crier, and continued to do some clean-up of my laurel volunteer list (just formatting, but it makes it easier to find what I want later).
Event Steward’s Log: Looking at last year’s paperwork, I noticed that last year I had filled out a “Principal’s Designee” form, which is what allowed us to get away with not paying a custodian since I was the designated employee on site. I asked the on-site person at my school if I needed one filled out this year and he said no. I checked with the person who handles rental billing at the district office and they said yes, and sent me a blank form. I filled it out, scanned it, and e-mailed it back. The district person kindly confirmed receipt. I think that means she has everything now.
I posted to the Facebook pages of An Tir Laurels and Western Region Laurels asking for people who were willing to be on the Laurel Scavenger Hunt or A&S Consult table. Those who responded I added to my continuing list, again including what activity they wanted to do. We had a Western Region Laurel meeting on Sunday, at which I got a few more volunteers. After the meeting I added them to the list as well.
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Event Stewards’ Log:
At the end of last week I sent a message to the district office to see if they got all the paperwork, including the insurance certificate. It turned out that the insurance certificate had arrived, but not the application. I checked with the on-site person to whom I’d given the application, and it turned out he was holding several for the next school year and planned to turn them in all at once to the district. Well, at least I know it didn’t get lost.
I went to Junefaire to promote the event. I put up biffy postings, and handed out fliers to all the people I could in the A&S demo area. I talked to Laurels on site to ask if they could make it to the event and participate in the Laurel Scavenger Hunt or A&S Consult table.
Over the days after Junefaire, I put the names of Laurels who could help in an electronic Word document. I noted what activities they were able to help with, and whether I needed to contact them later because they weren’t able to commit at this time.
I sent out an e-mail advertising the event to the Wyewood List and Laurel’s list.
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Event Steward’s Log, Supplemental: One of my philosophies of being an event steward, is “Do one thing for the event, every day.” It doesn’t have to be big. Sometimes I answer someone’s e-mail about the event and let that count. One day I decided I wanted to make a collage of last year’s pictures for this year’s Facebook event. So I took a couple minutes to figure out how I could do that – I didn’t make the collage then, I just went to PowerPoint to check if I could overlap pictures on that program, and then cut it with the Snipping Tool. So it was just a moment figuring out how to do the thing, even if I wasn’t going to do the thing that moment. Some days I fish for thing I could do because nothing is urgent. Like one day it was, “Well, I guess I could start on the Crier ad.” One thing a day, and then one isn’t in a panicked rush at a due date, or overwhelmed with a lot to do at once.
Event Steward’s Log: At the business meeting at FCS, I asked who could forward the Facebook message about Arts Unframed to other local branches. I wrote down who agreed to send to which branch. Over the next day, as people told me when they shared the event, I checked them off my list. People I didn’t hear from specifically, I sent a private message to ask if they forwarded the event. I did end up getting the event shared on FB with all the local groups I was aiming for. In addition, I continued to have e-mail conversations with Tymme as the website is readied. I’ll release that info after Junefaire, because to send it out right before a major regional event seems like it’ll get buried in posts related to this weekend. In addition, I made biffy postings and handouts to take to Junefaire myself. Since Junefaire has a large A&S contingent, it will be an ideal time to promote my event one-on-one and get Laurels signed up to participate.
Event Stewards’ Log: I made biffy posting fliers and gave them to Ameline to post at May Crown. Tymme sent me a link to a draft website for feedback and I responded with some thoughts. I started on the Crier ad for this year (again cheating by starting with last year’s). I checked to see if the ad for the event on Facebook got posted to other branch’s Facebook pages – it seems it did not. I don’t really want to join a bunch of groups (which some require) just to post this ad. I will bring this up at the business meeting to see if I can get more formal agreements to share the ad to other groups. (If anyone is reading this who wants to share that ad,which is below, please do, and let me know which ones you shared with). In positive news, I just received my copy of the insurance certificate from the SCA, which means that the school district should have it any minute now, too.
Event Steward’s Log — This week I finished filling out the site application, and wrote up the request for the insurance certificate we need to order for corporate. Fortunately, I have the request for the insurance certificate saved from the last Arts Unframed, so I could use that and just change the date. For the certificate order, I also confirmed with my site contact that the fax number to send the cert to was the same as last year. I sent Tymme, my website person, the information on what pages I’d like the event website to include. I contacted another person I knew who took lots of pictures at the last Arts Unframed and asked if I could use them for the new event website or FB page.
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Event Steward’s Log: After much life happening, and having to move the event date, I’m finally able to really start the process of putting Arts Unframed together. Here’s what I did this week:
– I started by checking the An Tir calendar to make sure Blatha moved their event so we wouldn’t be on top of each other. Clicking on the link to Arts Unframed just to check it, I discovered the location was incorrect. Once you submit the EIF (Event Information Form) the calendar usually sends you a link that will let you edit your event’s calendar page yourself. I couldn’t find any record of that link so I e-mailed the calendar to get it again. They responded quickly and I at least deleted the incorrect information, and will get to adding more when I have more time.
– I checked if the event was on the Wyewood site, and discovered it was on the main page but with the old date. I e-mailed our webster to get that corrected (thanks Isidora!)
– I started thinking about the website and Facebook page and went looking at last year’s Arts Unframed FB page to see if there were good pictures I could use for the banner this year. I sent FB private messages to some folks who had taken pictures to ask their permission to use them.
– I started filling out the official site application from the Kent School District. The site manager already put me on the school calendar, but the official paperwork still has to go through the district office. In reading the application it reminded me that I need to order an insurance certificate.
– I e-mailed our exchequer Sofia to ask when the next convenient time would be to get a check to pay for the insurance certificate (it cots $50 and has to be ordered from corporate). This turns out to be the next FCS.
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