I would like to thank everyone for their feedback on this year's 12th Night Event. Everyone did a wonderful job pulling together and tackling the obstacles we encountered with the event planning and switching to a new site. Overall the event was a success and everyone had a Great time.
We did have a few learning opportunities with the new site. Please see below for the commentary from our meeting on the chances we have to improve for coronation and next year's 12th Night. Thank you again to Mistress Gianetta for taking and compiling the notes.
Suggestions for using this site again:
- Even more signage. Make sure "you are here" maps match layout - separate ones for each floor. Signs on elevators pointing out specific areas of the event e.g. "Classes 3rd floor, Merchants in Basement" Do more signs than you think you need, then do even more than that.
- More clear info in program about locations of events - text section in addition to map (Merchants - basement, etc.)
- Need a parking coordinator and parking signage. Better directions to parking, and a person to help park the lot. Suggest that event staff start the parking pattern in the center to establish double rows.
- More communication and tell people about the loading/drop-off zone (looks like handicapped but is drop-off zone)
- More signage on the outside of the building so people know where to go.
- Jocelyn volunteers to make orange cloaks with wagon wheels on them, to indicate traffic coordinators.
-Move Gate to downstairs
The big room:
- Music on the stage during the day was great
- Concert acoustics - good for the room, hard for performers
- Craftsperson's faire performance too difficult.
- Room is too small for multiple auditory areas. Don't try to have 2 different things happening, if populace is using the room. Concert OK because everyone was settling in for court and feast.
- Feast/court with the same feast table setup worked well. Add seating for non-feasters.
-Dancing was good! Need more room if more than 10-15 dancers.
- How to direct more traffic downstairs? Signage, other activities?
- Use fellowship hall! More space.
- Make sure to get locker rooms unlocked for changing.
- Women's dressing room (office space) - nice to have, but too hot, needs mirror to be really useful.
- Hallways were tight.
- Definitely need more space for coronation, events with more than 200 people.
- We had 194 gate (21 nonmembers). 50 people less than usual. 64 feast tickets sold (plus comps)
- What is policy on unclaimed feast tickets? Make sure it is clear - no refunds day-of or after.
- Clarification - printing can be reimbursed, put it in the budget with the event bid. BUT prefer to find free or donated printing.
- Awesome kitchen!
- Serving window for lunch worked well.
- Good cleanup.
- Simplification of TGS "stuff" organization - only decision is to bring cooking stuff or not. Bring all serving boxes no matter what.
- Everyone likes the scribal room, a good tradition. Need bigger, child-free room.
- Maybe next time use fellowship hall for merchants and scribal? Library upstairs?
- Gingerbread house activity was fun!
- Ellenger was too small for merchants with double tables.
- We may run short of tables and chairs for a bigger event, be sure to confirm with site staff before Coronation.
- Need decorations! All xmas decorations in the school spaces will already by down by Jan 7 (epiphany)
- Be sure to always bring TGS banner to events!
- For coronation, plan for banner hanging supplies for balcony, stage etc. Advertise and tell people to bring their banners to decorate. Could bring Foxvale banners, stained glass banners...
- The floor took about 55 minutes to roll up. Can take 30 minutes, but not by tired people at the end of the event. Plan an hour.
- Garbage - take it downstairs in cans, then remove bags. Keeps bags from breaking on the stairs
- Front door has an allen wrench to lock/unlock.
- Make sure a separate person does a final check from the outside to ensure all doors are locked.
If anyone has any questions please do not hesitate to contact me.
At your service,