Now Accepting Location Proposals – Euro Party 2013!

[Serinia Edoras]

Even as we prepare for a very fun event in The Netherlands for August, it’s time to start looking for the next location for Euro Party 2013! As was announced as part of the administrative meeting’s notes from this past year, Euro will be managed differently from our traditional events. As our Amyrlin posted:

Continental European Events
Background: [spoiler:1eubautj]We have received feedback from some about our Continental European events. The suggestion was made that we should cease having official Continental EuroParties and switch them to being entirely local events. One of the main reasons this was suggested was the fact that customs regarding venues, contracts, etc vary widely from country to country. Booking a site is vastly different in the Netherlands than in Spain and that planning and facilitating an event would be much easier for a "local". A second reason given was the fact that both last year and this year there have been unexpected delays in announcing dates and venues for the parties.

We discussed this proposal at length. One point of immediate concern was that simply quitting official Continental EuroParties would leave the distinct impression that we cannot be bothered with Continental EuroParties, which is absolutely not true. We were also concerned that if we simply quit that would imply that we view these parties as not-important or second-class, which is also not true. Third, it would also have a detrimental impact on our European members' ability to earn the Gold party attendance merit. However, the point that local customs have a huge impact on planning and facilitating, and that planning would be easier for a "local", is one that is well-made. We think that perhaps we should try a bit different approach in how we plan these events.[/spoiler:1eubautj]
First, we *want* to continue having official EuroParties in Continental Europe. We will continue to solicit bids each year for appropriate locations/venues that have the qualities and affordability we need to meet Tower event standards. Assuming that we have a viable bid (ie: one that fits our venue requirements, procedures and price model), the Tower will continue to facilitate an official Continental EuroParty every year. The critical point being that we do in fact receive a viable bid; if we do not have a viable bid, we may not be able to faciliate an official event that year. One problem we've run in to for Continental Euro events in the past is that we receive only 1 or 2 bids which may or may not meet our needs. So, help us help you! Make a good bid and help us make these parties fantastic.

Second, in recognition of the unique logistical considerations with our continental EuroParty, we will be changing the Master/Mistress of Revels for Continental Europe. Instead of one person holding this position continuously from year to year who will then have to work with the Director and the local liaison (and who may or may not be familiar with the customs or language for the event site), we are going to, in effect, make the local liaison for that year's event the Master/Mistress of Revels. This person will work directly with the Director. This provides two benefits. One, a "local" familiar with customs and language as the point person for the event. Two, presumably someone enthusiastic about the party since they will have recently bid and thus someone who will want to put in the work necessary to pull the event off successfully. Whoever the local liaison is will be the current holder of the administrator-level position of Master/Mistress of Revels. This will allow them to earn admin time for the Merits and will also place them directly in the chain of command for the event.

So, with all that in mind, it’s time to send in your ideas! The Department of Events & Conferences is happy to work with you to develop any suggestions you have, so it doesn’t have to be perfect! Below is the preferred format, but feel free to include any and all information that you feel will help us make an informed decision in whatever format you feel is most clear. Here’s our suggested structure:

Name, rank and organization of submitter(s)
Overview of your Proposal
Location
Personal experience with the area
Why you think the location would be our best option
City (overview & details)
Activities (touring ideas for the area, or facilities for an amrlyn's tournament, etc.)
Hotel Options (URL & Phone Numbers)
Transportation (Major Airports in the area, options for people to get to the location)
- Help us understand how far the airports are, if there are shuttles or rail options, and what the cost of those would be, etc.

Support
Point of Contact - Who would serve as local liaison for the event?
Other – additional Tower volunteers who will help facilitate event



Also, please remember, submitting a bid to host this event is a significant commitment of your time and energy for the next year. I’m not saying it’s a full-time job, but we need you to be dedicated to working with the site (especially when the native language isn’t familiar to some of us), and to helping plan this event. As Viv’s post said, you will become the MoR for this year’s event. You will work directly with me and the rest of the DoE&C staff to put together this event and help us not only with the local info, but also with putting together the agenda, committees, dining plan, etc.

When your proposal is ready, please send it in an e-mail with the subject "2013 Euro Party Proposal - <location name>" to events@tarvalon.net, and officers@tarvalon.net. Bids are due by August 1st!