I will put together a checklist/suggestion list of items and proceedures used when Events are thrown in Dur-Demarion. I will do my best to make it universal and not have it too specific to Montgomery Bell. That park does a lot of the work for us, so it shouldn't be taken into account.
First things:
You can only tangibly act on a few things a long time before the event.
-Event Tokens
-Feast PRICING and PLANS
(in my experience, pricing of anything too early will change by the time of the event, mostly with food items in bulk. These food items often change due to season)
-A feast run-through (People will come in and there will be bread at the table, let them start, bring a pitcher of drink. Then bring in the soup...)
-For outdoor sites GP large of some kind of equipment/ people dryness area should be considered
-THE WEATHER IS BEYOND YOUR CONTROL. Don't worry, it does no good.
-While it would be nice to keep people's finals in mind it unfortunately is not feasable. The ordeal regarding this trying to plan Geddon this year proves that intentions are good, but NO TIME is great for everybody.
-Know every member of your group with a truck(
this is a lifesaver)
-Every event HQ should have these things
1) Trash Bags
2)Med Kits
3)Cash Box and Accounting info sheets
4)Waivers
5)Paper and pens
6)Flash lights
7)Map of Site
Rules of site
9)Rules for event activities
10)Some basic tools are helpful
There's probably more, this is off the top of my head.
These things the group can do:
Get jazzed about battle ideas, it will help to keep the field going if innovation is encouraged. This is the alternative to insulting battle variations in lieu of Unit Battles, and then tromping off of the field afterward complaining about **** heralds and rhino-hiding.
Do small consistant things, Like grabbing a trash bag from troll when you set up for the day by the field. It's better to pick up a trash bag from the side of the field than a hundred pieces of scattered trash.
All for now; print it, live it, have it at your next event.
Hugs and kisses for Kenny
Iz