12 TH NIGHT 2008 BID FROM LIONS GATE

Transcription

1 12 TH NIGHT 2008 BID FROM LIONS GATE Backoround info: 2004 Lions Gate hosts Kingdom Bardic Championship 1997 Lions Gate hosts May Crown Seagirt hosts 12 th night ( last time this event is in Canada) Lions Gate has hosted 2 principality events in the past 2 years as well as Clinton every year, a over 1000 people event. We have the people with team experience to pull off a large event. I personally have experience autocrating baronial camping/banquet events, Principality level and Kingdom level (Kingdom Bardic) events. Serving as Princess has also expanded my experience with paper work at a Kingdom level. Bid information: Based on conversations with both autocrats from Seagirt and Shittemwoode, where the numbers for 12 th night were 840 and 720 respectfully, we would estimate between attendees to 12 th night 2008 in Lions Gate (LG). The estimate for hotel space needed would be for people in hotel guest rooms and in meeting area needs. We have secured, on a first refusal basis, the Aston Pacific Inn Resort and Conference Center. We have reserved the following meeting areas: Costa Brava, Del Sol and Mesa Court on Sat/Sun, QRC tournament as well as a dancing ball/social on Friday night. Over 5,000 square feet Costa Rica Static Arts and Sciences displays 12TH NIGHT 2008 BID FROM LIONS GATE CONT.. - Cote De Azure 3 meeting areas in one large room

2 Pacific room Rumba room with over 2500 square feet Peerages and costuming contest Merchants, Scribal contest and one meeting area on raised stage. Court room will have room for 500 people with theatre style seating. All meeting rooms will be $3,000 total inclusive. $1,000 deposit required at time of booking, to be covered by Barony. Room rate is per room regardless of 1,2,3,4 occupancy. Cots will have an additional cost. Hotel has 150 rooms consisting of: 109 double Q rooms 36 King rooms 5 Suites ($160) All rooms are quite spacious with not only room around the beds but also room for desk/table and chairs. We haven't set aside a seperate space for Royal rooms as the Suites ( to be used for Royals) have seperate living rooms as well as counter space with fridge and microwave. Hotel can accomodate people, there is another hotel (Best Western) 3 km away and can house 130 as well as there are some motels in between. 15 minutes down the highway are 2 med-iarge hotels ( Days Inn and Quality Inn) If needed a shuttle between hotels can be provided. Hotel is located off of exit 2 after the Peace Arch Crossing (that's right you only have to make it 2 km across the border) 12 TH NIGHT 2008 BID FROM LIONS GATE CONT.. -

3 Amentities: 3 km from site: Safeway London Drugs StarbucksSubway Liquor Store Medical Clinic Bank Restaurants Pizza Sushi Farm market Break a way Motel 5 km from site: Multiple restaurants Choices Market Save on Foods Tim Horton's Lions Gate is very eager and enthused to host 12 th night. We look forward to working with everyone to make the event a success!! Viscountess Bernadette Ebhili'n A'rd

4 -,' ',:--,:'.,.., -, ci=ow;t~ri~~dom '~,~,~.'.- -' EVENT BID pl~~/~d~~"~/~lbly.)ftties"'ce pl'9videdls ;.nq,t.~4!f~!!m;j~"l~y;~~delpr attac~ei~~wl~' thei locationof such clearly IndicationIn the space provided.. WHOISRESPONSIBlEFORflECEIVINGANDDISTRIBUTINGFUNDS. ISTHEREANAGREEci-Ut>ClNDMSION OFTHEflet.WNI~~1/'IF YES. WHAT PER(:ENTAQE? E.G..RESERVAnONINCOME.~ANDFEASTEXPENSES,ETC.? PROFITSBETWEENTHES/'ONSORANDTHEHOST?""">'"... ' ','..! O~:X;'ONO SrECIAL RNANC~lAR~~t;M~~~~ L9S~ES>;";!~iji>.. i..'.,... Kin~. mlaw and F1~.lU'lClaI..POIJ,C;I.~.... ;;~..,. ard., 111.9ttll~il bj.e..,c..t.a.pply..1.na.i.i;.~.,,: '.".'....b ut..t..h..i.s se..?t.10n.,pe.rtain.s.,t..o.. t..h..e a..mou.n.ts.th.a.tt.h.e.spo.ns.onng branch must cover ~enco-h9stlngc;>r4t!!izi(\gan fqclplent brarlchd~~jevej:1tl:l.l~;!~~iz~, whp wquldbear the burden of the loss? Please outlinel'thes~ arran~m~n~ if applicable and attach;thei~ui~slgna~;u~pfeach seneschal denotes ~ei~agreemelnt to all the terms under the rheadmgs "Fmanclal Arrangements" and "Special Financial Arrangements and Losses". ".....' NOTE: Site fees for~rown events are: $15.00 U.S. (with a $3.00 mem~r,discount) 0($20 eanadlan(witha $4.00 memberdiscount). Suggested tfpnily cap: 2 adults,'2 children., :~;;;(,\..:'..';,' '....,. ~Wb:.DSARETH!';~;~~>0.+i:"{~~f:(lTI~~::C~Y0'~1W?I).!~~~ ir.someg~:~rthismethod) ~NA~PA=~;f~YES.AM~o~~~~;Jb~:~::;:~V1DETHESTEDEPOSm IFTHEKINGDOMISRaUESTEOTO PAYTHEFULL/ PORTIONOFTHESTE IF SO, CONTACT THE EXCHEQUER IMMEDIATELYWIl1-f DETAILS. OUTUNE OF ARRANGEMENTS DEPOSIT,HOWMUCHISREQUESTED? WIl1-f EXCHEQUERSHOULD BE IN WRITING AND A COPY ATTACHEDTO THIS BID FORM. INCOME~&EXPE~E PROJECTION SUMMARY (ATTACH FULL BReAKDOWN. SEEEVENTBUDGET REPORT FORM)

5 CONSTABULARY "p LIcM5 &:~ PLAN g.(. CHIRURGEON IN CHARGE (SCA NAME) ADDRESS OF CHIRURGEON I~ CHARGE A PHONE NUMBER QNCLUDE AREA CODE) {bo ) 5""40-CCrQ2 CHIRURGEON IN CHARGE (LEGAL NAME) FAX NUMBER (INCLUDE AREA CODE) ZIP CODE I POSTAL CODE PHONES ON SITE? IF NO, WI1ERE IS THE NEAREST ONE?.. PHONE NUMBER (INCLUDE AREA CODE) FAX NUMBER (INCLUDE AREA CODE) ~ES ONO RADIOS ON SITE? WHO WILL CONTROL THEM? WHO WILL HAVE THEM? IF THERE IS AN EMERGENCY, '0;:: WHO WILL DO WHAT? (ATTACH A SEPARATE SHEET IF NECESSARY) lj ' I Cvv> C<i?!2- LOCATIONS? a..s '-U W\~(, DISTANCE I RESPONSE TIME FROM SITE, MILES DISTANCE I RESPONSE TIME FROM SITE MINUTES S MINUTES PHONE NUMBER MILES ql/ DISTANCE I RESPONSE TI~~~:OM SITE S MINUTES PHONE NUMBE~ II IN A CRITICAL EMERGENCY, IS A MEDIVAC HEUCOPTER IF YES, HOW ARE THEY TO BE CONTACTED? RESPONSE TIME TO ARRIVE ON SITE AVAILABLE IN THE AREA? 0 YES MINUTES Note: Touch-down are~ must be a firm, level surface about feet in diameter. The approach path can have no obstructions over 60 feet high within 100 yards of touch-dovm and over 180 feet high within 300 yards. These are the minimum needed for night landing. SITE ACCESS? ~HARED 0 EXCLUS","" i IF SHARED, WITH WHO AND AT WHAT TIMES? '// IS ALCOHOL ALlOWED? IF YES: I DYES (8No 0 WET 0 DISCREET DQTHER: FIRE RESTRICTIONS? IF YES, 'jlease UST RESTRI,ONS I ES 0 NO; K' ARE THERE HAZARDS ON OR ADJACENT TO THE SITE? IF YES, WHAT ARE THEY? (RUNNING WATER, LAKE. RAILROAD TRACKS, RIFLE RANGE, ETC.) DYES ~O '. \ S: o PERSONAL CAMP AREA (WITH ASHTRAYS),8DESIGNATEDAREA(S} Oc...:,," ARE THERE NEIGHBORS WHICI'i MIGHT DETRACT FROM THE AMBIANCE OF THE EVENT? (GO-CART RACE TRACKS, DIRT BIKE TRAILS OR HILL CUMB AREAS, RESORTS WITH LOUD PIA, ETC.) bdyes 0! IS THERE UKUHOOD OF TRES~ASS, VANDAlUSM, THEFT, OR OTHER SECURITY PROBLEMS DUE TO LOCATION, SITE LAYOUT, OR SITE ACCESS BY LOCALS? VlD The CIC is to check wljh local law enforcement regarding the legal possession (on site) of lethal weapons, Including knives, swords, axes, spears and firearms. Provide name, t1t1~and phone number of person contacted (Kingdom Seneschal or Kingdom Constable will be calling them too). Kingdom Deputy Cons~le for Event Planning can help with this, if needed (see The Crietj. NAME OF LAW ENFORCEMENT,CONTACT TITLE PHONE NUMBER 'Y\nl ATIACH A SHEET WITH ADDITIONAL INFORMATION SU AS GATE AND PATROL PROCEDURES WITH TENTATIVE SCHEDULES, PROCEDURES FOR REMOVAL OF PERSON(S) (IF NEEDED), ANY ADDITI9~AL SITE RULES, ENVIRONMENTAL CONCERNS, ETC. t COPIES FORWARDED TO: KINGDOM:! o SPONSORING BRANCH SENESCHAL o SPONSORING BRANCH CHIRUGEON IN CHARGE OCHIRUGEON o SENESCHAL o CONSTABLE

6 ARRANGEMENT ~L ȯ STRAIGHT UNE i ; a 0 UNEVEN dj ROUGH 0 SlOPING 0 OTHER MARSHAU.-IN-cHARGE Ii I i, (SCA NAME) ADDRESS OF MARStW.I.-IN-CHA!lGE ADDRESS CO>{. o MIXED R COMBINATION (DESCRIBE): : DO FIELDS CONTAIN GOPHER, CHUCK OR. OTHER HOLES THAT MAY BE HAlARDOUS TO FIGHTERS OR PEDESTRIANS? MARSHAl.L-IN-CHARGE (legal. NAME) Required Attach~nts:. econstabulary Plart(p~g~ signed and dated by the Autocrat and the Constable in Charge (CICl, and Feast Plan (page 4), if applicable. Attach other docum~nts, details, photographs, and related bit materials you would like to see considered. Send 1 copy of the bid and accompanylngi material to EACH of the following: The Crown, The Heirs (if applicable), Exchequer, Seneschal, and Events ~~~~ ~!~::::::~~~:: to strictly observ~ all mundane laws... I. SIGNATURE OF SPONSORING seneschal.. I J I. AN TIR 01 2OOflIll5I25 PAGE 2 <>Fj5

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8 Suney Conference Center and Vancouver Banquet Rooms -- British Columbia, Canada Page 1 01'2 Surrey CO!lfen:::ncc C i, ~': Yor A\eetings 8: Banquets The Aston Pacific Inn FC::Oi-t and Conference Centre is the ideal fzicil1lj' fer all your business or banquet requirenv:>nls. \Vhether you are planning a conference,!tquiring lecture and meeting rooms, or a gal(l reception with a dinner and dance, our staff car! r-ielp make your event a success. Choose from the Pacific Boardroom for up to 40 people or pick from a combination or rooms that meet your needs - including the 6,020 squarefoot Costa Ballroom for 800 people. We offer the perfect sized i'oom for dinner dances, receptions, wecic!ings, or any style of meeting, and we can provide any business amenities you may n?qijire. Visit Pacific Inn Catering to learn mme,:!bout our catering and food services. Room Theatre Reception Dinner Dinner Class Board U-Shape Hollow Square Dance Only room room Square Foot Costa Brava i:;o Costa Del Sol n/a Costa Mesa '!eo n/a '!r':-l Costa Rica l...,v n/a Brava Garden Room Theatre,~c'coptjon Dinner Dinner Class Board U-Shape Hollow Square Dance Only room room Square Foot :lp:. '\\\\\\.pacificinn.com/meetings.html 1/14/2007

9 Surrey Conference Center and Vancouver Banquet Rooms - British Columbia, Canada Page 2 of2 Costa Ballroom Rica & Mesa Mesa & Del Sol Rica & Mesa & Del Sol n/a n/a n/a Room Theatre Reception Dinner Dinner Class Board U-Shape Hollow Square Dance Only room Square Foot room Costa Bella n/a n/a 525 Cote D'Azure Cocoloba n/a Pacific Boardroom n/a 40 n/a 12 n/a n/a 525 ASTON PACIFIC INN RESORTHOTEL & CONFERENCECENTRE 1160 King George Highway White Rock/Surrey, BC, Canada. V4A 4Z2 Phone: (604) Fax Number: (604) Toll Free Reservations: sales pacificinn.com Tropical Oasis I Guest Rooms I Packages I Conference Center I Dining Facilities Health Club I White Rock Location I Photo Gallery I Reservations I Attractions I Other Services I Virtual Tour Presentation created and maintained by In Vancouverl Web Services. All rights reserved. 1/14/2007

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