Avacal Other dated 2018-02-15
Unto the College of Arms, please find herein the bid and details for Avacal to host the Known World Heraldic and Scribal Symposium in 2019 in the Barony of Borealis, (Edmonton Alberta, Canada). Attached are letters of support from Seneschals of Avacal and Borealis, and the sitting Baron and Baroness of Borealis as the host group. (Link #1- Words of Support)
1: Bid for 2019 Known World Heraldic and Scribal Symposium - New Other
OSCAR is unable to find the name (Bid for 2019 Known World Heraldic) , either registered or submitted.
Avacal Bid Team:
Daniel the Broc, Bid Team Leader, Facility Site Coordinator, Current Precedence clerk Avacal, Consulting Herald
Amelinne D'Yvry, Scribal Stream Representative, Current Gules Signet (Kingdom Scribe of Avacal) and assistant bid Coordinator
Master Beothuk, OP, Current, Sanguinaris Herald, (Avacal PH), previous Avacal Education Herald, Kingdom Officer Support
Master Jean de Chauliac, OP, Former Principality Herald Avacal
Arwyn of Leicester, Former Principality Herald Avacal, Trillium Herald (Principal Herald Ealdormere), current White Wyvern Herald (Submissions Avacal), Coordinator of Joint Ealdormere Aethelmarc Symposium 2002
Bóthilðr Sigurðardóttir, current Seneschal of Montengarde, experience with large conference style events
Supported by Kingdom officers including Baron Kraig, OP, Kingdom fundraising deputy and Roxanne Delaroche, Seneschal Avacal
Proposed Key Event Staff Team:
Event Steward, Daniel the Broc
Assistant Event Steward, Scribal Stream Assistant Class Coordinator, Amelynne D'Yvry
Class Coordinator, HE Una Henriksdotter, OP., Former Baroness Montengarde,
Proceeding Clerk, Kataryna Thack, OL, current The University of Avacal (TUA) Coordinator for ongoing local and kingdom symposiums
Royal Liaison Coordinator, Bóthilðr Sigurðardóttir
Merchant Coordinator, Mistress Coryn of the Wood, OP, member of Avacal merchant guild, local costume merchant
Entertainment/Social Coordinator TBD
Fundraising/Sponsor Coordinator TBD
When: April 26-28, 2019. Chosen to reduce conflicts with major interkingdom wars. May conflict with Spring coronation in either Ealdormere or Aethelmarc (Link #2 - Crowns and Coronations)
Where: Edmonton Inn and Conference Centre. A large, centrally located facility in Edmonton, Alberta with 260 guest rooms, several conference rooms, and an onsite restaurant.
Proposed Venue for Symposium:
1 Large Ballroom that can comfortably seat 300 people and can also be subdivided with air-walls
5 other classrooms that will hold 20-30 each. If need or class streams need more than this, additional room are available at additional costs.
Large centrally located lounge area (raised "Arbour lounge") for gate, event steward point, as long as we allow other guest access
The proposed use spaces are marked on the floor plan in yellow (Link 3 - Hotel Floor Plan)
(all prices in $ Canadian with the approximate exchange rate $ 100CAN = $ 80 USD)
Site Fee: $ 65
Expected Attendance: 140 attendees, even though the 5 year rolling average appears to be at 170
Expected Income from site Fees
140 paid @ 65 $ /person - $ 9100
Expected Event Costs:
Venue $ 8041.11 (Includes 10% site contingency and deposit)
Gate supplies and equipment rentals $ 1000
Profit/Loss: $ 0
Fundraising stretch goals or group sponsorship
Coffee and tea service- approx 1500-2000 $
Keynote speaker travel assistance - Costs to be determined
2 days Breakfast buffet - $ 2000- $ 3000, based on people attending and items
Swag Bags - Costs to be determined
Amenities: Fitness Centre, Free Wireless Internet, Onsite Graze Restaurant, Coin Laundry, Business Centre with Printer, Wheelchair Accessible Rooms
It is too far in advance for them to be able to guarantee a room-rate or bulk discount, however, the online rate for a two-queen suite is currently 115 $ . Do note though that this does not include breakfast (See food options, below).
This is in line with the prices for the hotel selected for this current KW in the Debatable Lands ( $ 119.95 USD)
The easiest option for food is the in-hotel restaurant, the Graze.
Breakfast is not included in the basic room rate, they do offer a breakfast buffet for 19 $ , as well as their regular menu. We may provide potential catering options if the bid is accepted and we get local group sponsorship.
In addition to the onsite restaurant, Edmonton does have many delivery options, including a generalized food delivery app (https://www.skipthedishes.com) and Ubereats.
Arriving in Edmonton:
The Edmonton International Airport (Airport code YEG) is a major northern airline hub, with several direct flights, as well as several connector flights from other hubs such as Calgary (YYC) which is a 3 hour drive away. As the airport is south of the city, to get to the hotel your main options are a "Will call" shuttle service, (approx 20 $ ) or airport taxi service (Approx 45 $ ).
We may help coordinate a share a ride board to minimize transportation to/from airport with flights arriving/leaving around the same time.
Things to do in Edmonton and Alberta:
Edmonton is the provincial capital of Alberta, with a metro population of 1.3 million people.
Local attractions in the city include
West Edmonton Mall, one of the largest indoor shopping malls in North America. http://www.wem.ca/
The Royal Alberta Museum is re-opening in a new and much larger facility in mid-2018
Fort Edmonton park is a living history museum dedicated to the original trading fort and early city history from the mid-1800s on.
The provincial Legislature is open to the public with tours:
Rogers Place and the Ice district is our newly opened hockey and concert arena, home to the Edmonton Oilers of the NHL. 2019 is a long way away, but late April is NHL playoff hockey. http://www.rogersplace.com/
The Edmonton River valley is one of the largest contiguous urban park systems in North America, with 160 km (100 miles) of maintained trails and a new funicular for motorized access.
For places a bit farther:
Jasper National Park is approx 350 km (220 miles) west of the city, with late April being good for both spring skiing as well as early hiking.
The Royal Tyrrell Museum is a world renowned paleontology museum located on the dinosaur beds of the Alberta Badlands, located 275 km (170 miles) south and east.
Link 1: Letters of support from Avacal Seneschal, and Baron and Baroness Borealis
Link 2: Coronations, Crowns and other Major Events of the Known World
Edmonton Inn floor plan, with rented areas marked in Yellow
Thank you for your consideration.
I may be contacted if there are any questions relating to this bid.
Daniel the Broc (MKA Joe Turner)
780 446 4581