The East Kingdom Arts and Sciences Championship is an exciting annual event which has some unique needs. To help potential event stewards choose the best site for this event, we have created the following list of guidelines outlining the needs specific to this event, which are listed in order of importance/necessity under each category.
Please make an effort to include the MoAS office in communications regarding event bids for A&S champs. Even if a particular event bid is not selected, it is very helpful for the MoAS office to be aware of all the possible dates and locations for this event, as this allows us to create timelines and protocols in advance. Use moas@eastkingdom.org to cc our office on these communications.
Room size and specifications:
- This competition requires at least 7 hours in the hall prior to evening court; more time is preferable.
- Space for at least 20 6-8 ft tables with enough room for chairs and comfortable foot traffic
- whenever possible, place all tables in one hall to allow display and competition in one space rather than separating the displays and the competitors
- The venue will need to provide at least 24 tables – 20 for entrants, 4 for registration, judging, etc., as well as chairs for entrants and judges
- Enough room at table ends to allow for accessibility needs, dress forms, etc.
- Electrical outlets in the display area to allow displays to use laptops, hot pots, etc
- At least one “quiet room” for judges to confer. If possible, two or more quiet spaces is optimal to allow separate spaces for judges and entrants. These can be small rooms
- If possible, a stage-like performing area for performance entries
- if this is not possible, extra space in or near the display area for performances will suffice
- Wi-Fi is very helpful for the smooth running of the event, as it allows the MoAS team to access and update spreadsheets and other documents on real time
- Wall space that can act as a vertical display space
Additional needs:
- Access to a kitchen for food entries, especially a refrigerator and a water source
- note: if there is a dayboard or feast, try to figure out a way to allow cooking entrants to use some fridge space and have access to water
- The site should allow alcohol (damp site) to allow for brewing entrants
- if a site has concerns, let them know that this is for a competition, which will comprise of open containers for a tasting. This will *not* entail the general distribution of alcohol in a bar-like setting
- If flame/fire is allowed in the space, please let the MoAS know, as this may provide opportunities for some art forms who would otherwise be unable to participate. This is a “nice to have,” and is not a primary priority.