1  

KNOWN WORLD BARDIC CONGRESS AND COOKS COLLEGIUM VII Bid from the Kingdom of Northshield to be sponsored by the Barony of Jararvellir

Opening Friday, August 29, 2014 (Labor Day weekend) Closing Monday, September 1, 2014 Site: Camp Waubeek 1450 Highway 13 Wisconsin Dells, Wisconsin 53965 http://camp.eastersealswisconsin.com/content/renting-camp-wawbeek Site Contact: Ken Saville ksaville@eastersealswisconsin.com

CAMP WAUBEEK

If you should pass through Wisconsin Dells on your way to the event, your senses may be jarred by overgrown water parks, crazy amusement rides, an upside-down White House and a Roman Coliseum, complete with Trojan Horse. However, less than two miles from the Bavarian Glockenspiel in downtown Wisconsin Dells, you will find yourself in a fern-studded forest, suitable for Robin Hood and all his merry-makers. As you ride up the narrow path, all the distractions of modern life are left behind, and you arrive at a medieval faire, where the finest of viands may tempt your palate and bards are waiting to entertain you at every corner. This is Camp Waubeek, home of the seventh Known World Bardic Congress and Cooks Collegium. Since 1938 Camp Waubeek has provided camping experiences for children and adults with disabilities. Therefore it is completely accessible, and the residence halls are laid out with living rooms with fireplaces, spacious hallways and extra-large showers. The living rooms will serve well as classrooms. One residence hall has five rooms that sleep 12, each with its own bathroom/shower. Another has eight rooms which sleep eight, and suitable bathrooms. The beds in these rooms are more like hospital beds than camp cots or bunk beds. “The Castle”, which is the oldest building, sleeps 28 with 2 to 4 beds to a room and four bathrooms. There are two other small unheated cabins which could increase the number of beds by 27 if necessary. The nearest motel is about a mile distant. “Campers” are expected to bring their own pillows, sheets, blankets, and towels. Real camping is also available for the same price per person but is rather primitive. The dining hall, which is being remodeled this year, seats at least 120, and contains a fully-equipped industrial kitchen with walk-in cooler and a huge outdoor grill. There is another fully-equipped kitchen in one of the residence halls, and there are counters and sinks in three other buildings. We will have access to all equipment and utensils. One of the buildings is primarily an open hall, which would make an excellent merchant space. The other end of this building may be divided into two classrooms (one of which has a store of musical instruments). There is a well-equipped craft shop, which provides at least one classroom. Another building has a large open hall, and a small library with pool table, for two more classrooms. This building would be suitable for court if one were to occur. The “living room” of the castle can be a classroom. If the weather is good classes could also be held on the castle’s porch or in the gazebo next to the castle. There are many picnic tables just outside the dining hall, which could be used for class space, for lunch, or simply for socializing. There is also a firepit with benches toward the entrance of the area. Depending on fire restrictions, there are several other firepits that could be used for cooking or singing. Other facilities, such as the swimming pool, the climbing wall, the ropes course, and the archery range will not be contracted for in our site agreement. To summarize – the camp has sleeping space for 152 and 10 to 13 indoor classroom spaces, not counting the kitchens and dining hall.

 

2  

ACTIVITIES

Event activities will be based on the traditional format of previous Cooks and Bards events. A pot of soup will be bubbling on the fire for those who arrive early. A wine and cheese reception on the castle porch will provide a touch of elegance on Friday evening with all refreshments created in the kitchens or workshops of Northshield cooks/vintners/brewers (or our friends). A full schedule of classes is being planned for both cooks and bards on Saturday and Sunday. Mistress Eliane Halevy (Barony of Jararvellir) will be coordinating the bardic classes, and Mistress Margaret Fitzwilliam of Kent (Barony of Nordskogen) will organize the classes on cooking. We will also be adding a track for brewing classes that will also be coordinated by Mistress Margaret. We will welcome merchants (and have space for many), who will be herded by Lady Ingrid the Crafty (Barony of Jararvellir). Contrary to rumor, the Boreal Masters Symposium will not take place on one of the Wisconsin Ducks. A feast will be presented by Lord Balthazar fitz Gryphon (Barony of Windhaven). Other meals will be coordinated by Lady Nikea deLeon (Barony of Caer Anterth Mawr). Be prepared for leftovers on Monday. (Cold losyns for breakfast!) Our plan is to recruit the talented cooks of our branches across the Kingdom—Baronies, Shires, Cantons, and Colleges—to spread the work of having a meal plan for the whole weekend. We plan on advertising throughout the Known World for teachers, attendees, and merchants.

LOCATION

The Wisconsin Dells is located north of Madison in south-central Wisconsin. It is a favorite family vacation spot with many attractions (some rather odd, many very interesting). Water parks abound. (Attendees with the time might enjoy staying an extra day or two.) There are four exits off Interstate 90/94 which lead into town. The nearest airports are Madison (MSN 60 miles), Milwaukee (MKE 127 miles), and Minneapolis/St. Paul (MSP 219 miles). Many flights are routed through Chicago’s O’Hare airport (ORD 180 miles). Public transit is available from both Chicago airports to Union Station. There is a train connecting the Milwaukee airport to the railroad depot. Amtrak’s Empire Builder stops daily. The westbound Empire Builder arrives from Chicago/Milwaukee at 5:52 PM; the eastbound from Seattle/Minneapolis arrives around noon. Though surrounded by farmland, the Dells area is heavily wooded. The camp itself is surrounded by deep valleys and forest. The average high temperature in August is 79F; the average low is 56F. Elevation is 912 feet, so there’s plenty of air. Dean Clinic is located less than a mile from the site. There is a 24-hour Walgreens drugstore about 2½ miles away. Zinke’s Village Market-Liquor is about two miles from the camp. There are several restaurants within a couple miles of site, ranging from “family” restaurants, to chains, to somewhat upscale. Moosejaw Pizza is a favorite. Details may be found at http://www.wisdells.com/ .

BUDGET

The initial budget will be used as a basis for expenses. Subsequent expenses will be approved by the Event Exchequer and at least two other members of the Financial Committee. Emergency expenses would be approved as above. Proposed Income would be $785.00 and would be divided between Jararvellir, the sponsoring Barony, the Kingdom, and the Corporation. Losses would be assumed entirely by the Barony of Jararvellir. Jararvellir will receive 50% of any profits and Northshield and the Society will each receive 25% of any profits. The site fee is planned to cover expenses other than food and lodging. Costs for lodging on site and the weekend food plan and Saturday evening Feast will be separate. Daytrip attendees who bring their own food only need cover site fee. Site Lodging costs will be $15/person/night (single beds) to make accounting easier (site is charging us $16/person/night. The remainder will be covered in the miscellaneous section of the budget. At least 152 beds are available, including staff housing. Those wishing to camp (primitive camping is available) may do so for $10/tent for the weekend (this is not being included in the budget since we have no information how many may use this option.). The meal plan and feast will be budgeted on a break-even basis. We estimate the break-even to be 57 people for the whole weekend plus 25 daytrippers.

 

3  

PROJECTED EXPENSE BUDGET

Costs:

Site $115 camping $4,800 (assumes 100 all weekend) Deposit (refundable up to 30 days before the event) $50 Site total $4,965Petty cash $200 Communication $30 Printing/photocopies $30 Site tokens $100 Site booklets $125 Gate supplies $25 Maintenance supplies $50 Hospitality $125 ACCEPS setup $15 Miscellaneous $300

Other expenses total $1,000 Total costs $5,965

Anticipated attendance: Pre-registration 80 At gate 20 daytrip 25

Total anticipated attendance 125 Anticipated fees: Pre-registration site $20 On Site $20 Daytrip $10/day Bed/night $15/person/night Tent camping $15/person/night Kids (ages 7-17) $ 5 Kids (6 and under) free Family cap $ 50 NMS $ 5 Feast pre-registration $20 Feast (day of) $30 Meal plan (includes 3 breakfasts, 2 lunches, 1 supper) $30

 

4  

Anticipated Revenue:

Pre-registration site fees $1,600 Onsite site fees $400 Daytrip site fees $250

Total for site fees $2,250Bed/night @$15/night $4,500

Total for lodging $4,500

Total site revenue $6,750

Anticipated Profit $785 Food Expenses Feast $1500Meal plan (includes 3 breakfasts, 2 lunches, 1 supper) $2000 Total Food Expenses $3500Anticipated food revenue $3600Anticipated food profit $100

 

5  

STAFF Elashava bas Riva (Sue Gilbert) (Barony of Jararvellir) -- co-Event Steward

3314 Ridgeway Ave., Madison WI 53704; Land: (608)244-2845 Cell: (608)213-1107 viscountessshava@gmail.com

Kudrun Pilegrim (Karyn Schmidt) (Shire of Rokeclif) -- co-Event Steward PO Box 147, Ettrick WI 54627; kudrun@centurytel.net

Ragan Tosguir (Ann Scade) (Barony of Jararvellir) -- keeper of the Event Stewards ragan@mindless.com Eliane Halevy (Jennifer Friedman) (Barony of Jararvellir) -- Bardic Class Coordinator

(608)238-7627 Cell: 608-695-9388; jennifer-friedman@sbcglobal.net Margaret Fitzwilliam of Kent (Pixel) (Jennifer Getty) (Barony of Nordskogen) -- Cooking Class Coordinator

612-293-9444; margaretfitzwilliam@gmail.com Balthazar fitz Gryphon (Sylvester von Katzenberg/Mark Weiland) (Barony of Windhaven) -- Feast Steward svonkatzenberg@yahoo.com Nikea deLeon (Charvonne Kemp) (Barony of Caer Anterth Mawr) -- Food Coordinator

(all meals other than feast but could include liaison to the feast steward) 3642 S 22nd St., Milwaukee WI 53221; (414)763-2549 No calls after 9 pm.; charvonne.kemp@gmail.com

Sorcha inghen Maille (Jonya Pacey) (Shire of Silfren Mere) -- Proceedings Coordinator jonya@jonya.com

Annora le Spindlere (Vicki Spindler) (Barony of Jararvellir) -- Event Exchequer 603 S. Burr Oak Ave., Oregon WI 53575; (608)576-7275; vspindler@charter.net

Ingrid the Crafty (Ingrid Stark) (Barony of Jararvellir) -- Merchant liaison ingridthecrafty@yahoo.com

Radegunde (Amy Shea) (Shire of Rokeclif) – Website inspireddragon@gmail.com

Bronislàva of the Shattered Seax (Kirsta Skaff) (Shire of Rokeclif) – Gatekeeper (preregistration coordinator) zvpeyronne@yahoo.com

 

6  

BARONIAL SUPPORT The High Seat supports everything about this bid - the staff, the location, the timing, and most certainly the subject matter. AEsa Gilsdottir and Kitakaze Tatsu Raito<angie.giles@gmail.com> Baroness and Baron of Jararvellir ____________________________________________________ This is a well-researched bid. You have my support as the Seneschal of Jararvellir. Liz (Elizabeth von Kulmbach, Seneschal of Jararvellir) <liz.kalmbach@gmail.com> ____________________________________________________ I, Lady Annora le Spindlere (mka Vicki Spindler), Exchequer for the Barony of Jararvellir, support the bid by the Barony for Knowne World Cooks and Bards. YIS, Lady Annora le Spindlere ____________________________________________________ As Baronial MoAS, I have no problem supporting the bid. Toussaint de Caluwe / Tyson Patterson <cptdoom9@yahoo.com> ____________________________________________________

 

7  

KINGDOM SUPPORT

Greetings! First off, thanks so much for sharing this. From a seneschal's perspective, I don't see anything to cause concern. I like that your breakeven point is set reasonably low - I personally appreciate conservative budgeting. How solid is the food cost estimate? That cost is pretty large, although of course it should be higher than average for a very foodie event. :-) In any case, I support this bid. Peace! Marwen Northshield Seneschal <seneschal@northshield.org> ____________________________________________________ This looks fine from the Exchequer point of view. Tatiana Northshield Chancellor of the Exchequer <exchequer@northshield.org> ____________________________________________________ i'm sorry, i hadn't received the first email. I am happy to support your bid... what do i need to do? orlaith Northshield Minister of Arts & Sciences <moas@northshield.org> ____________________________________________________ Looks good for both of us. HRH Yngvar and Luce <prince@northshield.org> <princess@northshield.org> ____________________________________________________ Good to me! (Sorry, I thought I replied:) Devon ~ Regina <queen@northshield.org> ____________________________________________________ While I definitely want to avoid poaching Gimli, I agree that this event seems unlikely to draw a significant number of people away from that, given distances and the specificity of the subject. Polaris says 'yea'. Maol Mhichil mac Ghiolla Pheadair <herald@northshield.org> ____________________________________________________ Looks fine to me also. Tom Tinntannabulum, Earl Marshal <kem@northshield.org>

 

8  

SITE CONFIRMATION

Fwd: Fw: Booking Camp Wawbeek for Labor Day weekend, 2014

Ken Saville <ksaville@eastersealswisconsin.com> Wed, Jul 18, 2012 at 5:29 PM To: Shava <viscountessshava@gmail.com> Cc: Aurora Holder <aholder@eastersealswisconsin.com>

Aurora, have we received the deposit and the group in in the calendar? Sue, Aurora is back from maternity leave so you can request any info right to her. I look forward to having your group at camp‐ sounds like you all have a fun time. Ken

Fwd: Fw: Booking Camp Wawbeek for Labor Day weekend, 2014

Aurora Holder <aholder@eastersealswisconsin.com> Thu, Jul 19, 2012 at 9:16 AMTo: Shava <viscountessshava@gmail.com>, Ken Saville <ksaville@eastersealswisconsin.com> Cc: Karyn Schmidt <kudrun@centurytel.net>

Yes, we have received the deposit and contract.  Thank you.  Sue, does this email work as a receipt?

Fwd: Fw: Booking Camp Wawbeek for Labor Day weekend, 2014

Aurora Holder <aholder@eastersealswisconsin.com> Wed, Jul 25, 2012 at 10:10 AMTo: Shava <viscountessshava@gmail.com> Cc: Liz <epickens@gmail.com>, Vicki Spindler <vspindler@charter.net>, Karyn Schmidt <kudrun@centurytel.net>, Ragan Tosgair <ragan@mindless.com>

The agreement Ken sent is valid, I just wanted to make sure you got what we typically send out as Ken was not able to access that while I was on maternity leave.  I will just attach the signed one that I have from Elizabeth to this one unless you want Elizabeth to sign the updated one.  I just want to make sure I have all the buildings you want noted on the contract, everything else is the same as the one Elizabeth signed.  I also updated the dates to 2014 as I had those wrong too.

What follows is the final agreement that was attached to the signed contract that was sent in with the $50 deposit (refundable up to 30 days before the event if necessary.)

Rental Agreement Camp Wawbeek

Easter Seals Wisconsin

101 Nob Hill Road • Suite 301

Madison, WI 53713

Phone: 608-277-8288 ext. 124

Fax: 608-277-8333

camp@wi.easterseals.com

Rental Group Name: Barony of Jararvellir

Rental Group Address: PO Box 259537

Madison, WI 53725

Rental Group Contact: Elizabeth Kalmbach Rental Group Phone: (608) 213-1107

Rental Group Phone 2: (608) 244-2845Rental Group Email: viscountessshava@gmail.com

Arrival Date: 8/29/2014

Arrival Time: 12:00 PM

Departure Date: 9/1/2014

Departure Time: 12:00 PM

Arrival Departure

Facilities (please check preference)

Gregory C. Van Wie Residence Hall (Sleeps 70, dining hall, and lounge)There is an additional $115 charge for use of this new facility

Male Dorm (sleeps 60)

The "Castle" a National Historic Landmark (Sleeps 28)

Menomoni (sleeps 17)

Raymond (sleeps 10)

Pavilion (Activity or Meeting Room) Kiwanis Dining Hall (seats 120)

Camp Site

Any buildings not checked, will not be available for your group.

Meal Service

PriceCost per person per night: $16.00

Deposit (due with contract): $50.00

Number of Attendees:

I, Elizabeth Kalmbach, hereby represent that I am t he authorized agent of Barony of Jararvellir and am empowered to execute this contract for the use of t he Easter Seal Camp Wawbeek facility. Our group understands it must observe all camp and state regu lations and ACA guidelines. I understand that all r entals are under the ultimate direction of Easter Seal cam p staff in all matters pertaining to the camp’s ope ration and facilities. I agree that our group will leave camp clean and in order (extra cleaning charge is $30 pe r hour). I agree to report any and all damages, or loss of equ ipment and/or facilities. I understand that the gro up is financially responsible for costs incurred by camp in such loss or damages, in addition to agreed rent al fees. This agreement is void if the minimum number of par ticipants fail to register with the rental within 3 0 days of the beginning contract date unless the group decide s to pay for the minimum number of people. Easter Seals will NOT unless specifically stated provide health care or program leadership. Maintenance support wi ll be available throughout the length of your stay.

SignedTitle:

Date:

Please complete and a copy of this contract and the attached policies and regulations and send them with your deposit in the self addressed envelope included with this contract. If you have any questions, please contact Aurora Holder at 1-800-422-2324 ext 124.

Extra Services

Available: September - May Available: April 15 - May 15/Sept. 15 - Oct. 15

25

Minimum 25 people required to book.There must be at least one adult over the age of 21 for each 10 minors.A Certificate of Insurance needs to be presented before rental dates.*Prices are based on certain meal items and are subject to change with menu selections.

Purpose of Planned Event

retreat

Cook Needed

Easter Seals Provides Food

Breakfast: $5/person*Lunch: $6/person*Dinner: $8/person*

High Ropes: $30/person, 15 person minimum

Low Ropes: $20/person, 10 person minimum

Initiatives: $10/person, 10 person minimumLiability waivers must be signed in order to participate in these activities. Based on Availabi lity.

Kwianis Kafe (Activity or Meeting Room)

THANK YOU FOR YOUR BUSINESS!

www.EasterSealsWisconsin.com