DRAFT KNOWN WORLD BARDIC CONGRESS AND COOKS COLLEGIUM VII

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. 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.

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, 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), is located north of Madison in south-central Wisconsin. 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). 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.

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  $4,965 

Petty cash  $200 

Postage/telephone/communications  $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 

Tent camping  $10/tent/weekend 

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 

Anticipated Revenue: 

Pre‐registration site fees          $1,600  

Onsite site fees             $400  

Daytrip site fees             $250  

  Total for site fees    $2,250

Bed/night @$15/night          $4,500  

Total for lodging (not including tent camping)   $4,500

Total site revenue  $6,750

Anticipated Profit  $785

Food Expenses Feast  $1500 

Meal plan (includes 3 breakfasts, 2 lunches, 1 supper)  $2000      

Total Food Expenses    $3500

Anticipated food revenue    $3600

Anticipated food profit    $100

STAFF

Elashava bas Riva (Sue Gilbert) (Barony of Jararvellir) -- co-Event Steward Kudrun Pilegrim (Karyn Schmidt) (Shire of Rokeclif) -- co-Event Steward Ragan Tosguir (Ann Scade) (Barony of Jararvellir) -- keeper of the Event Stewards Eliane Halevy (Jennifer Friedman) (Barony of Jararvellir) -- Bardic Class Coordinator Margaret Fitzwilliam of Kent (Pixel) (Jennifer Getty) (Barony of Nordskogen) -- Cooking Class Coordinator Balthazar fitz Gryphon (Sylvester von Katzenberg/Mark Weiland) (Barony of Windhaven) -- Feast Steward Nikea deLeon (Charvonne Kemp) (Barony of Caer Anterth Mawr) -- Food Coordinator

(all meals other than feast but could include liaison to the feast steward) Sorcha inghen Maille (Jonya Pacey) (Shire of Silfren Mere) -- Proceedings Coordinator Annora le Spindlere (Vicki Spindler) (Barony of Jararvellir) -- Event Exchequer Ingrid the Crafty (Ingrid Stark) (Barony of Jararvellir) -- Merchant liaison Radegunde (Amy Shea) (Shire of Rokeclif) – Website Bronisláva (Kirsta Skaff) (Shire of Rokeclif) – Gatekeeper (preregistration coordinator)