Ye Mystic Krewe of The Santa Margarita
Bead Policy

By order of the Admiral, the Admiral’s Council and the Bead Master

Authority and Oversight

Rationale for Bead Policy

The purpose of this policy is to improve and simplify the bead management process for all members. Each season, the Krewe pays for all beads in advance, and members are charged a fair price that allows the krewe and its members to receive the best offering. This approach ensures transparency and fairness in bead distribution.

Managing the bead inventory, as well as the tasks of loading and unloading beads, requires significant effort and coordination. These responsibilities are carried out with dedication and diligence by the individuals involved. The implementation of this policy is intended to support and enhance the current system, making it more efficient for everyone.

Policy-

1. Poly-Bag & Mesh Storage Requirement

a. All beads must be stored in polybags or the mesh bags provided by the krewe. Only polybags or krewe mesh bags are permitted in the storage unit; the use of boxes, cardboard, luggage, carry-on containers, or any other type of storage material is strictly prohibited. This policy ensures consistency and organization within the storage area.

b. Members are encouraged to utilize these purchasing options to remain compliant with storage requirements.

2. Bead Removal and Inventory Procedures

a. No beads may be removed from storage without the explicit knowledge of the Bead Masters. All beads that are removed from the storage unit must be recorded on the designated sign-out sheet to maintain accurate inventory records and ensure accountability.

3. Member Responsibilities for Bead Inventory

a. Krewe members are responsible for managing their individual bead inventories. It is advised that members track their own bead quantities and place orders for additional beads well in advance whenever possible, to ensure they have the necessary supplies for upcoming events.

4. Advance Purchasing Guidelines

a. Members should make every effort to purchase beads at least 48 hours prior to any parade, gathering, or event where beads will be needed. This lead time allows for proper preparation and helps maintain efficient operations within the Krewe.

a. The Krewe strongly prefers that payment for beads is made at the time of ordering. Since the Krewe is required to pay for beads in advance, prompt payment by members is essential. Last-minute orders are more challenging to manage and track, so advance payment and ordering are encouraged for the smooth running of bead distribution.

a. The Krewe is committed to making beads available for purchase during events; however, members should be aware that event-day bead supplies are extremely limited, and their availability cannot be guaranteed. Plan ahead for beads, as buying them at the event may not be enough.

b. When submitting your RSVP for a parade, gathering, or other Krewe event, please indicate the number of bags of beads you wish to have loaded onto the float. The online RSVP form has been recently updated to include this feature, making it easier for members to communicate their bead needs in advance.

c. Following float clean-up, any beads that are unlabeled or not stored in polybags will be collected and placed in the Krewe’s community storage bin. These beads may be used for community service events, and proper labeling and storage in polybags are required to prevent unintentional loss of your personal inventory.

d. All beads are stored at the bead owner’s risk. The Krewe expressly disclaims any responsibility for beads or other personal goods that are loaded, unloaded, or stored at any Krewe location. Additionally, YMKSM makes no warranties, expressed or implied, including any warranties of merchantability, regarding stored or transported beads.

7. Bead Locker Storage Policy

a. Due to limitations in available bead locker space, the Council has implemented updated storage guidelines for all members. The maximum number of bead bags each membership type may store in the locker is as follows:

i. Corporate Membership: Up to 5 bags

ii. Family or Single Plus One Membership: Up to 3 bags

iii. Single Membership: Up to 2 bags

b. Members are free to purchase as many bags of beads as desired, subject only to available inventory. However, the number of bags permitted in the bead locker at any time must not exceed the limits listed above. These measures are necessary as the quantity of beads in the storage locker has become excessive over the years. The Council remains committed to offering the convenience of bead storage, loading, and off-loading—a service unique to KSM—but must ensure fair access for all members.

c. When you joined the Krewe, it should have been explained that the RSVP system for parades—where you can purchase beads and have them loaded or off-loaded onto your designated float—is a special service provided by KSM. It is each member’s responsibility to keep track of the number of bead bags they own and have stored in the locker. Inventory counts provided by the Bead Masters are not guaranteed and are only a byproduct of their administrative processes, not an obligation or expectation. Beads not purchased through the Krewe (“non-Krewe beads”) are not managed or tracked by the Krewe or the Bead Masters, and members are solely responsible for loading and off-loading their own private bead purchases. The Krewe assumes no responsibility for these beads.

d. Any beads left in the locker above the allotted amounts will be subject to a monthly rental fee, which will be determined by the Council.

e. For loading and off-loading procedures, Bead Masters will load up to two bags per member. Members are welcome to load additional bags during bead loading sessions, but during float clean up, Bead Masters will only off-load two bags per member. Any remaining beads will be left on or by the floats.

We sincerely thank all our members for their ongoing support. Your dedication is evident in your continued participation—parade after parade—in the essential tasks of loading, unloading, inventory management, and aiding our Krewe. Each act of support helps sustain our community and ensures the success of every event.

We truly appreciate everyone who contributes their time and effort, making it possible for our Krewe to thrive. Thank you for your commitment and teamwork!

Updated By order of the admiral’s council – 5th November 2025