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I know that I am not a part of this, but may I make a few suggestions?
1) Instead of trying to hold meetings in game to discuss your business, lay out your rules, etc., why don't you all use a different chat system? irc, or even Yahoo chat have the ability to hold group, or conference chat. That way, you don't have to tie up a server or worry about chat filtering. It may be a problem if some of your representatives can't or aren't allowed to use outside chat systems, but it is, afterall, just a suggestion.
2) I would heartily agree that you need to have your rules in place before you go much further. A couple of items to consider would be the processes involved in allowing new membership, and in how to remove someone if need be.
3) If one of your goals is to unite the guilds for common fun events, then you should consider a rule that everyone from a single guild be split apart. Otherwise, it will turn into a competition.
4) If you are seeking competition, then you need to consider the size of each individual guild or alliance.
5) Don't totally give up on your original concept of "Pirate Lords". (Maybe the title isn't the right one to use, Alliance Leaders, or Court Advocates, maybe?) But any group that is going to be worth anything and last does need some leadership. Whether it is elected, appointed, or just assumed.
Remember, it's just a game! Good Luck and Have fun.
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