Event Steward Handbook This handbook is not an official SCA document.
Contents
Opening statement
Event Bid Form Guide
Budget
Your Bid has been accepted, Now what?
Event Checklist
Timeline
Outlandish Timeline Checklist
Event Worksheet
Created by:
THL Diana of Llanberris
Seneschal, al-Barran
July 2011
Mistress Melodia Shaw
Updated June 2017
OPENING STATEMENT
This handbook is being created to assist all event stewards, whether it is a one-day or
weeklong event. Many years, many stewards, coordinators, and many trial and errors have
culminated to create this handbook. Without these stewards, trials and errors, events would be...
just events.
Not everything in this handbook will apply to every event. An Event Steward Checklist is
included for your use. Common descriptions of “duties” are included as an aid to every steward,
new steward, an “old hand,” or somewhere in-between. A couple of timelines of when items
need to be completed, have developed over the course of time and many years of experience, are
included.
Tip: While considering a bid for an event……. Get a copy of this handbook, read thru and
consider the time/effort needed. Make yourself a list of people you would like to have help with
the event. Visit with folks on your list and see if they would be interested. Develop a tentative
budget and a theme for the event, some events do not need a theme, IE: Crown Tournament,
Coronation, Toys for Tots, A&S. Make a list of questions you have and inquire with the
seneschal. Determine the length of the event (one-day, two days, a week, etc.). This makes a
difference in the Sanction of your event. Once you have gathered this info and you want to
submit an event bid, fill out the Event Bid Form and submit to the Seneschal, Coronet, and
Exchequer. If your bid is accepted (with or without suggestions), work with the Seneschal and
Exchequer to get site contracts, vendors, insurance certificate, etc. You are all set!! Enjoy!!
NOTE: If the event you have chosen is a Kingdom Event, you will need to use the Kingdom
Event Proposal form and follow the submitting instructions listed on the form.
EVENT BID FORM GUIDE
What is a bid? This is a proposal you are giving to the leaders of the Barony to show what kind
of event you would like to put on. It is the first step that needs to happen if you want to run an
event. It will also help you to start planning your event. Many of the items needed on this form
are things you will need anyway. This guide will help you to fill it out.
You can find the current Event Bid Form here. Be sure to also pick up the Budget form. You
will need to fill out both forms when making a bid. These are fillable pdfs. When possible
please fill them out on the computer and send them electronically to the emails listed. Try to
have as much information as possible with your bid. However, if you are missing a few
coordinators, or other information you don’t know at the moment, it is better to get the bid in
ASAP. If the info missing is important to the Barony, they will let you know. But don’t let one
piece of information stop you from submitting. And, please, always ask if you need help!
Event
The Name of the event you want to run
Day and Time:
This would be the start date and time and the end date and time. This is important info as the
SCA liability will only cover these times. Please be sure to be accurate.
Site Location:
Again be accurate, again liability. If there will be multiple sites please list them on the extra
page.
Fees:
Please list the fees for the event. Here are some things to remember. Keep it in 5 dollar
increments, your gate people will be happier. If you don’t want parents to have to pay the full
fee for kids make the cut off for Adults at 18. Please also include Merchant fee structures here if
you will have merchants. Remember it is now a Member Discount, not a Non-member
surcharge. As an example:
Adult Event Registration: $15
Adult Member Discounted Price: $10
Youth (7-17): $5
Child (Under 7): Free
Adult Feast: $10
Youth Feast (7-17): $5
Child Feast (Under 7): Free
Event Steward Info:
Please enter your current info
Insurance
Will additional insurance be needed? We have insurance that covers us as long as the event is
listed in the OH. Some places require their name on the insurance form. If that is needed check
yes. The seneschal is in charge of getting this insurance and requires at least a month of lead
time.
Closest Medical Facility to Site:
Google it, Need Address
Comps:
These are people who will get in the event for a reduced price or free. Know that they must be a
member to be able to get in free. Be very careful with this. This has to be approved by the
financial committee.
Landed Nobility – Any sitting Nobility such as TRM and B&B’s
Former al-Barran B&B, Possibility of just the site fee, or site and feast. Please when this
is decided let Their Honors know, either in person or on the invitation
Other- You can ask that others be comped. It doesn’t necessarily mean they will be.
These can include certain officers, coordinators, and volunteers. They can also be let in
for a reduced price. Such as servers for feast only paying site fee, but getting fed feast in
the kitchen.
Theme
If appropriate, please pick a theme for your event. Let us know a Title and ideas of how you
would incorporate it throughout the event. Food, decorations, artwork, tourneys, competitions,
all these things can make an event much more fun and interesting. Be creative.
Activities
List and explain the activities you will have at your event. Will there be a feast? Tourneys?
Competitions?
Coordinators (as needed):
Steward
Deputy Steward
Feast Steward
Heavy weapons
Light weapons
Archery
Equestrian
Lists
Arts & Sciences
Gate coordinator
Merchant coordinator
Land coordinator
Youth activities
Hydration
Trash – daily pick up
Town criers
Sanitation – glow sticks
Set-up
Tear down
Clean up
Media
Volunteer coordinator
Security and Fire Marshal
Party coordinator
Royal Liaison
Parking
Printing (Gate book etc.)
Depending on the size and type of your event, you may not need all the people listed or you may
need a different type of coordinator. If you have a smaller event, one person may be able to
handle several types of jobs, for larger or multiple day events, you will need all of the people
listed here, and those coordinators will need volunteers to help them as well. Volunteers to do
small or quick jobs are great for newcomers that would like to help and meet new people.
Steward: Responsible for organizing and running the event. Developing a budget
for the event and getting it approved with the financial committee. Getting coordinators
for activities and whom assist with running the event. Submitting Event Registration
paperwork. Writing and posting the event announcement. Locating a site, then getting
the contract to the Seneschal for review and signature. Setting up communications for all
the coordinators (Facebook, email, in person, whatever works best). Delegating duties
and following up with coordinators and volunteers. Keeping officers and Royalty
updated on the progress of the event. Following up with coordinators.
Deputy Steward: Responsible for taking over some of the follow up
communications, running errands, keeping track of questions/answers, keeping the
steward on track, taking over the event if something happens to the steward that he/she
cannot continue with the event. This person needs to work hand in hand with the steward
so that they know the status of the event, should they need to take over the event.
Feast Steward: This person is in charge of your feast if you are having one. They
are responsible for planning, buying, cooking and serving the feast. They will usually
have a large budget, so keep this in mind when choosing. They may want their own staff
such as someone to deal with the money, a server coordinator, etc.
Gate Coordinator: This person is in charge of getting enough volunteers to sit at gate.
This person and his/her volunteers need to be properly trained (gate class) on how to run
gate. This person and his/her volunteers sign in attendees, collect fees, get waivers
signed, hand out the event gate-book (if there is one), parking pass (if there is one), hand
out site tokens and give directions when necessary. If your event is to have a white
board with a map of the event site, this board is stationed at the gate as well.
Land Coordinator: If the event is a large, multi-day event, you may need/want a land
coordinator. This person is responsible for laying out where various activities and/or
pavilions will be set up as well as where large groups and/or visiting royalty will be
camping. This requires extensive communication and diplomacy.
Set up, tear down, and clean up: You may wish to have one coordinator for all three
or one for each task. These people are invaluable in getting the event rolling and getting
things packed and back to where they belong and finally making sure the site is better
than when we arrived. Putting out the SCA road signs. Setting up pavilions, setting up
the list field, directing vendors as to where to put port-a-potty(s) and large rented tents.
Then, taking it all down, packing it away, and cleaning up the site, IE picking up trash,
hauling trash to the appropriate place, etc., when the event is concluded. If you have pre-
event clean up days, you will need to budget for food and drink for volunteers.
Security and Fire Marshal: For large/multi-day events, you will need to have a
Security coordinator whom will also need volunteers. The Security/fire marshal is
responsible for ensuring the safety of all persons attending the event. This includes but is
not necessarily limited to: enforcing fire restrictions, underage drinking/drug use, any
domestic issues that may arise, alerting EMS of injuries/illness’. If your event is a large
multi-day event, the security coordinator will need to write up the site rules and post
them to the discussion lists, possibly in the local newsletter (if desired) and in the Gate
Book for the event.
Parking coordinator: If your event is a large, multi-day event you will need a person in
charge of patrolling the parking areas making sure there is a parking pass for each
vehicle, vehicles are not blocking thru-ways or each other, general safety of vehicles and
putting up signs of designated parking areas (handicap, RV, trailers, regular parking,
reserved (if desired). This person works hand in hand with the Security/Fire Marshal.
Fighting: heavy, light, archery, equestrian: If your event includes the fighting arts, you
will need a coordinator for each of the fighting arts that are being included in the event.
These coordinators are responsible for organizing and running tournaments and melees.
They will also need volunteers for marshaling on the field.
Lists: This is usually the MoL officer (and volunteers) of the local group that is holding
the event. The MoL officer has been trained on how to run a list table and should have
access to the MoL handbook as well. If this person is unavailable, seek out a person that
has experience doing this job so that the tournaments run smoothly. This person creates
a report of the tournaments held and the winners. This report is posted to the discussion
list(s) with a copy to the Knight Marshal and Seneschal.
Merchant Coordinator: If your event will have merchants and there are more than
just a couple attending, you may want to have a coordinator to handle it. This
coordinator will need to work with the event steward and land coordinator to decide
where to set up the merchants, how much space will be available for each one, cost of
renting the space, day/time merchants will be allowed to set up, etc. Once this is
established, the coordinator will post announcements to the list (and newsletter if desired)
to have any merchants that wish to attend contact the coordinator. Often, this position
requires considerable time, patience and diplomacy.
Arts and Sciences: This person organizes and manages any arts & sciences
activities included in the event. Competitions, displays, classes, etc. Depending on the
size/type of event, this person may need a pavilion, tables and chairs as well as supplies.
Add this into your budget.
Youth/children: You will need to decide if there will be ORGANIZED
youth/children activities included with your event. If so, you will need a coordinator.
This person and one other, will need a background check started well in advance of the
event. This person will be in charge of what activities, days and/or times, have enough
volunteers to handle the 2-deep rule, check for waivers and/or blue cards and supplies.
NOTE: There are specific rules governing youth/children activities, it is best to have the
coordinator get in touch with the Kingdom MoC to discuss the who, what, where, when,
how and why…. Prior to announcing that there will be youth/children activities. If there
are youth/children activities, a report is done and sent to the hosting Seneschal and the
Kingdom MoC. There might be a need for budgeting for supplies.
Hydration: This person makes sure there is plenty of water and appropriate
nourishment around the list and melee fields. This coordinator will most likely need
volunteers to assist, and will need a budget for buying supplies.
Trash- sanitation: If your event is large, multi-day event, you will need someone to
handle daily picking up of trash and/or items left lying about. You will also need
someone to place glow-sticks in the privies each evening and check to see if any privy
needs additional toilet paper. Budget for these supplies. If you will have a waste
management vendor, budget same.
Town criers: These folks move about the event, making announcements of when
tournaments, melees, court will begin, along with any other info that the attendees need
to know. These volunteers need to be based at Volunteer Point so as to be available and
take instruction as to what needs to be “cried”.
Media: In this day and age there are many forms for media that need to be used.
You will probably want to create a web site for your event. Facebook events are another
way to increase information. Also be sure any info posted to Facebook and the website
also make it to the yahoo groups email server at [email protected]. Many of
our populous only use one of these forms of information. We want to make sure to find
as many people as possible. In any event, if Court is to be held, your event
announcement must appear in the Kingdom newsletter. If not any awards given will not
be official. Remember this must be done 2 months in advance. Once your event is on
the Kingdom calendar you can use the link on the event page to submit your article.
Volunteer coordinator: For large and/or multi-day events, you may need a person
that keeps track of who needs volunteers, so people can come to a central location to find
out where to help. In addition, this person organizes someone to prepare food/drink for
the folks that sit at Gate. A budget will be needed for food/drink and supplies.
Party coordinator: If there will be a party/gathering for the general populace and
food/drink will be served, you will need someone to organize and oversee the party. You
will need to budget for food/drink, other supplies and/or prizes (if needed).
Printing: This person is responsible for gathering appropriate information and
creating the Gate Book. Also any other printing needed for the event such as, parking
passes, privy posts, maps, invitations, etc.
Royal Liaison: This person will coordinate between this event and any Nobility
that will be attending. This includes TRM of the Outlands and any visiting Royalty.
Also any Landed B&B’s can be included. Things included would be camping spaces,
circles, feast reservations, food issues, special needs, etc.
Draft of OH Article
You will need Event name, Sponsoring Group, Dates and Times
Stewards SCA and mundane name, address and email,
Site name, address, directions
Fee structure
Alcohol (Wet or Dry Site)?
Event Description
Website
Extra Page
To list things you couldn’t fit. Such as, extra sites, more coordinators, more activities, anything
you would like to say to those looking at your bid.
BUDGET
Use Budget Form to submit a budget for the event. It is helpful to have the previous year’s budget
to use as a guideline. Just ask the Seneschal or Exchequer for this document. If your bid is
accepted, the budget will go to the financial committee for review and approval. During the budget
review process, you are not allowed to expend funds until the budget is approved. Once approved,
only approved expense amounts will be reimbursed or paid. If expenses look as if they will exceed
the approved budget, contact the Exchequer immediately. This does not mean it will be
automatically approved, so keep close track of the expenses. If an expense has not been approved
it will not be reimbursed or paid.
When you have an approved budget, you are allowed to expend funds for the event. To request a
cash advance or reimbursement, you must complete the required forms with all receipts or an
estimate for cash advances. Please note that it takes two signatures to issue a check and it will
take a few days for checks to be sent. Please plan accordingly when requesting checks. Monthly
meetings are always a great time to request checks. If you require a check at another time, contact
the Exchequer to arrange this.
The Barony does not have the ability to make credit card payments or accept electronic payments.
Any payments that require an electronic payment must be completed on your personal credit card
and may be reimbursed by the Barony. The Kingdom does not have the ability to accept pre-
registrations by electronic payments at this time. If you would like to include pre-registration for
the event, you can only accept registrations by postal mail or in person to the Exchequer or
Seneschal. The Exchequer will have final approval on the pre-registration process including
deadlines and forms used, which also includes merchants.
Complete the income portion of the form using estimated attendees from the previous year event
and the Discount site fee/feast fee’s you are proposing. Please be reminded that the SCA offers
an Adult Member Discount of $5.00 on each full site fee. As an example, if you wish to charge
an Adult site fee of $25, your proposed site fee should be $25. Because we don’t get to keep the
$5 extra it should not be included in the budget. However, on the Event Bid, OH articles, and
anywhere else fees are listed use the Outline described on page 2 of this handbook. Adult Member
Discounts do not apply to feast fees.
The following is a list of expense categories and examples of expenses in each category. Use this
list to complete the expense portion of your budget submission form. If you have any questions,
please contact the Reeve at [email protected].
Advertising (NON-SCA) - This category is for any paid advertising in non-SCA publications,
such as ads in the newspaper or magazine advertising a demo or to find new members.
Equipment Rental & Maintenance - This category includes rentals of equipment, such as chairs,
tents, waste containers, tables, and porta potties. This category also includes costs to maintain
equipment that the branch owns, such as trailer maintenance, banner dry-cleaning, sewing machine
tune-ups, pavilion cleaning services, computer maintenance services, etc. Please use the amount
from the last year’s budget to estimate this cost. All contact with the venders will be done by the
Exchequer.
Equipment Purchase - Pavilions, thrones, regalia, sound systems, trailers, walkie-talkies/CB, etc.
are examples of event-related equipment.
Fees & Honoraria - Fees and Honoraria may be paid to someone (regardless of whether they are
a paid member of the SCA) to provide a service: teach a class, deliver a lecture, or similar type of
service that enhances or encourages our tax-exempt purpose. For example, hiring a professional
costumer to come teach a class at a Collegium may require the payment of an honorarium or
workshop fee. Honoraria are meant to not only pay for the service, but also to cover the recipient’s
expenses. Other fees would include shopping club membership fees, web hosting fees, and trailer
registration fees.
Food - Food for feasts and cooking classes, gate snacks, food for bake sales, royal room or
donation lunch, etc.
General Supplies - Examples are: paper, ink cartridges, file folders, and file boxes, poster board,
rope, wood for list ropes, fabric for list rope flags, site tokens or supplies for creating site tokens,
serving dishes, cooking equipment, glass rods for lampworking classes, leather for leatherworking
classes, pewter for pewter casting classes, etc.
Insurance (NON-SCA) - Insurance listed here is NOT the SCA insurance. This is insurance paid
to a site owner to be named on their policy, or a rider fee paid on someone’s homeowner insurance
to cover SCA property (and they should have a signed lease form showing that they have the
property to be insured).
Occupancy & Site Charges - Occupancy of rooms for meetings, occupancy of a room, event site,
parking lot, etc.
Postage & Shipping - Any postage or shipping charges and PO Box rental charges are reported
here.
Printing & Publications - Printing, copying charges, gate books, event signage/schedules,
newsletters or branch reports are listed here.
Travel (Gasoline) - Travel to events for officers in fulfillment of the duties of that office or as
cited in the Baronial policy.
Other Expenses - Use this category only as a last resort - it is very rare that this entry should be
used. This is for any expense that doesn‘t fit anywhere else.
YOUR BID HAS BEEN ACCEPTED, NOW WHAT?
Once you are informed your bid has been accepted, there are a few things to do immediately.
The first is to get your event listed on the Kingdom calendar. The seneschal will send you a
form to fill out. Only fill out your section of the form with the event info and your contact info
and signatures. Try to do this electronically as it makes it easier as the form makes it down the
line. Send it back to the Seneschal and they will take it from there.
Once your event is on the calendar the next steps can be taken. You can submit your OH
articles, progress for the King and Queen, and Baron and Baroness can be determined. Your
budget can start being approved. Sites and insurance can be acquired.
Below is a checklist and other forms to help you plan your event. You do not have to use them,
but they may be helpful to you. The timelines are very helpful to help you remember everything.
Officers
Your Baronial officers are also important to your event. They are here to help you. They are the
people with the knowledge of who might be able to help with what. Please check with them
before selecting coordinators in their area, as they themselves might want to be in charge of it, or
at least involved. Below is a list of some of the officers and they can help you.
Seneschal: This person is the Legal Representative of the Barony and ultimately is
responsible for the entire event. This person is also the voice of the Kingdom Seneschal,
acting in his/her stead, if not attending the event. Contracts must go through and be
signed by the Seneschal. Do not agree to something that has a contract without bringing
it to the Seneschal first. The Seneschal or his/her deputy should be on the event site at all
times. This person handles any problems that cannot be handled by the steward or
coordinators. Emergencies like fire, injury, criminal, etc., need to be immediately
brought to the attention of the Seneschal and handled by them.
Coronet: This is your local Baron and Baroness, they will be the face of the Barony
at your event. Make sure they are involved in all decisions about courts and anything
involving Their movement at the site. Remember they can’t be in two places at once.
Don’t schedule two things they need to be at, at the same time. Also remember they are
very busy people and are not in charge of the day to day problems of an event. Please
contact the appropriate officer for that.
Exchequer: The Exchequer is responsible for making sure that all monies are handled
according to the rules set by the SCA. The Exchequer will handle all contact with the
vender’s (Porta’s, Tent’s, etc). Please let him know of your needs, including dates and
amounts. They are responsible for: Keeping track of gate sign in sheets, non-member
fees, and event fees, collecting monies from the gate and making deposits. Handling
refunds, keeping track of the event budget and funding of the event. Ensuring that the
gate coordinator is trained properly on how to run gate. Ensuring that waivers are filled
out and handled correctly. Creating the Event Report Form once the event is concluded.
The Exchequer may have a deputy that handles the running of the gate at events if the
Exchequer is not attending.
Quartermaster: This is the person in charge of keeping track of supplies, tents and
the like that the Barony owns, where it is and its condition. This person checks out of
“The Keep” what items you need and checks them in, when the event is concluded. They
are not responsible for the transport of items, so you will need to arrange for a way to
haul the items you need as well as people to load/unload items. If items are lost and/or
broken, you will need to make a note of it and advise the quartermaster when you return
the items.
Marshallate – Please check with the different Marshallates if you are going to have their
activities at your event. They know the rules and can help with getting Marshals.
Herald(s): The Herald is the voice of the Coronet/Royalty. This person is in direct
communication with Royalty as to what days/times courts will be held and any items the
Royalty wishes the steward to be aware of. Check with the Herald to be sure you include
their preferences. The Herald for the hosting group will create a report of awards given
at court, for the host group and posts this report to the discussion list(s) with a copy to the
Kingdom Herald and a copy to the local Seneschal.
Webminster – The webminster will help in getting your website up. Send them all the
info you want on your site. Don’t expect him to find the info, it needs to come from you.
When the site is done, check it. Especially the dates, times, place, and fees. At the
moment of this writing HE Marc-Antoine is taking care of doing Facebook event pages.
Please contact him to set that up.
Attend the monthly Citizens Meetings for at least the 3 months prior to your event, so that you
can (1) promote your event, (2) get volunteers if needed, and (3) keep everyone updated on the
status of your event, i.e. what all has been done, what else needs to be done, etc.
Event Article needs to be submitted to the Kingdom Chronicler (before their deadline) so that
your event is published for the 3 months PRIOR to the event. If you are unsure about what the
Chronicler’s rules are, contact that officer direct…. [email protected]. If your event is
going to have Court, your event announcement must appear in the Kingdom newsletter. If not,
then any awards given at Court will not be official. The article must be submitted 2 months
before you want it printed. For example, if you want it printed in May, you must submit by the
end of March. There is a link on the Kingdom calendar page to submit your article. It is all done
by electronic form now.
Post a copy of your Event Article to the Outlands, al-Barran and Blaiddwyn discussion lists and
Facebook once per month for the 3 months prior to your event. Advertising your event gets you
lots of participation. If you wish, post a copy of your Event Article to the discussion lists and
Facebook of near-by baronies/cantons/shires as well. Everyone needs the support of his or her
neighbors!!!!
The Exchequer is Very Important……. This person has money when you need it. Do NOT wait
until the LAST minute to request checks for things. Checks take 2 signatures, not everyone is
available at the drop of a hat. ** Get quotes for everything you will need for your event and
match that against your budget…. (Which came first the quote or the budget??)) Use the Tax
ID # when and where appropriate. This saves money and builds a decent rapport with local
vendors. If you want something that is over budget, document what it is, why you want it, get a
quote for it and submit it to the Financial Committee……… do NOT wait till the last minute, it
takes time to contact everyone and get a determination…. They may have questions for you.
Follow up with your event coordinators!! This cannot be stressed enough. Use the Event
Checklist to mark down contact info for your coordinators. Follow up with them frequently until
all items that need to be completed, are completed. After that, follow up with your coordinators
and see how they are doing, ask if there is anything that they need or anything that came up last
minute. IE: make sure ALL is well and they are looking forward to the event.
Very IMPORTANT: answer phone calls and e-mails from your volunteers, Their
Excellences/Majesties, and the Seneschal, in as timely a manner as possible. Volunteers get
nervous when they do not hear back from you…. Next thing YOU know, they have decided to
NOT volunteer…….. Diplomacy counts, a lot!!
Make yourself a list of emergency people that can take over an activity in case of emergency. If
your event is a large/multiple day event, stress that each coordinator needs to get him/herself a
deputy, so that (1) the coordinator has help & (2) there is someone that knows what is going on
and can take over in the case of an emergency.
If you will be holding meetings with your coordinators, You make the meeting rules; state them
at the beginning of the meeting. Before the first meeting, be sure to speak with or message the
Coronet and the Seneschal as to what all has been done so far.
If you are Not holding meetings with your coordinators, be sure to speak with or message the
Coronet, Seneschal and all coordinators as to the status of what has been done, what needs to be
done and what the deadlines are for getting things done. Communication is the key. No one
wants to pester in order to get answers, and no one wants to be pestered, either.
Don’t forget Thank You gifts for volunteers and Prizes for tournaments. Simply asking for
donations of prizes/gifts will usually bring lots and lots of stuff. If not, you may need to budget
for prizes/gifts.
If you need a volunteer for something, ASK. Most folks will not say no if asked directly.
Be Prepared to tell the volunteer What you need, When, Where, and How.
Be prepared to keep the Seneschal, Coronet and Exchequer updated on your event.
If you are not sure of something, ask. Everyone wants a successful event, fun doing it, with as
little stress as possible.
For large multi-day events:
Set up an Event Steward’s (autocrats) point and put it on the map. This should be the home base
for the event steward and deputy, the security/fire marshal and lost and found.
Set up a Volunteers Point as well. This should be home base for the volunteer coordinator.
Prizes/gifts, food preparation for the gate folks, a place volunteers can gather, instructions given,
etc. If the Heralds will be doing consultations, this is a good place to have that set up.
Some folks do not know what it takes to put on an event, if you hear a complaint, ask them if
they would like to be involved and assist.
Remember; there are people that will gripe just because they can. DO NOT take it personally.
You and your crew are doing a good job. There are things no one has control over, the weather,
vendors with unforgiving rules, the atmosphere…… By thinking through the process, you will
be able to avoid most of the “last minute” problems.
As time goes on things change and so this handbook will need to be updated. You are
encouraged to make your own notes of how this handbook might be improved or ideas you have
to make an event run more smoothly. At the end of your event, please pass along your
notes/ideas to the Seneschal. Your insight, wit and humor are welcome too.
MANY HANDS MAKE LIGHT WORK…
LEAVE IT BETTER THAN YOU FOUND IT……
EVENT CHECKLIST
Contact info:
Seneschal:
Exchequer:
Coronet:
Event Site Location
and contact person:
Port a’s:
Tents:
Waste Management
Vendor:
T-shirts:
Site Tokens:
Items:
Copy of Insurance Certificate
Copy of event budget
Copy of contract (if there is one)
Checks for:
Site Waste management
Port a’s T-shirts
Tents Site tokens
Meeting Dates:
Clean up Dates:
Coordinators:
Coordinator Name Contact info
Deputy Steward
Feast Steward
Heavy weapons
Light weapons
Archery
Equestrian
Lists
Arts & Sciences
Gate coordinator
Merchant coordinator
Land coordinator
Youth activities
Hydration
Trash – daily pick up
Town criers
Sanitation – glow sticks
Set-up
Tear down
Clean up
Media
Volunteer coordinator
Security and Fire Marshal
Party coordinator
Royal Liaison
Parking
Printing
TIMELINE FOR LARGE MULTI-DAY EVENTS
One year but no later than 7 months in advance of the event:
• Confirmation of Event Steward by Seneschal and Coronet
• Fill out, get signed and submit Event Registration paperwork
• Selection of event steward deputy and main coordinators IE: Gate, Security,
Merchants, Land, Fighting, A&S
6 months in advance of the event:
• Site confirmation
• Look on the Kingdom Event calendar and make sure your event is on it
• Meet with Coronet and Seneschal to discuss the event in general; Fees,
who is comp’d, gate open what days for whom, past problems Site
rules, IE: critical info
• Gather info about your event from the last 2 Event Stewards for same event
• Get the Event Reports for your event, for the past 2 years from the Seneschal or
Exchequer
• Create a Working Budget Sheet (you should have submitted a tentative budget
with your event Bid)
• Begin filling out and use the Event Worksheet
• Create a schedule of monthly coordinators meeting dates.
5 months in advance of the event:
• Meet with Merchant coordinator, Q&A, set up registration forms, fees, and get
resolutions to problems started.
• Meet with Gate coordinator, Q&A, define requirements and problems, get
resolutions to problems started, and go over waivers. Include Exchequer in this
meeting
• Select all other coordinators, delegate what is needed, when, where, etc.
• Fighting coordinator and A&S coordinator should be developing a schedule of
tournaments, classes, competitions, displays, etc.
• Update your worksheet as you go along
• Send progress report to Seneschal and Coronet
• Contact ALL coordinators & give them dates/times/where of monthly meetings
4 months in advance of the event:
• Hold your first monthly coordinators meeting. Each coordinator gives a status
report, Q&A with each coordinator & you give a status report.
• Get website created and initial info on it.
• Write and submit article for Kingdom and local newsletter, include site rules
Send Invitations to surrounding Kingdoms and Inter-Kingdom Royalty.
• Work with the Exchequer to develop list of vendors for: tents/tables/chairs,
privies & water delivery, waste management, site tokens, t-shirts, glow sticks and
any other big ticket items
• Create a schedule for site clean-up dates & announce on discussion list(s)
• Update your worksheet as you go along
• Send progress report to Seneschal and Coronet
3 months in advance of the event:
• Confirm with Exchequer vendor’s contracts & prices.
• Confirm artwork for site tokens and t-shirts, send to vendors for bids
• Any Main coordinator that needs volunteers should post a message to the
discussion list(s) (and newsletter if desired). IE: Gate, Security, Merchants,
Volunteer, Fighting. A&S should post request for teachers, etc.
• Hold this month’s monthly meeting. Status reports and Q&A for everyone
• Site clean-up day (if needed)
• Look at the website (at least weekly if not more) to make sure info is being added
• Have the fighting and A&S coordinators post an announcement of activities and
classes to the discussion list(s)
• Update your worksheet as you go along
• Send progress report to Seneschal and Coronet
2 months in advance of the event:
• Confirm vendor for site tokens and t-shirts and get production started, make sure
they know the deadline for completion
• Hold this month’s monthly meeting. Status reports & Q&A for everyone
• Next site clean-up (if needed)
• Continue calls for volunteers, if needed
• Check in on website weekly (if not more) to make sure info is being added
• Have the fighting and A&S coordinators post an announcement of activities and
classes to the discussion list(s)
• Update your worksheet as you go along
• Send progress report to Seneschal and Coronet
• Initial payments for tents, privies, waste management, t-shirts, site tokens, etc.
1 month in advance of the event:
• Hold this month’s monthly meeting. You should have confirmation of
everything. Website info, articles, volunteers, vendors, tokens, shirts, merchants,
registration(s), site rules, etc.
• Check with Exchequer about any payments to vendors that need to be made
• Make arrangements to haul everything you need to the site
• Check in on website weekly (if not more) to make sure info is being added
• Have fighting and A&S coordinators post an announcement of activities and
classes to the discussion list(s)
• Continue calls for volunteers, if needed
• Check with Gate coordinator, the Gate Book should be completed and in process
of being copied/printed.
• Update your worksheet as you go along
• Send progress report to Seneschal and Coronet
Month of event:
• If needed, hold a final pre-event meeting, any last minute problems and
resolutions
• A few days prior to opening day, set in motion getting everything to the site
• Any payments, reimbursements to coordinators, start up money for gate
• Any last minute requests/problems from Seneschal and/or Coronet
• Set up site and Enjoy the event!!
• Close the event, site tear down, go home and Relax
2 weeks after the event
• Gather all paperwork and your worksheet
• Gather reports from all coordinators
• Fill out the Event Report Form
• Fill out the Post Event Report Form
• Submit reports (event report, post event and all reports from coordinators to
Seneschal. Exchequer will want a copy of the Event Report form.
• Suggest the name(s) of people that might be interested in being the Event
Steward for this event next year
• Hold an after event party if you wish
• Post a Thank You message to the discussion list and send to the local newsletter
as well.
OUTLANDISH TIMELINE
Done Timeline
Oct Event Form (Kingdom Calendar)
Get Coordinators Site Lease
Nov Website Facebook Coordinators List
Dec Estrella ad Jan Pre-reg set-up & Forms
Coordinator Meeting Get Quotes from Venders Artwork
Feb Coordinator Meeting Merchant Forms Announcement for OH Invites to Nobles
Mar Coordinator Meeting Start Pre-reg 1st clean-up Announcement for OH & Shaft Get Insurance (if Needed) Start advertising Finalize Artwork
Apr Coordinator Meeting Announcement for Shaft Follow up with Venders 2nd clean-up
May Coordinator Meeting Gatebook and other printing done End Pre-reg 3rd clean up
Jun Roses and Thorns meeting
EVENT WORKSHEET
WHAT WHO DEADLINE FOLLOW UP’S DONE
