Event Planning Resources

A collection of miscellaneous resources for event stewards and sponsors.

Critical official resources:

• Kingdom Reeve -
• Kingdom Webminister -

• Mews -
• Gate forms -
• Event wrap-up forms -

• Insurance (including Equestrian $50 with $100 penalty if less than 30 days to the event)?
  • Insurance certificate ordering instructions - http://www.sca.org/docs/pdf/insurancecert.pdf
  • About Equine Insurance certificates - http://www.sca.org/docs/pdf/eq-insurance.pdf

Event Steward Planning Checklist:

• Site chosen? Wet/dry? Ground fires? Camping? Equestrian? Kitchen/Feast Hall? Safe Archery Field? Privy Chambers?
• Date set? - any important conflicts with Calontir or Northshield?
• Key officers identified? - Feast Steward? Fighter MIC? Archery MIC? Youth? Inns? Troll?
• Site Contracts signed? Deposit paid?
• Insurance (including Equestrian $50 with $100 penalty if less than 30 days to the event)?
  • Insurance certificate ordering instructions - http://www.sca.org/docs/pdf/insurancecert.pdf
  • About Equine Insurance certificates - http://www.sca.org/docs/pdf/eq-insurance.pdf

• Kingdom Reeve informed to put on Kingdom Calendar? (Not needed if have longstanding recurring event)
• Kingdom Webminister informed to put on On-line Kingdom Calendar? (delegate to Web Minister after event is on Kingdom Calendar per the Reeve?)
• Event Webpage started (and link forwarded to Kingdom Web Minister?)
  • Google Sites - free, easy to make web pages
  • Word Press - also free, easy to make web pages
  • Calontiri Wiki - can also make event web pages and collaborative planning pages on this wiki
  • Can also have the Kingdom Web Minister post an event page through the kingdom website
• Event created on Facebook? (on official Shire Page)
• Port-a-potties -
• Garbage disposal plan -
• Mews flyers with appropriate information sent in a timely manner? (Plan 2 months ahead of event)
• Troll shifts?
• Royalty? Court time?

Staff:

• Event Steward:
• Co-Autocrat (assistant, deputy to Steward next year):
• Gate/Troll (x2 at least):
• Site Boss (site set-up/maintenance/tear-down):
• Feast Steward:
• Inn:
• Hall Steward (set up for feast):
• Head Server:
• Fighting MIC:
• Cut & Thrust MIC:
• Archery MIC:
• Thrown Weapons:
• Equestrian MIC:
• Health and Welfare (waterbearing/first aid):
• A&S coordinator:
• Merchant Coordinator:
• Youth Activities (x2):
• Publicity:
• Royal Liason:

Special Equipment:

• Crockpots, Roasters, Soup pot, etc. -
• Coffee maker, supplies -
• Extra coolers -
• Gate/Troll supplies -
• Fundraiser supplies -
• List field -
• Shade fly -
• Privy tents -
• Hay bales -
• Loaner armor -
• Goose game, bean bags -
• Other -