Event Planning Resources

A collection of miscellaneous resources for event stewards and sponsors.

From the Kingdom Reeve

Note: The official kingdom calendar is NOT the one on the kingdom website.

Below is how to properly submit events to the kingdom to be added to the calendar (as of September 2024).

Lately there’s been some confusion about how to properly submit an event to ensure it gets put on the kingdom calendar, and your group can host. There are processes in place for ALL kingdom level events. A kingdom level event can be a Royal Event, as defined by kingdom law, which has one process. Or just an event that you want to hold for the Kingdom of Calontir, which has a second process. The first thing that any seneschal or event stewards should do is read the Event Submission Guide found here: https://docs.google.com/document/d/1Q3dQ7dZ7Xy4mFfFhs0D5LLUF5NmCxqi5jx63bAVemQI/edit?usp=sharing

Arguably the most important section in that document is the Adding An Event to the Official Kingdom Calendar. There are 4 steps that are absolutely necessary, in order to have your event be an official event. If these steps are not completed before the required deadline, you run the risk of not being able to have an official kingdom event.

Royal event process is as follows.

1. Read the Event Submission Guide and follow the instructions
2. Go to the Reeve’s page on the kingdom website: https://www.calontir.org/seneschal/reeve/
3. Read through the documentation for the type of royal event you’re holding if Crown, Coronation, Kingdom A&S, or Queen’s Prize Tournament.
4. All Royal Events MUST fill out the Kingdom Level Event Bid Form, currently in PDF form found here: https://drive.google.com/.../1PrgQot2u3P1mDswh.../view
5. Submit the completed form to the required officers as per the requirements in the instructions. If there are no written instructions (Masters of the Duel, Kings Companie of Archers) Please send the completed form to the Reeve and they will ensure that your bid gets to the correct individuals for the required approval process.

Normal Event Process:

1. Read the Event Submission Guide and follow the instructions
2. Go to the Reeve’s page on the kingdom website: https://www.calontir.org/seneschal/reeve/
3. Check the Traditional/Reserved Events to ensure you’re not conflicting with something: https://docs.google.com/document/d/1kkk2xg8igKkjR3e4lRp5vBVbnv-PW2IvysiKlASEvf8/edit
4. Fill out and submit your event via Calontir Event Submission Form: https://docs.google.com/.../1FAIpQLSc9M5N6.../viewform

Once these steps are completed, you must submit your flyer to the MEWS by the 1st of the Month, 2 months prior to the event. For example, if the event is in November, the flyer would be due by September 1st to the Kingdom Chronicler and Kingdom Deputy Chronicler. If you’re unsure please refer to the Chronicler’s kingdom webpage: https://www.calontir.org/chronicler/

There are explicit instructions of how to submit a flyer, and those rules must also be followed.

Thank you for your cooperation, Lady Jorunna Refsdottir, Reeve

Critical official resources:

• Kingdom Seneschal - https://www.calontir.org/seneschal/ (Event Steward Appointment Form, Event Sponsorship Form, Gate Forms, Equestrian & Minor Waivers)
  • Insurance certificate ordering instructions - http://www.sca.org/docs/pdf/insurancecert.pdf
  • About Equine Insurance certificates - https://www.sca.org/wp-content/uploads/2019/12/AboutEquestrianInsurance.pdf
• Kingdom Reeve - https://www.calontir.org/seneschal/reeve/ (Event Submission Forms & Guides, Reserved/Traditional Dates, Royal Event Bid Forms)
• Kingdom Chronicler - https://www.calontir.org/chronicler/ (Submitting an Event Flyer to the Mews)
• Kingdom Webminister - https://www.calontir.org/calontir-web-team/
• Kingdom Social Media Officer - https://www.calontir.org/seneschal/social-media/
  • Official Social Media Officer Facebook Event Creation Checklist
• Kingdom Exchequer - https://www.calontir.org/exchequer/ (Event Budget and Financial Report Forms)

Unofficial Resources

Event Information FAQ

A Planning Guide for Making Temporary Events Accessible to People With Disabilities

Event Steward Planning Checklist:

ASAP

• Site chosen? Wet/dry? Ground fires? Camping? Electrical camping? Equestrian? Kitchen/Feast Hall? Safe Archery Field? Privy Chambers? Parking?
  • Accessibility: rest rooms for all? ramps? quiet spaces?
• Date set? - any important conflicts with Calontir or Northshield?
• Key officers identified? - Feast Steward? Fighter MIC? Archery MIC? Youth (two deep)? 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?)
• Mews flyers with appropriate information sent in a timely manner? (Plan 2 months ahead of event. Flyer must be in Mews or no Royal Court allowed at event.)

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? (create on official Shire Page first, then share to the FB Group, etc.)

• Official Facebook Event Creation Checklist
• Supplemental event info published as available - Event Information FAQ

Critical Infrastructure/Activities

• Royalty? Court time?
  • File:ParkingSignsRoyals.pdf
• Pre-registration -
• Indoor Crash space -
• Port-a-potties -
• Garbage disposal plan -
• Troll shifts?
  • Event Job Posting Submission Form - Event Stewards need a Calontir WordPress Login to post jobs
  • Event Job Posting Dashboard - where potential volunteers can see job postings

Off-site Amenities:

• Hotels/Campgrounds
• Crash space plan, if any
• Food
• Post-revel plans

Staff:

• Event Steward aka Autocrat:
• Co-Autocrat (assistant, deputy often serves as Event Steward next year):
• Gate/Troll (x2 at least, can't be Exchequer):
• Site Boss (site set-up/maintenance/tear-down):

• Feast Steward:
• Inn (lunch, sometimes breakfast/brunch):
• 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 (include anti-bullying policy signage) -
• Loaner Garb/Gold Key -
• Fundraiser supplies -

• Archery nets -
  • Loaner gear incl. children's

• List field -
  • Hay bales -
  • Loaner armor -
• Shade fly -
• Privy tents -
• Goose game, bean bags -
• Other -

WARNING: Please do not put copyrighted material on this wiki unless you have the rights to it. If you see something here that you believe is in violation of copyright, please inform the "owner", sofya at heraldshill dot org .  As an unofficial page, we will not be needing releases (Model, Photo, Content). But be honorable and get permission before you add someone else's creative works.