Event Planning Resources

A collection of miscellaneous resources for event stewards and sponsors.

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?
• 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.