Event Stewarding

I want to co-ordinate an event- now what?

Event Stewards are always in need. This volunteer or team of volunteers is in charge of the successful running of events. They will be expected to find a location to host an event, create a budget, wrangle more volunteers, set up classes, etc. All so that we can enjoy an activity with our friends.

The Event steward may have several co-stewards in charge of different aspects of the event, such as gate, contests, classes, etc. The person in charge of these jobs is expected to take charge and run their area by finding and training volunteers, scheduling work shifts and every other aspect of the job they have committed to do. Volunteering to run one aspect of an event is a great way to get into event management without taking on the responsibility of the entire event.

The Barony of Wealdsmere hosts 3 - 4 annual events, Celtic Revolt, our flagship 4 day camping event usually held over Memorial Day weekend; Border War, our second camping event usually held in mid to late September; and Octoberfeast, a one day grand feast event held in mid-October. Each of these events includes a variety of activities including Courts, tournaments, arts and sciences contests and games.

If you are interested in being a Steward speak with the Seneschal and they can guide you in what you need to do. They will provide the bid forms and they must sign any and all contracts on behalf of the SCA, Inc. Those new to event stewarding must have a veteran steward to mentor them. The sooner you put together a bid and submit it to the Barony the better you will be able to plan. Complete bids are submitted to and reviewed by the baronial officers, posted to Townsquare for the populace commentary, and then voted on at a Baronial meeting. At times there may be more than one bid.

The Seneschal can give you information on local sites we have used in the past, which vendors for porta-potties, trash removal, etc. we typically use and much more. As an Event Steward you will be a defacto deputy to the Seneschal for the duration of your planning and event so begin working with them early and often. You must work with the officers of the Barony; Exchequer, marshals, herald, chatelaine, etc in order to meet the requirements of their offices. You will also need to coordinate with Their Excellencies Head of Retinue/Court Coordinator to ensure their needs are met.

You are encouraged to attend an Event Stewards class when you have the opportunity.

Being an Event Steward is one of the most rewarding things one can do in the SCA. You are throwing the party for all of your friends and you are the one who will make it amazing!

If you are interested in learning more about being an event steward, there are many resources available on the An Tir Events website

Standard Event Proposal Form. Use this to submit a bid to the Baronial Council:

Event_Proposal_SAVE (3).pdf

An Tir COVID Re-opening Policies and Procedures (current – June 1, 2021)

OFFICIAL SCA ACTIVITIES

Vaccination and Symptoms:

  • SCA branches may NOT require proof of vaccination.

  • Society member owned sites (home owners) requiring proof of vaccination are responsible for asking for and documenting that proof.

  • In the case that a contracted site owner asks for proof of vaccination, please contact the Kingdom Seneschal to help you work with Society on compliance with site regulations.

  • The SCA INC has developed signage for events addressing symptomology, recent exposure and adherence to the rules. These signs CANNOT be turned into a waiver. COVID Event Language.

Activities:

All Events:‎

‎●‎ Must comply with prevailing local health regulations

‎●‎ Masks required pursuant to local mandates

‎●‎ Masks (if required) may be briefly removed while eating and drinking only

‎●‎ Branches / Events may not provide food or drink.‎

‎●‎ Feasts are not permitted at this time.‎

‎●‎ Pre-registration for event attendance is required


Events and Activities Permitted in the Kingdom of An Tir:

Starting July 1, 2021:‎

Small Local Meetings & Practices

Gathering numbers as per local health authority rules


Starting August 1, 2021:‎

‎Local Events and Large or Multi-Branch Meetings and Practices

Gathering numbers as per local health authority rules

Events must be scheduled through the Kingdom Calendar Deputy ‎‎(calendar.deputy@antir.org) and published within the Crier‎

Kingdom and Inter-Kingdom Events:‎

The re-opening of larger events within the kingdom is still TBD. This will be ‎reviewed upon removal of restriction by regional governmental bodies. Tentatively ‎to coincide with removal of international border restrictions for personal travel.‎


Demos and Specialty Events:‎

‎Follow the same rules as Local Events and Activities ‎

Virtual Events:

Virtual Events must be scheduled through the Kingdom Calendar Deputy (calendar.deputy@antir.org) and published within the Crier

Virtual events that include court must be published in the Crier.

As required by the Society Senechal and Society President:

There shall be NO live, virtual youth focused events/activities/classes. There is no way of following our SCA Youth rules such as 2-deep in a live virtual setting. We cannot control information going into the chat and similar factors.

Please direct questions about this policy to the Kingdom Seneschal (seneschal@antir.org).

  • Youth are permitted at general interest live virtual events just as they would be permitted to be around general parts of the SCA subject to their parents’ supervision.

  • Branches may post pre-recorded youth classes such as to YouTube. Content should be reviewed by an appropriate youth officer. Instructors should not include direct personal contact information in instructional videos targeted at youth.

The intent of these policies and procedures is to enhance participant safety and aid the purpose of modern public health directives

It is expected that all will attempt to follow both the letter and the spirit of these policies in the intent to protect their fellow attendees in a manner which presents the honour and integrity that all are expected to conduct themselves within our Society.

The Crown and the Seneschalate are empowered with the right to enforce these policies and procedures as to ensure the safety of Our Kingdom

Those found not to be in compliance may be subject to sanctions and further administrative action.

All dates and policies are subject to change upon review by the Crown and Seneschal of the Kingdom of An Tir.

Revision and policy change will be provided via the Kingdom webpage in supplementary announcements.


SCA.ORG