Information for event stewards

Quick links to forms for current event stewards:

The most up-to-date Indemnity forms can be found here: http://lochac.sca.org/constable/

For the Sign-in Sheet, click here: Members With Indem Sign-in Minors included

Information for event stewards

Here is a guide for how to steward an event in Krae Glas, from start to finish:

Part 1: Getting approval to run an event in Krae Glas
Part 2: Once your event is approved
Part 3: Managing your event on the day
Part 4: After your event is finished

Allow ~3-6 weeks planning time for small events (typically events not requiring venue payment or bookings), 2-4 months for events that require a paid venue or need bookings taken, and 4-12 months for large events (e.g. Day of Honour, camping events or kingdom events).

The Krae Glas event stewards handbook: This project was initiated by Mistress Ant Blowme of St Cloud in 2012, and has since had over 10 contributors.  This is a living document, designed to assist all people running events in Krae Glas, so if you have changes, please feel free to add changes.

Part 1: Getting approval to run an event in Krae Glas

1. Come up with an idea for an event

Do you want to run a feast? A tournament? A games night? A cheese and wine night? A war? A Crown event? The possibilities are endless!

2. Discuss your idea with either the Seneschal, Reeve or B&B, or raise it at a Council meeting

These people can help you form a stewarding team if you don’t know many people, quickly flag any major concerns to ensure your proposal does not conflict with other events, has a suitable venue, and is within the goals of the group. The B&B attend all Krae Glas events so you need to make sure they are available. You can discuss your event idea via email, phone or in person.

3. Develop your formal event proposal:

Your event needs to be approved by the Krae Glas council for it to run. The Seneschal, Reeve or B&B can help you develop your proposal if you are not confident in doing this yourself.

As a minimum your event proposal must include:

  • Event name
  • Proposed dates
  • Activities you plan to run
  • Proposed venue: Check that your preferred venue is available and request cost estimates for venue hire. Some venues book out months in advance.
  • Proposed budget including event attendance fees (if applicable): The Reeve has a made wonderful budget template that can be accessed here. Email the Reeve at kraeg.reeve@gmail.com if you need assistance with your budget.
  • Who will be on your event team? It’s OK for your team to be incomplete, but you should include what role you need filled

Email your proposal to kg.seneschal@gmail.com at least 2 days prior to the council meeting (2nd Saturday of the month) so that your event proposal can be attached to the agenda.

Why is this important:

  • Saves time: key points needed for event approval can be easily referenced at the meeting
  • Future reference: Agendas and minutes are used as a transparent reference for all members of Krae Glas about what event details and expenditure were approved. For example, this is information is needed for the Reeve to match approved expenditure with receipts/invoices.
  • Prevent conflict: Sometimes there is mismatch between what the event steward and council thought was approved and what was actually approved. Having your event proposal attached to the agenda improves clarity for all, saves time chasing up details, and prevents misunderstandings.

4. Discussion/Council approval of your event

It is highly recommended that you or a delegate is present at the council meeting to discuss any thoughts/concerns/ideas about your event during the meeting, and promptly address any concerns. If you cannot attend the council meeting, it is recommended that you discuss your event proposal in detail with the Seneschal in advance of the meeting.

Part 2: Once your event is approved

What if my event proposal needs changing once it is approved?

Email the Seneschal if there are any of the following major changes to your event, e.g.:

  • Your preferred venue is unavailable/alternative venue needs to be booked
  • You need to step down as the event steward
  • There is a significant increase in your budget (e.g. unexpected hire of equipment)

This is so the council can best support you and your event and expedite navigating any hurdles you may encounter. Remember: the council are here to help you!

1. Book your venue

Follow up with the venue and complete your venue booking. Even if there is no cost to hiring the venue, sometimes a bond is required. Request that the venue send you an invoice for payment of any bond/hire fees. Send the invoice to the Reeve (email address) for payment. Contact the Reeve for a copy of the latest insurance cover letter if the venue requires evidence of public liability insurance, which can then be sent to the venue. Once payment is made, your venue is secured.

2. Submit your event to the Lochac Seneschal’s Database

Click here to submit your event details. This is the last step of the process to make it an official SCA event. Remember whatever you write here will be published in Pegasus, so include details like theme, event pricing, booking info etc. For Pegasus, you must get your event information on the Lochac Seneschal’s Database before the last day of the month for it to be included by the Lochac Chronicler for Pegasus.
Email the Reeve to set up a booking form and payments for your event (where appropriate)

3. Create a booking form

If you need to take bookings for your event (typically medium to large scale events), work with the Reeve to create an online booking form to streamline bookings. Online bookings also help the Reeve consolidate incoming payments and expenditure for events. There are a number of templates available.

4. Advertise your event!

Advertise your event widely and often:

  • Pegasus (compulsory; happens automatically after approval on Lochac Seneschal’s database).
  • The Krae Glas email mailing list (compulsory)
  • Ask the web minister to publish your event on the Krae Glas website and calendar
  • Facebook: Create a facebook event page through the Krae Glas facebook group. Share the event to Stormhold, College of St Monica, Hamlet of Groenaholar and Lochac events Facebook groups.

5. Organizing your event

If you haven’t yet got a complete stewarding team, ask the Barony for volunteers. Consider breaking your team into crews: e.g. field set up, hall set up, constable, list keeping, marshalling, pack down, washing up.

Part 3: Managing your event on the day

As event steward, it is your job is to be the person on the day who people come to with problems, delegate them to your team so you can remain the focal point.

Set up

Tour your site (as a team if possible). Show everyone where things will need to be set up and delegate as much as possible. Support your officers, provide them with the space they need and let them organise their equipment and crews.

Managing the Day

  • Prepare a day schedule and share it with the heralds and B&B, and keep to it as closely as possible to ensure event proceeds smoothly
  • Delegate as much as possible so you can put out spot fires as they arise.
  • Check in on your officers frequently to support them as needed
  • Make yourself available to the populace, your team and the royals as required
  • Consult the royals/B&B with the schedule

Packing Up

  • Have volunteer teams with team leaders (hopefully different from your set up team)
  • Where possible list what went up and where it needs to go once down / who brought it to site
  • List cleaning jobs required (i.e. clean toilets, sweep and mop kitchen/hall) so people can tick them off when done
  • Have a lost property collection site (typically the constable table)

Money Collected at the gate

Any money collected on the day MUST be deposited within three days of the event. Email the Reeve a short note indicating the amount collect and what it was for. The Reeve will be able to help you deposit the money correctly.

Part 4: After your event is finished

Event reporting

Once your event is complete, you’ll need to send the Seneschal an event report. At a minimum this should include:

  • Event name
  • Steward’s name
  • Event dates
  • Venue
  • Number of attendees (adults/children, members/non-members)
  • Income and expenditure

Copies of the sign in sheets should  be emailed to the Constable. Numbers of competitors and any incidents during tournaments should be sent to the relevant heavy/rapier/archery marshal. If there was an A&S competition, details about entries and winners should be sent to the A&S officer.

You can also include:

  • Any incidents that arose
  • Comments on venue
  • Strengths/weaknesses of the event

A template for the event steward and event reporting can be downloaded here: Stewards Event Template and Event Report.

Return of equipment

If you borrowed any equipment for the event, please make contact with the seneschal to organize return of equipment back to Crafthall. It is your responsibility to make sure all equipment is cleaned and returned, and any damage is reported (e.g stained table cloths, broken archery targets etc.)