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For Stewards
Being in charge of an event does not have to be difficult, but it does help if you are organised and following the basic requirements. This section is designed to make this as easy as possible by providing resources useful for stewards, whether they are doing it for the first time or the hundredth. These resources provide a range of useful suggestions based on the experience of others; they are guidelines, rather than official policy. If you do happen to be undertaking your first event, this Word document Stewarding for Beginners has some helpful tips and hints. One of the best ways to ensure a successful event is to talk with others who have stewarding experience, whether of feasts, tourneys or encampments. And don't forget to hand on your own experience to others!
Can I be an Event Steward?If you have an SCA membership, you can be an event steward. Memberships are required because as an event steward you are organising things on behalf of the Society and to be a legal representative of the Society you need to be a member. Here is the SCA Membership Form (PDF).
What is an "official event"?An official event is any event sponsored by a local branch that has been advertised in the Kingdom newsletter, Pegasus. Official events must be approved by the local branch. Official court business, such as the handing out of Kingdom awards, can only be done at "official" events, so if your event will include such business it must be made "official". To do this fill out an event information form, have it signed by the local Seneschal, then send it to the Kingdom Chronicler. Advertising should also go to your local and neighbouring branch chroniclers. Individual households, Guilds, and other unofficial SCA groups may host events without group sponsorship, but these would be "unofficial", and should be advertised as such.
What is a Kingdom event?A kingdom event is an event sponsored by the Kingdom of Lochac and hosted by a local branch, as opposed to being sponsored and hosted by a local branch. Lochac has four annual Kingdom Events:
The dates of local events may not clash with these four events without special dispensation from the Crown, however, such dispensation is generally available for the asking. Dates for the upcoming Kingdom events are available on the Lochac Kingdom Calendar. The Stewards and locations of Kingdom Events are determined by a bid system. Bids for Kingdom events are submitted to the Kingdom Seneschal and approved by the Financial Committee and by the Crown. Profits from a Kingdom Event are split 50/50 with the local branch that hosts the event.
What should an event proposal include?At minimum, an event proposal should include the following: A proposed budget using a event budget form, which should include a 10% contingency factor in case of unforeseen costs. You should stick as close as possible to your budget and it's a good idea to work out a break-even level of attendance. Ideally your break-even should be at about 2/3 of the numbers actually anticipated. Don't forget to include the Kingdom Surcharge and Event Membership charge in your event fees; these are not charged if the event has no fee involved or if it is a College event. A proposed site for the event, along with an explanation of:
Your full contact details: SCA name and modern name, email and phone; include these details for the Feast Steward as well, if a feast is scheduled. Feast planning as appropriate; this should include a description of the feast arrangements, and the minimum and maximum number of people for which you can cater. Consider issues such as whether people should bring their own candles/holders, or you will use the good-quality Baronial stocks (allow $3/table in your budget if the latter, so we can keep the clean-burning beeswax candles replenished). Here's a handy Word document to help you put together your Event Proposal, and another one which covers how to draw up a Proposed Budget.
What officers are supposed to help with the event?All local Officers should assist the Event Steward in their areas of responsibility, or see that someone is delegated to do so. However, the Event Steward must contact those Officers well in advance and ask for their assistance. Stewards should not assume an Officer plans to do anything at the event unless the Officer is contacted beforehand and suitable arrangements are made. Example: Stewards generally require Baronial goods stored by the Quartermaster. Contact the QM well in advance via their contact details in Regnum. Give them a list of what you want (see the Inventory list - 3MB Word document including photos) and arrange a mutually convenient time to come and get them. It may be possible for the QM to bring the items to the event, but more likely you will be taking care of this. Similarly, pre-arrange an appropriate time to return the goods and be sure they are passed into the hands of the QM, not simply "left" somewhere or casually routed back to them via a third party. If someone else does the returning, be sure the QM knows to expect this, including when. Think about the nature and location of the event too, e.g. whether you will need a Chatelaine to bring hire garb, or to talk to interested non-SCA onlookers at a non-private venue. Clear and early communications with the various Baronial Officers will maximise the chances of a good and trouble-free event for all concerned.
How do I handle the money for the event?If you need a cheque for venue or other expenses, use this form (small PDF) to send a cheque request to the Reeve, preferably a few days in advance of when it is needed. All cheques in payment for events are to be made out to "SCANZ Inc - Barony of Southron Gaard". This should be noted on your event
advertising. We can accept payments for events via the internet directly into our event holding account. If doing so, it is essential that you ask people booking to submit the following information when they make the funds transfer:
(a slightly different format involving a booking number is used for CF and other large events which use the online booking process - this is documented as part of the process). The person booking must also contact you with a completed booking form or other information, also stating their surname and the date the transfer was made. Please ask the Reeve or the Seneschal to check the account for these payments. We suggest you close internet bookings several working days prior to any booking deadline so that you will have time to check and confirm the internet payment have been made correctly. The more people that are involved in cash handling, the more important clear record keeping is. This Gate Reconciliation Form (Word document) is helpful in keeping track of who is at the event, who has paid and so forth.
What information do I need to gather at the event?Members and event members need to sign-in at an event to be covered by SCANZ insurance (this doesn't include people who just happen to be watching from a public area not directly controlled as part of the event). The required sign-in sheets, and further details regarding event memberships, are available in this PDF. These need to be filled in by anyone attending (note, this does not include members of the general public spectating or members of the press), and the forms returned to the Seneschal as part of the post-event report. To make life easier for attendees, you can obtain a full list of current members from the SCANZ registrar by emailing them a week or so ahead of the event. Specify whether you need all SCANZ members (e.g. for events with many out of town attendees) or just Southron Gaard and its subgroups.
What information should be provided by the steward after the event?Within 30 days of the event, the Event Steward should provide the Reeve and Seneschal (or Kingdom Exchequer and Seneschal for a Kingdom event) with: (1) An Event Financial Report showing the amounts actually received and spent for each item on the budget that was approved for the event. Include all receipts and invoices adding to the totals for each item. Areas where the event was over or under budgeted should be identified, and reasons for the variances shown. Advances, and how these were spent should be shown and any unused advanced funds returned at the same time. Use this Final Budget Report Form (Word document). (2) An Event Summary Report completed by the Event Steward. This may be a narrative or just use this Event Report form (Word document). The report should give an overview of the things that worked, things that could have been improved, and lessons learned at the event. (3) Venue Information Update -- optionally completed by the Event Steward, especially if the venue has not been previously used, or you have different opinions or information about it from what is currently recorded. Completing this simple form will help make life much easier for future stewards. See the details below. Email the Reeve. Email the Seneschal.
Resource InformationThe main resource you have is the experience of people who may have done it before, particularly Baronial officers. Never be afraid to ask, whether directly or on the discussion list! That aside, the current list of Baronial property may found in the Inventory list (3MB Word document including photos). Contact the Quartermaster well before the event with a list of what you need and arrange a mutually convenient time to come and get them. In addition to the above, if the Baron and Baroness will be present, you would normally expect them to bring the Baronial Pavilion and associated banners and paraphenalia -- though there are plenty more banners in the inventory. And it never hurts to ask around, whether via the email lists or directly. Many of our populace have personal banners and other items which help decorate venues or make events run more smoothly. Though they may bring them along without prompting, a clear call will increase the chances. Finally, when planning the timing of events, this list of key University of Canterbury dates may sometimes be of assistance. List of additional resources This is a brief list of personally-held items which might be available, whether freely or for a small charge:
If you own any useful items to add to this list, please contact the Webwright.
Venue InformationChristchurch City Council maintains a list of community venues here (see Bishopdale, for example). More importantly, we are steadily compiling a database of Venue Information sheets based on current or historic recollections of particular venues. It may not be 100% accurate or current, but should be very helpful when making early assessments of what venue to use for a given event. Note: never make a final decision without satisfying yourself about essential details; there's no substitute for a careful site inspection! If you've just used a venue, please download the Venue Information Sheet (24K Word document), complete it, and email it to the Webscribe. Venues currently listed (all small Word documents):
If you know quite a bit about a particular venue, please send in a sheet for it -- a little information is better than none!
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