DECIDING TO HOLD AN EVENT:
▪ Activities – martial, merchants, A&S, childcare, Feast, lunch counter, bar, season of year?
▪ Personalizing an event - cutesy stuff, canton-specific mythology
▪ crowded calendar
▪ Deciding to conflict with another event – distance or theme
▪ # of parties involved
▪ holding events out of canton
Choosing a site:
▪ Venue size based on expected range of attendance
▪ Schools, legion halls, parks, community centres, hotels
▪ Outdoor events – shelter/weather issues, bar restrictions, safety issues
▪ Space for people to sit and visit, work on A&S etc.
▪ Change rooms/washrooms/Royalty Room
▪ Merchanting. The merchant question and small events
▪ Child care area – placement – not near the lists!!
Narrowing it down:
▪ Deposits/deadlines to pay
▪ Fire regulations
▪ Stage, tables, chairs, fixtures
▪ Electrical outlets
▪ lot plowed after snowstorm?
▪ Check fine print in contracts
Things to avoid when choosing a site:
▪ paid security guards
▪ site catering
▪ parking fees
▪ site bar (can be costly/limited selection/no flexibility)
▪ Be aware of need for Smart Serve permits (
) for bar Ontario
Typical division of responsibilities:
▪ autocrat and deputies
▪ bar steward
▪ merchant coordinator
▪ A&S coordinator
▪ Child care coordinator
▪ Royalty liaison
▪ Grunts – set up/take down/clean-up/security
▪ The issue of volunteers and professionalism
▪ recent event autocrats/other experienced people
Choosing a feastocrat:
▪ good food
▪ ability to stay on budget
▪ need for reservation counts
Choosing a troll:
▪ Trust, accountability, ability to follow instructions and count money
▪ Don't use your exchequer as this takes away a key audit control
▪ Keeping track of floats
▪ Keep money under lock and key – assume the worst will happen until it doesn't
▪ site rental fee
▪ food – feast (big!), lunch counter
▪ site tokens
▪ Site fees
▪ check range of fees from previous events using Tidings/Calendar
▪ Not so long ago >$5 was considered excessive – not any more
▪ The question of “comps” – controlling free admissions
▪ Lunch table
▪ Auctions, contests, raffles
▪ Baronial or kingdom involvement?
▪ Who will fund a deficit?
In-Kind Donations to seek out:
▪ Tools, tents, flags, signs, tablecloths, regalia
▪ Local or Baronial Quartermasters
▪ Troll – great responsibility
▪ no payment without receipts
▪ importance of timeliness when reporting
LOGISTICS AND COMMUNICATION
▪ Tidings requirements – SCA sanctioned event / SCA insurance
▪ Emails to local group, barony, kingdom, seneschals
▪ Invitations to royalty
▪ Site opens/closes ….
▪ access previous evening for set-up?
▪ Setup requirements
▪ Troll/bar/lunch opens….
▪ Courts at TRM’s discretion
▪ Tournaments – martial, A&S, inspections, etc.
▪ Raffles, classes, etc.
▪ All the waivers you can lay your hands on, including minor waivers and NMS list
▪ Marshals in charge to bring extra forms for their activities
▪ Make up disposable signs in advance e.g. washroom, change room, royalty room, A&S room, etc.
▪ Phone lists – cell phones particularly
▪ Distribute event layout maps in advance so staff don't fight during set-up
▪ Hold site tours in advance if possible
Odd Things you might want to bring:
▪ You are the den mother for a gigantic family for one day
▪ Paper towels, rubber gloves, Fantastik, garbage bags
▪ Toilet paper, Kleenex, baby wipes
▪ First aid kit or get a chirurgeon aboard your team
▪ Bottled water, juice boxes, high-energy snacks for crashing team members
▪ White cardboard or paper, markers and masking tape, pens, highlighters etc.
▪ Duct tape, tool kit, flashlight, extension cord
▪ Door wedges
WAYS TO ANNOY AN AUTOCRAT (or, how not to be accountable):
(with contributions from Magistra Nicolaa de Bracton and Bantiarna Medb ingen Dungaile)
Before the event:
▪ When invited to participate, smugly tell the autocrat you are philosophically opposed to the event’s concept
▪ Take on a role, then forget all about it
▪ Avoid event planning meetings “because you’re too busy”
▪ When deputized to send in the event information for the Tidings, forget to do it, or assume that the deadline for the July issue is a couple of weeks before July
▪ When deputized to run the bar, forget to get the permits in time. Then complain to the autocrat that the site has to be dry
▪ When a site token is chosen, complain that "item X would be better", when item X would cost $300.
▪ Ignore event announcements/website. Call the autocrat late at night and ask stupid questions.
During the event:
▪ Forget to bring what you promised, arrive late, then deny you were ever asked
▪ On arrival, criticize the site’s attributes and say you know a far better venue. Even though you were silent during site discussions.
▪ Insist the directions to the site are “wrong” even though no one else had a problem.
▪ Demand free admittance “because I’m helping/I’m a single parent/I don’t have any money on me”, even though the autocrat paid full site fee.
▪ Ignore event information that advises there is no room for individual presences, and demand the autocrat find you space for all your stuff.
▪ If weather forces everyone inside, forcing them to share space, complain that the autocrat is biased against fighters/fencers/dancers/merchants/children/A&S because you had to share.
▪ Block registers and heaters with your bags, then complain that the site is too cold.
▪ Interrupt the autocrat and ask if they are having “fun”
▪ Complain that the event is in downtown
, and that the
group should really try to have their events somewhere less stressful. Toronto
▪ Complain that the event is not in downtown
, and getting
there by transit involves a couple of transfers. Toronto
▪ Complain to the autocrat about all the children who have come to the event (especially when said children are being relatively well-behaved.)
▪ Offer the autocrat “helpful suggestions” to improve their next event. Tell them you can do it better.
▪ Question the autocrat’s motives for running the event – to their face
▪ If you’re working troll, leave your table unattended. Ignore the autocrat’s instructions. Forget about the NMS. Make up your own fees. Mishandle change. Steal.
▪ Complain that Court is after feast, when it is Their Majesties' discretion to set the time.
▪ "Forget" to gather up your possessions by a certain time even after repeated requests to do so.
▪ Complain about the food and its cost. If the food is on time, say it’s too fast/too much. If the food is a bit delayed, make faces at your fellow guests and tell off your server. Never help serve. Leave your food scraps on the table.
After the event:
▪ Forget your promise to help with take-down/clean-up, as you rush out to the post-rev. Or, stand around chatting and watch the autocrat cleaning on their hands and knees.
▪ If you lost in a competition, blame the autocrat
▪ Be difficult about turning in receipts or filing your own reports. If given a deadline, ignore the autocrat’s instructions, dump the material on a handy bystander and then claim innocence when the report goes in late.