Section III - EVENT NECESSITIES

A Event Proposal
An Event Proposal Worksheet
Deadlines
Sign up Sheets for Events
After Event Report

Whether you are interested in just preparing food, or want to be involved with all the event planning, the following information is very helpful. Especially if you are the one that is pitching the event idea to your group, or having to prepare an event proposal.

An Event Proposal

Proposed Date: Always have a date in mind, check the calendars of your Kingdom Newsletter, and also your regional newsletters. As a lot of sites have to go through church boards, college committees, etc., you may wish to start as early as possible, a year in advance is not to much time. You might also have the date tentatively reserved on the Kingdom calendar.

Name of Event: Self Explanatory

Theme of Event: What era are you planning for? In commemoration of what historic event? Or is this a basic generic event?

Outline for Event: Give a brief outline for the event, what are you planning? Include a tentative schedule.

Day Activities Fighting Tournaments (heavy weapon, light weapons); Contest; Games; Lunch

Night Activities Feast; Entertainment; Court; Revel and Dancing

Autocrat: Name, address, phone

Feastocrat: Name, address, phone

Contract: Never use a site with out a contract, you are opening yourself up to many problems: Varying cost, without a contract they can charge you more without even telling you before the bill comes due. Canceling your use of the facility with out warning.

Day Site:
Name of Site:
Address/Phone:
Contact Person: Who do you talk to at the site? Will they be there the day of the event? Is there a board you have to apply to? etc.

Facility Summary: An outline of what the facility has to offer.

Facility Cost: Basic cost.

Capacity: How many gentles will fit comfortably in this site. Take baggage into consideration, the SCA doesn't travel lightly.

Feast Site:
Name of Site:
Address/Phone:
Contact Person:
Facility Summary:
Facility Cost:
Capacity:

Any other fees: Check for hidden cost such as custodial fees, charges if you are not out of the site at the appointed time, etc. Any Site Problems that we will have work around or with:

Proposed Pricing:
Site Fee:
Lunch:
Feast:
Event Prizes:
Other:

An Event Proposal Worksheet

Proposed Date:

Name of Event:
Theme of Event:

Outline for Event:

Autocrat:
Feastocrat:
Contract:

Day Site:
Name of Site:
Address/Phone:
Contact Person:
Facility Summary:
Facility Cost:
Capacity:

Feast Site:
Name of Site:
Address/Phone:
Contact Person:
Facility Summary:
Facility Cost:
Capacity:

Any other fees:

Any Site Problems that we will have work around or with:

Proposed Pricing:
Site Fee:
Lunch:
Feast:
Event Prizes
Other:

Deadlines

You should have this in the proposal, as this shows you have a good idea of when things need to be done, so the rest of your group can plan accordingly.

Reserving Date with from the Chronicler
Reserving the Site
Getting a signed contract
Sending out flyers to the Chronicler
Sending out flyers to the Seneschals
Finalizing the Schedule of Activities
Finalizing the Budget
Assigning Work Crews
Drop Dead Date - Last Minute Arrangements
Set-up
The Day of the Event
Clean-up and time we need to be clear of the site

Sign Up Sheets for Events

Set-Up(the night before of the morning of)
1.
2.
3.
4.
5.
6.
List
1.
2.
Heavy Weapons Marshals
1.
2.
3.
Light Weapons Marshals
1.
2.
3.
Troll Table - Morning
1.
2.
Troll Table - Afternoon
1.
2.
Royal Liason
1.
2.
A&S Competition and various contest Judges
1.
2.
3.
Kitchen Organization
Head Cook
1.
Staff Cooks
1.
2.
3.
Servers
1.
2.
3.
4.
5.
6.
Scrubbers (During the day in kitchen, after the feast in the feast hall)
1.
2.
3.

After Event Report

These are generally skipped entirely, but I think they are an invaluable tool for future events. You may wish to present this report to your group, but you should keep a copy for your own files.

Event:
Date:
Site:
Contact Person:
Cost of Event:
Moneys brought in from Event:
Loss or Profit of Event: Good things:
What happened at the event that you would like to make sure happens again?
What did the group do right?

Problems:
Were there any problems with the site or site custodians?
Was the contact person helpful and available?
Did your guest enjoy themselves?
Were there any problems with the food or feast?
Did everyone in your group do their jobs? If not how did you handle it?
What would you like to see change for the next event?
Do you want to do this event again?
What would you put in the contract for next time that wasn't in this contract?

You might also wish to add a description of the days happenings, who won the tourney, who of note was in attendance, what special happenings were there?