Event
Submission Guidelines Event
Submission Guidelines
BARONIAL EVENTS
POSTS
I know, its hard to get information. I know.
I kept asking, how can we make this easier? more complete? Decisions
have to be made, people have to commit or volunteer. It's hard to have the
time to document all that needs to be known. As far as that goes, what
really does the webminister need to post information about my event? My
goal is to have the most complete, up to date, information possible. To
help in this task, borrowing, with permission from Liana M. Winsauer from her
article in the Pale, The Opinionated Seamstress On Writing Event Notices
Copyright March, 2006, I have compiled some tips and suggestions of what
information should be submitted to the webminister for posting, by when.
To make it even easier, I have created a form for you to fill out, save and
email me back. Just click on the title to download.
And as always, please contact me with any questions!
-Kemma
1) Sponsoring/Hosting group name, and the name of the event
a) What group is planning this event?
b) What is the purpose of this event?
2) Date(s) & Time the site opens/event begins
3) Mundane Name and address of the site
4) Site fee
Family max?
5) Who to contact (autocrat)
Please include a phone number or mailing address for those
with limited computer access.
1) Expanded contact information to include not only
autocrat but any other “in charge” people like feastocrat, merchantocrat, and
troll)
2) Planned activities (include details such as type of activity and if available
yet, times) such as A&S, Fighting, camping, equestrian, coursing, etc
3) Is there a feast? Details? Cost, time, menu. Will any other food/meals be
available for purchase? Tavern and tavern details?
4) In addition to the time the site opens to the general populace, the time it
opens to those helping with setup, merchants, etc.
5) What time the event ends/site closes, or must be cleared by
6) Handicap accessibility
7) Alcohol policy
8) Directions from 2-3 major routes/directions. (I can help you with this via
mapquest but its up to the event planners to check all directions.)
9) Will there be merchants? Who should a prospective merchant contact? Any
merchant fees?
10) Rules on/regarding minors
11) Pet Policy
For multi-day camping events in particular:
1) Is pre-registration available for camp sites? When is it do and how much and
where do they send it?
2) Nearby restaurants and/or motels if available
3) Availability of potable water on site
4) Availability of showers
5) Availability of, ahem, modern facilities vs. porta-potties
6) Policy on fires - ground and/or charcoal grills. Are tiki torches permitted?
7) Is electricity available anywhere? Cost or free?
8) Sizes of camp sites, if specified/limited
9) Camping fee – even if it is included in the site fee, be clear that it is.
10) Can attendees drive to their campsites for setup and teardown, or does stuff
need to be hauled to/from a parking area?
11) Is there a quiet area for families ?
12) Is the site (camping area in particular) wooded? Open? Mix?
13) How far to the nearest grocery store? Some directions would also be good.
Some won't apply to all events, of course. Some of these you may want to
include even in your shorter notices. Remember the saying, “It’s better to have
it and not need it then need it and not have it.”
1) Map of the site vicinity – so people can see the main road(s) leading to the
site, etc.
2) A link to Mapquest or your favorite mapping website (I can help you with
this)
3) Map of the site itself – useful for both outdoor sites, and indoor sites,
especially if they use multiple rooms. These can usually be obtained from the
site when you put your deposit down. Give them to me and I would be happy to
scan them and post them.
4) Full feast menu
5) Detailed schedule to include TIMES please.
6) List of merchants
7) Registration form and any necessary waivers
8) Arts & Sciences judging criteria
9) Tournament/combat game rules or scenario
10) List of volunteers or staff needed
11) Link to and URL webpage for/about the site (ie: event is at Cervid Park, a
link to the park district's web page about the park)
12) Event site contact information (park management, etc.)
13) Special Event details – fundraisers, etc.
14) Typical weather for your event
15) List of VIP attendees
16) Court information
17) Important meetings
Some events have unusual rules, or site conditions
that non-local attendees should probably be told about ahead of time.
There is no form for this, just include this type of information on any of the
forms. These may include:
• Unusual site conditions – fire ants, poison pumpernickel plants, aggressive
raccoons, etc.
• Extra-hard or extra-soft ground
• Rules for camping site “land grabs”
• Unusual weather that may be expected or occurring