Ansteorra Event Information

This page contains information related to submitting event bids, reserving a date on the Kingdom Calendar, and info related to recurring Kingdom Events.

My event doesn’t show up on the Kingdom Calendar, who do I email?
calendar@seneschal.ansteorra.org

I need data on past Kingdom Events, who do I email?
events@seneschal.ansteorra.org

When should I submit a bid to the Events Deputy?
You should submit a bid to the Events Deputy when you are planning to run a Kingdom Event or when you are planning to host a Kingdom Activity at your event.

When should I request a date on the calendar?
You should request a date on the calendar if your event is neither a PED nor a recurring Kingdom Event. When you request a date, you must submit 3 options and Calendar deputy will assign one of those date for your event.

This is an overall summary of the paperwork and steps involved with creating your event.

  1. Get a date on the Calendar
    • For PEDs and Kingdom Events, there is already a date on the calendar
  2. Submit a bid, if your event is a Kingdom Event or wants to host a Kingdom Activity,
  3. Create a webpage for your event by working with your Local, Regional, or Kingdom Webminister
  4. Submit an Ansteorra PayPal Request to the Kingdom Exchequer’s PayPal Deputy
  5. Send your approved Black Star ad to the Kingdom Chronicler, Calendar Deputy, Local Webminister, and Local SMO. Include the link to the webpage.
  6. Submit a draft of your event to the Calendar Deputy. Include a link to the webpage.
  7. If you want to also create a Facebook event, request that your Local or Kingdom SMO create an official Facebook event off of the appropriate Official Facebook Page.
  8. Keep the Website Up to Date! As new information is available for your event, make sure it gets added to your event webpage in a timely manner.

Kingdom Calendar Secretary — calendar@seneschal.ansteorra.org

To get a date on the Kingdom Calendar:

  1. Fill out the Request for Kingdom Calendar Date form (with the Signatures section filled out!)
    • Fill out the form completely, including a second and third choice of event date (month/day/year)
    • Email the completed form to the Calendar Secretary: calendar@seneschal.ansteorra.org
    • Once a date has been assigned by the Calendar Deputy, they will publish your event to the calendar

Note on Choice of Event Date

You must provide multiple event date options. Additions and changes are constantly made to the calendar. A weekend that appears open when the form is filled out may have another event on it when the form is received and processed by the calendar secretary.

Note on Valid Submission Types

At this time, only scans of original documents with signatures delivered via email will be honored. Do not mail or fax documents. Telephone requests will not be honored. Your request will only be put on the calendar after your documents are received by the Calendar Deputy. Please send documents to the email listed for the Calendar Deputy.
Kingdom Calendar Archive

To hold an official kingdom event or a Kingdom Activity at your event, as per Kingdom Law a group must:

  1. Submit a bid to the Events Deputy and get it approved.
  2. Acquire a date on the Kingdom Calendar. See Calendar Procedures below.
  3. Publish an event announcement in the Black Star, the Kingdom newsletter.
  4. Have one or more of the warranted officers of the group be present and responsible for the conduct of the event.

Submitting a Bid

Fill out the applicable bid form and send completed form along with a budget worksheet to Events Deputy, Kingdom Seneschal, Kingdom Exchequer, Crown, and any other relevant Kingdom Officer.

Bid forms are available in the Kingdom Library (search for “bid”).

Kingdom event bids open 1 year in advance and will close 9 months prior to the event or 30 days after receipt of an acceptable bid, notices will be posted that a bid will be closing in 30 days once an acceptable bid has been received.

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Click here to view the schedule for Kingdom Events (PDF Link), or view it below.

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Event Websites typically contain information for weekend events hosted by local groups.

Core Info

  • Event Name
  • Group that is Hosting
  • Event Date(s)
  • Site open/close times
  • Gate open/close times
  • Location/Address
  • Logo Image
  • Brief description of the event/theme

Registration

  • Fees
    • Adult Member
    • Adult Non-member
    • Under 18
    • Camping, Feast, Parking, and any other fees that folks might want to or have to pay
    • Minors and Makes Checks Payable to
      • “Minors must be accompanied by a parent or legal guardian. They may also attend with a 21-year-old or older adult with a signed and notarized Minor Event Waiver from the parents.”
      • Make checks payable to: ____________
      • PayPal link if available
  • Site Rules
    • pets/leashes, alcohol rules, camping rules, etc
    • Written directions to site

Contact Info for Core Staff

  • SCA Name, email, and preferred contact method for
    • Event Steward(s)
    • Feast Stewards
    • Luncheon Coordinator
    • Populace Support
    • any other core event staff
  • Sign Up Links for volunteers
    • gate, teaching classes, marshals, feast, servers, etc

Schedule

  • A two column table works great – Time | Activity
  • Multiple days?  Use a Tab block to keep them visually separate
  • If you have multiple days, you can put each day in a different Tab

Activities

  • Names and Descriptions of each activity
  • Coordinator Name for each activity
  • Description of competition/tournament formats, how to sign up, etc
  • These work well in a Tab Block

Food/Feast Info

  • Feast Coordinator SCA name
  • Menu and Ingredients for each item
  • Pricing, link to sign up, etc
  • Setup/Hall transition info if there is any
  • Tab blocks work well if you have multiple food things (feast, tavern, luncheon)

On-Site In Case of Emergency

  • Who should people contact if they have an emergency? 
  • Where should they go?
  • Any other notable info

Accessibility Information

  • Will there be Populace Support?
  • Vehicle/Parking info, Accessibility parking locations
  • Restroom locations/accessibility notes (gravel, grass, small spaces, etc)
  • Any reserved seating in court for accessibility?
  • Nearby hotels, restaurants, etc

The Shire of Somewhere presents
A Really Cool Event!
September 30th, 5pm – October 2nd, 11am
Camp Graham Ball, 12442 FM 368, Holliday, TX 76366

Join us for a celebration of Cool Time Period as we find champions for Tourney 1, Tourney 2, and Competition 3 and then celebrate in the evenings with revelry and fireside chats!

Registration

Adult Event Registration$15
Adult Member Discount Registration$10
Children Under 18Free
Feast – limit 100$12 (cash or check at gate)
Minors must be accompanied by a parent or legal guardian. They may also attend with a 21-year-old or older adult with a signed and notarized Minor Event Waiver from the parents.

Make checks payable to: SCA Inc./Shire of Somewhere.

Site Information

Leashed dogs and service animals are permitted on site.
ONLY service animals are permitted at gate.
Alcohol is allowed, please use period containers.
No potable water – bring your own.
Some other specific site rule.

Directions to Site

From Big City, take That Highway South for 20 miles.
Turn left on Another Highway for 7 miles.
Turn right onto A Small Road for 2 miles.
Site will be on your left.

Event Steward

Cool SCAdian Name
coolscadian@wherever.com
999-999-9999

Feast Stewards

Amazing SCAdian & Awesome SCAdian
amazingscadian@email.com & awesome@email.com

Breakfast & Lunch Tavern

Name of the Group Hosting the Tavern

Volunteer Sign-Ups

This event cannot happen without your skills, service, and time! We are looking for a few individuals to volunteer for the following:

  • Teaching Classes: < link for folks to sign up >
  • Prepping Feast: < link for folks to sign up >
  • Marshaling During the Day: < link for sign up >
  • Youth Activities: <link for sign up>

Populace Support

If you need assistance or if you can volunteer to assist, please contact The SCAdian Running Populace Support or email theiremailaddr@email.com. At site, ask at gate.

Schedule

5:00 pm – 9:00 pmGate Opens + Populace Support (Main Hall)
7:30 pm – 2:00 amGaming at the Hall
Schedule Subject to Changes
8:00 amGate Opens + Populace Support, Herald Wake-up Call
8:00 amBreakfast Sideboard (Location)
9:00 amMorning Court: Of Whom (Location)
Following Morning CourtTourney 1 (Location)
Tourney 2 (Other Location)
Competition (Location 3)
12:00 – 1:00 pmLunch Tavern Opens (Location)
2:00 pm – 4:00 pmYouth Activities, Ages 6-12 (Location)
4:00 pmSome Circle (Location)
6:00 pmEvening Court: Of Whom (Location)
7:30 pmFeast (Location)
Following FeastRevel (Location)
Schedule Subject to Changes
10:00 amActivity 1
10:30 amActivity 2
11:00 amIllumination
Break for Lunch from 12 pm – 2 pm
2:00 pmClass 1
3:00 pmClass 2
Schedule Subject to Changes
8:00 amBreakfast (Location)
11:00 amOff site (You don’t have to go home, but you can’t stay here!)
Schedule Subject to Changes

Activities

Come to the Gaming Hall! Bring your board games, tabletop RPGs, and card or dice games, and enjoy competitive camaraderie in the Main Hall! We will have a few medieval board games on hand.

The space will be open from sundown until the wee hours of the morning; just clean up and clear out before breakfast. And don’t be late for morning court!

(Teens aged 13-17 are also welcome to coordinate their own game sessions during the evening. Youth under 12 must be accompanied by a parent or guardian.)

10:00 amActivity 1
10:30 amActivity 2
11:00 amIllumination
Break for Lunch from 12 pm – 2 pm
2:00 pmClass 1
3:00 pmClass 2
Schedule Subject to Changes

Description of the Tourney

Equipment Needed

Who is running it

Where will it be

How do you sign up

Description of the Tourney

Equipment Needed

Who is running it

Where will it be

How to sign up

Description of the Competition

Equipment Needed

Who is running it

Where will it be

How to sign up

What you need to prepare

Description of the Revel, theme, etc

Equipment Needed

Who is running it

Where will it be

Age restrictions!

Food

There are no convenience stores or restaurants nearby. Plan and pack for your needs accordingly.

$5 / plate

Saturday

  • Breakfast
    • Scrambled Eggs
    • Bacon
    • Hashbrowns
  • Lunch
    • BBQ Chicken
    • Cheese
    • Veggies

Sunday

  • Breakfast
    • Eggs
    • Bacon
    • Hashbrowns

Name of Group that is hosting
Person(s) to Contact

$12 – limited availability

First Remove

  • Items and Ingreds listed

Second Remove

  • Items and Ingreds listed

Third Remove

  • Items and Ingreds listed

Fourth Remove

  • Items and Ingreds listed

In Case of On-site Emergency

Event Steward (24 hrs per day) – Description of how to identify them

Gate, Populace Support, Minister of Children, and Site Maintenance (Saturday until Evening Court)

Accessibility Information

This event site will be completely outdoors. There is a large covered pavilion with tables and chairs that is accessible from parking via a paved pathway. There are 10 handicapped parking spaces near the large covered pavilion. Scheduled activities will be held either under the large pavilion, or within viewing distance of it.

Our Populace Support team is available to assist with loading and unloading. Request their services at Gate. They are happy to help!

Please move vehicles to the designated parking areas after unloading and keep roads clear.

Main Pavilion and Restroom Areas are on paved surfaces. Camp roads are packed dirt with some gravel. Guests using wheeled mobility devices may need some assistance moving between the paved areas and pavilions. Grassy surface in the activity area is mostly level.

Parking in front of the Main Pavilion entrance is for gate/registration only. Accessibility Parking is next to the swimming pool on the opposite (southeast) side of the paved area. Additional spaces are in the adjoining grassy area.

Please reserve seating at the front of Courts for those with sight, hearing, mobility, or other needs.

  1. Visit the Kingdom Exchequer PayPal Request Page and use the info there to submit your request
  2. Visit the Kingdom Exchequer NMR Page to learn about NMR and get info on gate sheets

Visit the Chronicler’s Black Star Ad Info page to learn how to create an ad, when to submit, and more.

If you also send a copy of your approved add to the Kingdom Calendar Deputy, Kingdom SMO, and your Local Webminister, they can use that information to update websites and events on social media sites.

Once you have a date on the calendar and your bid is approved, the Calendar Deputy will add your event to the Kingdom Events page. You can requests updates to this page at any time!

To create a draft of your event for the Calendar Deputy, use the Submit Draft Event Button below:

Submit New Event

To make changes or deletions or additions to this calendar, contact:

Kingdom Calendar Secretary
calendar@seneschal.ansteorra.org

Note: Typographical errors happen to everyone. If you notice changes that are needed, please notify the Calendar Secretary immediately.

  • Kingdom Calendar
    • The Calendar Secretary maintains the Ansteorran calendar of events and submits it to the Kingdom Chronicler for publication in the Black Star, the Kingdom newsletter.
    • The only official calendar is the one published in the Black Star.
    • The online version is considered unofficial and for planning purposes only (please refer to Ansteorran Kingdom Law: V.1 Subsection 2.A).
  • Kingdom Event
    • Ansteorra holds multiple events that are required to happen annually — Crown Tournament, Coronation, Round Table, Queen’s Champion, Vindheim Coronet, King’s College, Kingdom A&S. These are referred to as “Kingdom Events”.
  • Kingdom Activities
    • These are Kingdom-level activities or tournaments that are not attached to a recurring Kingdom Event. Eisteddfod, Royal Hunter, and Royal Blade are examples of these. Event Stewards must submit a bid and get approval from the Events Deputy to host these activities at their event.
  • A Date on the Calendar
    • Having a “date on the kingdom calendar” means that either 1) the date for your event is recurring (eg. Kingdom event or a PED), or 2) you have submitted the required information to the Calendar Deputy and they have approved a date for your event.
  • Calendar Deputy/Calendar Secretary
    • The Ansteorra Calendar Secretary maintains the Ansteorran calendar of events, approves date requests, and keeps the digital Kingdom Calendar up-to-date using content submitted by Event Coordinators or other event staff.
  • Events Deputy
    • The Ansteorra Events Deputy receives, reviews, and approves bids submitted for recurring Kingdom Events or bids for events that want to host Kingdom Activites (eg. Royal Hunter, Royal Blade).
Have feedback for the Kingdom Webminister? Email them at kingdom@webminister.ansteorra.org.
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