Event Reports

Required Documents:

  1. Post-Event Financial Report Form:
    • Completed and signed by the following individuals:
      • Event Steward
      • Seneschal
      • Exchequer
  2. Copies of Gate Sheets:
    • All original gate sheets from the event.
  3. Copies of Waivers:
    • All original waivers collected during the event.

Submission and Filing:

  1. Email a copy of the report to the following individuals:
    • Baron/ess
    • Seneschal
    • Event Steward
    • Southern Region Exchequer
    • Kingdom Exchequer
    • NMR Deputy
    • Waiver Secretary
  2. File a copy of the report in the Exchequer Files.

Payment:

  1. Send a check for all non-member fees to the NMR Deputy.

Deadline:

  • This report must be filed no later than 10 days after the end of the event.

Please ensure all documents are clear, legible, and accurate.

Gate Forms and Reports
Event Forms

  • Gate Sign-in Sheet – 10 sign-in spaces per page.
    • Print at least 5 more pages than the expected attendance (ie expected 150 on site,print 20 pages). Bonus: use any spare sign-in sheets for Gate classes!
    • Draw brackets to connect multiple people paying together.
    • Treasurer-in-Charge keeps the originals.
  • Event Report – Three pages. Print 1 per event.
    • ProTip: Print extra copies of the first page for bank drops during the event.
    • Complete the first two pages ON SITE.
    • Remit the completed report (with signatures!) and any NMS/Profit Split to the NMS Deputy within 10 days of the close of the event. A copy of the report must also be sent to the regional exchequer.
  • Waivers
    • Scan/email Waivers to the Kingdom Waiver Deputy; Treasurer-in-Charge keeps originals.
    • Adult – Open roster style; 15 lines per page.Maintain a minimum of 5 copies per event, with an average of 5 copies for each 100people expected. Spare forms can be held for the next event/fighter practice.
    • Minors – One per family; 6 lines per page.Maintain a minimum of 5 copies per event, and 15 copies for events with expected attendance ~300.
    • Minors Permission – Keep 1 copy with Gate paperwork (for reference).
    • Notarized permission from parent/guardian for non-related adult.
    • Gate CANNOT promise notary service at the event.
    • Collect the official copy at Gate; send with the waivers after the event.
    • Disbursement
      • Check Request – Keep 5 copies in the Gate paperwork.
      • Check disbursements after the point of purchase; include receipts.
      • Treasurer-in-Charge keeps the originals with supporting documentation.
      • Check Advance – No real reason to keep these with the Gate paperwork.
      • Used before the event; must be settled with receipts/refund within 60 days.
  • Special Purpose Forms
    • Keep one copy at Gate for reference when not directly needed.
    • Equestrian Waiver – Required for ALL events where horses will be included.
    • Keep 1 copy with Gate paperwork (for reference).
    • Equestrian Insurance – Required for ALL events where horses will be included
    • Keep 1 copy with Gate paperwork (for reference).
    • SCA Named Insurance – Required by some sites that require their name on the paperwork
    • Keep 1 copy with Gate paperwork (for reference)

Paypal Request

Non-member Registration

Event Documents

Postmark Event Reports and any NMS fees to the NMS Deputy by 10 business days after the close of the event.

EVENT FORMS

Kingdom Event Bid