This page will serve as a brief summary of information you should include on an Event Website.   

This example page has two main sections.

  1. Written descriptions of what to include on the site.
  2. An Example of laying out this info

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, 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 Info
    • 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
  • Eg. Championship formats, rules, etc
  • Include Coordinator SCA name and contact email if you can
  • These work well in a Tab Block

Food/Feast Info

  • Tab blocks work well if you have multiple food things (feast, tavern, luncheon)
  • Menu/Ingreds
  • Pricing
  • Setup/Hall transition info if there is any

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

Description of the Tourney

Equipment Needed

Who is running it

Where will it be

Description of the Competition

Equipment Needed

Who is running it

Where will it be

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

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 Hall 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 Hall entrance is for 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.

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