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Selecting a site for an SCA
Event
...or Suggestions for Event Stewards:
Before choosing a site, the following event plan, or
proposal, should be established;
1. Purpose of the event
2. Theme of said event
3. Desired geographic location
4. What the steward wants to achieve
5. Estimated number of folk attending
6. Budget, including 10% incidentals
Choosing an event site is one of the first and most important
decisions made. For an event, whether it be a
demo, feast, tournament, coronation, twelfth night or the like, cannot be
held without a site.
It's up to the event steward to find a site with individual
distinctiveness where the guests and volunteers will be excited about being
part of the event and leave feeling that the day was truly special.
Therefore the site chosen for an event is a critical element
that sets the tone for the event, from a public park to a lodge hall to a
tented outdoor area. With so many sites to choose from including parks,
schools, street fairs, retirement homes, resorts, museums, to name just a
few, the idea is to hold amazing events in extraordinary places. Remember,
it is the event autocrat's or steward's responsibility to choose a site
that fits the needs of the participants and the event alike, and must be
approved by both the Seneschal and Constable as per corpora.
Each site is different with unique qualities, often dependant
upon a particular event's budget, time frame and the theme it's trying to present.
To spend your time wisely, make the effort to determine to whom you want to
promote your event and what is the best way to reach them.
Developing relationships with local organizations such as
city and county parks departments, city councils, chambers of commerce and
convention and visitors associations can be very beneficial as they
showcase various venues when promoting the city to professionals from the
local area as well as all over the country. Hence they are a great way to
find out what locations are available.
However, you may want, or even have to send a proposal with a
brief outline specifying the date of the event and the number of expected
attendees to be able to find and reserve properties that actually fit your
requirements. With any materials promoting your event, remember that a
picture is worth a thousand words. When you do use photographs, make sure
they are clear, crisp and depict what you're trying to state. They should
showcase individual aspects of the SCA and make people stop and think,
'Here's something different.'
Most folk know the basic items to cover when selecting a
site, such as room capacity and date availability. However, as event
stewards gain more experience, they learn all the right questions to ask
when determining if a site is right or not. Utilizing an event checklist
shaped by experience will also help in determining if a site is ideal.
Compile a list of questions that covers every detail, from when one can
first be on site, to loading in and out, to when you must be off site. What
and/or who else will the venue be hosting at the same time? Are there any
noise restrictions? What is the indoor contingency for outdoor events? What
are the audio visual capabilities? What is the food and alcohol policy? May
stakes be driven into the ground? Are pavilions allowed? Does the site have
exclusive agreements to use certain vendors? Are merchants allowed, and are
there additional fees? What about pets? Are there any parking restrictions?
These are but a few questions of the myriad possibilities.
A site inspection is highly recommended whenever possible.
Determine the area desired and check out as many possible sites as you can.
Also, keep seasonality in mind. For example, you may get great rates during
the cool winter months, but it might cost you more during the summertime
when the park, hall, or building is more in demand.
Get everything in writing before you commit. Keep it all in
one notebook and bring it with you the day of said event. You may be in for
a lot of surprises later on if you don't do your homework about the site
ahead of time. Event stewards should also to be aware of how they, and
others, can readily identify each group(such as
Baronies, Shires, Households, Guilds, and the like, as well as identifying
the individual chirurgeon, herald, marshal,
constable, etc.) the day of the event and where to place them in relation
to the eric, or fighting field.
Councils in most groups have access to an event planners
guide which covers the details about various sites most frequently asked by
stewards. Containing such information as capacity, square footage and
services in addition to providing the opportunity to illustrate different
events held on the same property and even highlighting the unique features
of the locations available and how they differ from one another. This is a
valuable resource not to overlook.
In order to continue to draw new numbers, established events
must keep a solid presence in the growing populace and new events need to
get the word out. Suggestions for involvement include getting the local
newcomers actively involved in event efforts, advertising in local
publications and relationship building with local geopolitical units. Other
tactics for drawing in new folk includes sending complimentary newsletters
to potential members, participating in city events and hosting promotional
demos designed for those interested to see the SCA in action and hear
firsthand what it has to offer them.
While choosing the perfect site is one of the steward's most
important tasks, it is not the only one. Every event needs a well
integrated plan of action for the day in question. One should also consider
how the day's schedule will revolve around the hours on the timepiece?
Perhaps that is an article for another time. Perhaps by
someone else?
Yours in Service
Herre Jens inn draumspaki
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