Business of Events

Class,

(Taught at the December 6, 2018  Newcomer meeting in Aire Faucon.)

PRINT VERSION IN PDF FORMAT – click here

Description: Always wondered what goes on in running an event – either from the point of helping out as a Minion, or maybe running just a piece like a tournament, or taking the whole shebang from bid to final report. Well wonder no longer. By popular request, we are breaking down events and getting the business details behind the pageantry and party.

TIMELINE

  1. The Idea
  2. Brainstorming: Single day or Multi; Feast or no Feast; Dayboard; Merchants; Main Activities; Children; Youth;
    • Theme – What Makes This Special? – Don’t lose focus
  3. Get helpers – Get head chef, reservationist, and main activities leads
  4. Find site
  5. Present bid to group – if going to kingdom, first go through Barony or Canton (Tap local officers)
    • The Bid includes a Budget
  6. Contract with the site – Get Seneschal to signt he contract
  7. Spike AND Acorn your event
  8. Insurance – Required for Horses
  9. As things go
    • Fill out Staff – Have your Leads fill out their staff and get back to you. Make sure there is no overlap (Special note: Setup crew should be different from Breakdown crew.)
    • See if your staff has special needs and make arrangements
    • Ask for any needed items from the Baronial Quartermaster.
    • Send out monthly announcements on Merry Rose and Baronial List about cool things related to your event.
    • Go to events yourself and help out a lot. Get known. Get people owing you help. Network.
    • Make the special stuff for the event – for example, event tokens
    • Do a test feast or two with your cook if they are new. Great to overlap with a potluck night in our Canton.
  10. Month before
    • Staff – Retouch base with them. Still all good? Any new needs?
    • How are reservations? Send out final reminder.
    • Send lovings to the Seneschal and Baronage.
    • Make the signs, make gate handout/flyer, figure out the money the reservationist needs (exchequers may already got this covered, but check it out), pens, tape. Basically get your kit together before the night before.
    • Make arrangements to meet with the quartermaster to pick up stuff
  11. Day of
    • Don’t sleep – well, try, but you aren’t going to.
    • Arrive early and setup Gate first – get checked in.
    • Set up activities next.
    • Then food.
    • Then help out guests.
    • Troubleshoot.
    • Close out troll with gatekeeper and exchequer.
  12. After
    • Double check site, return key and get deposit.
    • Remind everyone to get their receipts back toyou, yesterday.
    • Return things to the quartermaster; note – youmay need to dry things out first.
    • Thank your staff. Publicly and by writing recommendations. Thank your head chef personally.
    • Event report closing with exchequer.
    • Critique event with the group – what was good,what can be better.

ADVICE – Remember

A. CONTROL – Keep the event under control. Don’t let anyone – not the head chef, members of your local group or even the Royals wrest the control of the event or add to the event haphazardly. Remember at all times, YOU are the organizer and YOU MUST know what is happening when at the event.

B. DELEGATE – The above said, delegate as much as possible. Don’t move the chairs yourself, get others to move them or better yet have someone else direct the moving of the chairs so you are available for other problems. You should do very little of the actual work – YOUR JOB is to make sure things get DONE, not to do them!

C. CALM – Never let them see you sweat, or panic, or scream. If there is a major problem beyond your power, hand it over to the Seneschal – that is what s/he’s there for. Otherwise, be polite, smile, and firm. Panicking only makes it worse.

SPIKEING THE EVENT– Event Registration, Event Flyer Submission Form, SPIKE Documentation

Register a New event – information needed

Name of Event (required at signup)

Event Start Date; Event End Date (required)

Hosting Group (required at signup)

Site Opens; Site Closes

Site Name; Address; City; State; Zip

Conflict Status Desired – Other Groups MAY / MAY NOT conflict within 150 miles (required at signup)

Site Restrictions

Alcohol Permitted? (required at signup)

Web Site

EVENT FLYER SUBMISSION (FOR THE ACORN)

Event Name (required)

Event Date (required)

Submitter’s E-mail Address (required)

Hosting Group (required)

Box to Update to existing Flyer

Event Description (required)

Make Check Payable To: (required)

Cost Notes:

Site: (required)

Site Restrictions:

Directions (required)

Event Cost: Adult, Youth, Child, – Daytrip, Feast, Camping (Required)

Autocrat and Reservationist Information: SCA Name:, Legal Name (required); Address/City/State/Zip (required); Phone (required); Email address

Activity Information: Event website; Martial Activities; A&S Activities; Feast Information; Merrchanting Information; Other information

Box: By checking this box, I affirm that I have obtained permission from each person listed in this announcement to publish their personal information electronically.

RESOURCES

Sacred Stone – Scroll down – Additional Links

Annual Baronial Events Needing Bids: Baronial Unevent (June); Baronial Birthday (September); In a Phoenix Eye / Runestone Collegium (Traditionally November)

Event Bid Form

Event Timeline Form

Baronial Inventory

Kingdom Event Bid Page: Home -> Offices -> Seneschal -> Kingdom Event Bid

Annual Kingdom Events Needing Bids: 12th Night; Winter University; Kingdom A&S; Spring Coronation; Spring Crown; Summer University; Fall University; Fall Coronation; Fall Crown; Unevent (Plus WOW)

How to Host a Kingdom Level Event Kingdom of Atlantia SCA Inc

Event Requirements and Statistics

Kingdom Event Bid Form

Atlantian Event Report

Kingdom Event Bid Regions Defined

2017-2024 Preferred Site Rotation

                                               SITE INFORMATION PHONE CALL SHEET

Name of Place:  _______________________________________________

Street Address: _______________________________________________

                         _______________________________________________

Mailing Address: ______________________________________________

(if different)         ______________________________________________

Contact Person:_______________________________________________

Phone: ______________

1.  Do you rent your site to non-profit educational groups?

    (Explain SCA)

2.  Do you have kitchen facilities? May we use them?

    Does the kitchen facilities have additional costs?

3.  How many people can be seated in the Hall?

    Do you have enough tables and chairs to seat that many?

    Do we have to rent the tables and chairs in order to use them?

    Is there a Fire Regulation Limit on seating?

4.  Cost to Rent this site? –     Day _______    (know the range you

                                        Weekend _______     need to work in)

    (If cost is too high, say Thank You, and end here.)

5.  Are there rooms or areas that can be used for changing clothes?

    (Royal room and/or classrooms for SCA courses)

6.  Accessibility of restrooms? How about overall Handicapped accessibility?

7.  Parking areas?

8.  Outdoors areas? – (To use for Tournaments.)

9.  Proposed dates:  Have at least 2 dates in mind. – Be flexible.

     Preferred date: _____________    Alternate date: ____________

If everything looks good thus far, set an appointment to see the site personally with them. Bring your support material when visiting the site. Bring your head chef if possible.

Other Questions about Sites:  Know local archery laws? (some jurisdictions classify bows as firearms)

CHECK LIST FOR SITE VISIT AND FOLLOWUP THOUGHTS

Verify information already received over phone. Then walk through the site.

COST (In advance calculate approximate cost per person expected to attend)

Is a deposit required? When is it required? What is the cost per piece of the facility?

INSURANCE (Ask the Seneschal for details about any insurance matter.)

Do they even care? Do they want proof of insurance? Will the cover letter do?

Related Questions: Do they want an official copy of our insurance? Do they wish to be included on our insurance? (Try to avoid this)

DATE

Is site available on day(s) wanted? Is an alternate date possible until all arrangements are firm?

TIME

What should the site hours be? Are they acceptable to the site director?

Can you set up the day before? (Especially helpful for event beginning with activities starting at ten.)

Can you clean up the next day if necessary? (Remember you will be exhausted the following day, so day-of is better.)

SITE LOCATION

Proximity to major highways

Public transportation access

Proximity to hotels. Will any hotels give a special group rate?

Parking on site. (Count the slots – both regular and handicap)

SITE FACILITIES

Capacity of site.

Number of bathrooms. (Are changing rooms available other than bathrooms?)

Special rooms available for a quiet room or nursery. 

Are any rooms off limits? (Like the pastor’s office.)

Does the site require an overseer during the day? Do you have to pay them? (janitor,food prep, overtime)

Custodial supplies – do you have access to them? Toilet paper, paper towels, detergent -mops and brooms are a must! If no access, don’t forget to purchase them.

Air conditioning/Heating?

FEAST HALL

What is the number of people you are planning for feast? What is the capacity of this feast hall?

Room for offboard? How many?

Can you use the tables and chairs on site? How many tables on site? How many can sit at a table?

Where can you borrow/rent tables and chairs?

Alcohol – Is the site dry, damp or wet?

Candles in hall – open, closed flame, or not allowed? Check local fire codes if necessary. Ventilation of hall, taking into account lots of people and candles.

KITCHEN

Counter space

Stove. Number of burners. Number of ovens. Gas or electric?

Number of microwaves.

Refrigerator(s), Freezer(s), Dishwasher(s), Large sinks

Access to any and all kitchen equipment, do they work, and how clean are they? Will they be empty when you get there? Will they be turned on and cool?

Can you use utensils and cookware available on site? (i.e., knives, silverware, potholders, dishrags, pots, and pans)

How many people can fit in the kitchen?

Access of kitchen for carrying things in from the car? Access of kitchen to feast hall? (Getting food to feast hall and being accessible to volunteers vs. keeping nosy people out)

MERCHANTS

Is there room for them?

If it rains and they are outdoors, can they be moved indoors?

Is selling allowed on site? (Make certain of this!)

TOURNAMENT EVENT

Does the site director truly understand what is about to happen (heavy weapons, fencing or archery)?

Number of lists that will fit on site.

Area for list tables. Will they be sheltered?

Area for first aide and for waterbearing. Will they be sheltered (shade/wind)?

Level fighting area?  Check for roots.

Can the martial activities be moved indoors for bad weather?

What type of footwear may be worn for fighting indoors?

Will going to one’s knees damage the knees or the floor?

What are the federal, state & local laws for archery?

If visible to police (near major road), do you wish to warn them?

Is the area behind the butt clear? Will people be tempted to use it as a short cut?

TEACHING EVENT

Number of classrooms. Size of classrooms. Size of chairs in the classrooms.

Materials available: Projection screens, chalkboards, AV carts.

Chalk and erasers: Available on site or do you need to provide.

CAMPING EVENT

Where may tents be staked?

Campfires allowed? Where? Firewood – allowed to collect on site or bring your own? Liquid fuel – is it allowed on site? Propane fuel – is it allowed on site?

Natural dangers on site – bears, snakes, scorpions, bees?

Disposal of trash?

Port-A-Pots? How many? How much will they hold? – This may be a question just for yourself, not the site director.

Running water? Will a water buffalo be needed?

What will cleanup be like? Located in one spot or all over? Plan cleanup staff accordingly.

Additional printouts to include in the Business of Event package when teaching the class.

  1. Event Planning Timeline (from the Sacred Stone website)
  2. Kingdom Event Bid Form (from the Atlantia website)
  3. Event Budget  and Event Financial Report forms (two excel worksheets) (from the Atlantia website – Atlantia Event Report – an excel file for the exchequer report)

Recipe: Libum (an Offering)

Consumables

RECIPE: LIBUM (An Offering)

Roman Recipe – Cato (180 BC), recipe 75
Libum hoc modo facito, Casei P. Il bene disterat in mortario. Ubi bene destriverit, farina siligneae liram, aut, si voles tenerius esse, semlibram semilaginis eodem indito, permiscetoque cum caseo bene. Ovum unum addito et una permisceto bene. Inde panem facito, folia laurea subdito: in foco caldo sub testu coquito leniter.

Translation – Giacosa p. 169
Make a libum thus: Thoroughly grind 2 librae of cheese in a mortor. When it is well ground, add 1 libra of fine flour or, if you want [the loaf to be] softer still, ½ libra of finest flour; mix well with the cheese. Add 1 egg and mix well. Then form a loaf, placing bay leaves beneath. Cook slowly under a testo on a hot hearth.

Cookbook Interpretation can be found on Giacosa pp. 169-170

My Interpretation: For 16 people at a Feast
Equipment

Oven Mixing Bowl Mixing fork
Baking Sheet Measuring cup (dry)

Ingredients

2 cups of Ricotta (15 ounces, since that is an easy purchase) 2 cups of Flour 2-3 bay leaves (fresh or dry, dry worked fine for me)
1 Egg

Process

  1. Mix together cheese and flour.
  2. Add egg and mix well.
  3. Form into one, two, four, or eight small loafs.
  4. Place bay leaves on baking sheet and loafs on top.
  5. Bake at 350 degrees for 30 minutes.

 Comments

  1. Next time I need to attempt without the self-rising flour. Forgot that was all I had in the house. (grumpy stomp)
  2. The flavor is light and fluffy with just the hint of bay leaves. Very nice.
  3. Broke easily into four separate small loaves. They crumble easily. Serving two of the four per table at a feast would work well.

 Bibliography
Giacosa, Ilaria Gozzini, Translated by Anna Herklotz. A Taste of Ancient Rome. The University of Chicago Press: Chicago and London. 1992.

Happy New Year … A Short History of the SCA

Class,

(Taught May 3, 2018 for the Aire Faucon Newcomer A&S Night)

Happy New Year: Today is May 3 (2018) In the Year of the Society LIII (53)

The First Event
In the year of our Lord 1966, an event was held on May 1st, and do the reckoning of the Society began and it was the first Year of the Society (AS I), and it was good.

In the backyard of Diana Paxson, students and other gentles associated with the University of California at Berkeley gathered for a May Day party. (If you recognize the name Diana Paxson, you might also be familiar with her books including the Avalon series (portions of which she co-wrote with Marion Zimmer Bradley), the Westria series, and Wodan’s Children). They found with plywood swords and fencing foils, “protected” by fencing masks. The day ended with a parade down Telegraph Avenue with everyone singing “Greensleeves” in a “protest against the 20th century”.

The first Knight was created at the first tournament: Sir Ardal Argo ver Kaeysc. (The first herald was Harold Breakstone, because heralds do keep track of these thing.)

How the SCA Got Its Name
The group enjoyed the day so much, they wanted to do it again but in a larger setting. When reserving a local park for the tournament, the official asked for the group’s name. Marion Zimmer Bradley quickly responded “Society for Creative Anachronism.”

Other co-founders include Poul Anderson and his wife Karen Cruse.

Six events were held in the first year and nine the second year.

The Order of the Laurel was formally instituted in January 1968. The Order of the Pelican was created in 1972. The Order of Defense was created in AS 50 (2015).

The Spread of Kingdoms
In June 1968 (AS 3), M.Z. Bradley moved to Staten Island, NY and held a tournament to determine the first king of the East. With one kingdom on each coast, (West and East), the Middle Kingdom wasn’t far behind in September 1969 (AS4), centered in Chicago (likely seeded by Baycon World Science Fiction Convention, where the SCA held a tournament which Duke Cariadoc of the Bow won … more on him later). All kingdoms thereafter trace their lineage back to one of these three kingdoms.

Atenveldt quickly followed in 1971 (AS 5).

After that, principalities formed and the thought was each of the States in the US would be a shire and eventually a barony, tied to one of these big kingdoms. But by the end of the 1970’s some other group requested their own Crowns. Meridies (AS12), Caid (AS 13) and Ansteorra (AS 14). The 1980’s increased the kingdoms from the magical seven to twelve – a perfect number including Atlantia (AS 16), An Tir (AS 16), Calontir (AS 18), Trimaris (AS 20), and the Outlands (AS 21). There things stayed for seven years.

Until the colonization of Europe was complete and the Kingdom of Drachenwald gained their independence in June AS 28 (1993). Thirteen kingdoms.

Four years later saw three kingdom form back-to-back (1997-1998): Artemisia (AS 32), Aethelmarc (AS 32) and Ealdormere (AS 33). Lochac (AS 37), Northshield (AS 39), and Gleann Abhann (AS 40) spun off slowly. The youngest of the twenty kingdoms was born in June AS 50, Avacal.

The First Inter-Kingdom War
“One day, almost 30 years ago, Cariadoc of the Bow, the King of the Middle, got bored with peace and declared war upon the East, loser to take Pittsburgh. The King of the East read the declaration of war, filed it away and forgot about it. Time passed. Cariadoc moved to New York and subsequently became King of the East, whereupon he retrieved the declaration from the file cabinet and said, “Let’s fight.” The Middle won, and Cariadoc has the distinction of being the only king who declared war upon himself and lost.”

F.L. Watkins 2005. An Incomplete History of Pennsic by Folump Enterprises.

Family Tree
A full picture of the “family tree” can be found at: https://www.zazzle.com/sca_heraldic_family_tree_by_portia_st_luke_poster-228421277308271094

West Kingdom begot Caid, An Tir, and Lochac.

An Tir begot Avacal.

East Kingdom begot Atlantia, Drachenwald, and AEthelmarc.

Middle Kingdom (Midrealm) begot Calontir, Ealdormere, and Northshield.

Atenveldt (the first Barony of the Knowne World, then first Principality), kind-of is attributed between West and Middle Kingdom, and on its formation had all the lands not assigned specifically to the Big Three. Atenveldt begot Meridies, Ansteorra, the Outlands, and Artemisia.

Meridies begot Trimaris and Gleann Abhann

Maps
A map from AS 20 can be found here: http://www.bellatrix.org/QCG/queen_carol’s_guide.htm
(you will need to scroll down to see it)

A global map from AS 46 can be found here: http://www.sca.org/geography/ (11/6/2022 – looks like the map has been removed)

Recipe: Rosewater

Recipes

Recipe for Rosewater

(Created by Lady Prudence the Curious – no related period recipe)

Equipment

Sink Stove Non-reactive pot (ceramic, glass, etc)
Pruning shears Big Bowl Stirring spoon
Funnel Strainer Container (non-reactive or plastic you don’t care will be rosy for the rest of its life)

Ingredients

Roses (home grown if possible) – 2 bowls worth
Water

Process

  1. In morning before the heat: Cut a full bowl of rose blossoms – at least five or six
  2. Clean roses gently
  3. Remove the petals and place them in a non-reactive pot
  4. Cover with water
  5. Put pot over low heat and allow cook for 20-30 minutes – do not cover, let the steam out
  6. Stir on occasion to bruise the petals so they release more oil
  7. The roses should look white and the water a little pinkish, and you should have room for more
  8. Go out and cut another bowl of roses
  9. Clean, pluck and add these petals to the pot
  10. These will go white a lot sooner – just another 15 minutes
  11. When done, pull off heat and let cool

ADDITIONAL COOKING NOTES:

  • Do not boil the water – if it starts to simmer, it’s okay to remove the pot from the heat
  • You are looking for drops of rose oil on the surface of the water – too much heat and the oil will evaporate
  1. Get the final container, funnel, and a strainer to fit the funnel. Pour the cooled liquid into the container, straining out the petals
  2. Squeeze the petals to get all the liquid
  3. Use as needed for rosewater.

Comments

  1. After a heavy (2-day) rain, I made rosewater in the spring from my rose bushes. All foliage on the bushes is new since spring.
  2. I chopped the used rose petals and added them to a Ramen Noodle dish – worked very well. The petals are edible and can add fiber/substance to soups.
  3. The scent levels are no where near the levels found in store-bought rose water – but the color was much better. The scent did a slow permeation with any dish it was used in. Not noticeable at first, but over time – yes.
  4. I used the rosewater for a whipped cream dish and for pancakes.

Pictures

Roses grown in my yard. I’ve been working on them for two years now.

I’ve cut off two big bowl for the rosewater and still have tons left.

.

.

.

.

.

.

.

.

.

 

 

And the Final Product

Event Checklists: Camping events

Classes

(Taught at the 4/5/2018 Newcomer meeting in Aire Faucon and several times before that – this is a go-to class taught about every six months to newcomers)

Pennsic Checklist 

The focus for this checklist is Pennsic, a two-week camping event. Trim it down and adjust to site specific situations depending on the event. Most are two-to-three day weekend events, but some, such as War of the Wings, can last an entire week even though they are “just” in-kingdom.

Camping Equipment
(  ) Tent, poles, stakes, & instructions
(  ) Plastic drop cloth for tent
(  ) Extra rope to tie down tent (Pennsic and Gulf Wars have bad wind storms)
(  ) Hammer (for getting stakes into and out of the ground)
(  ) Broom (to sweep tent)
(  ) Towel for mopping inside of tent (In case of rain)
(  ) Tarp (to cover dining area and/or your tent)
(  ) Sleeping bag
(  ) Pillow
(  ) Sheets and extra blankets
(  ) Air mattress (and pump), pad, cot, or rope bed frame
(  ) Flashlight and extra batteries
(  ) Propane lamp
(  ) Fire extinguisher
(  ) Water bucket for campfire
(  ) Shovel for campfire
(  ) MATCHES – for lanterns, stove, campfire, etc..
(  ) First aid kit (aspirin, sinus medicine, calamine lotion, and bandaides especially)

Nice to have Camping Equipment
(  ) Rug for tent
(  ) Chair for inside tent
(  ) Battery lamp for tent (NO CANDLES!)
(  ) Landry bag
(  ) Tiki torches
(  ) Solar showers
(  ) Personal Banner

Toiletries
(  ) Hairbrush and/or comb
(  ) Deodorant (unscented if possible)
(  ) Soap (unscented if possible, not flower scented at all)
(  ) Babywipes (wonderful for cleaning your face)
(  ) Shampoo and conditioner (unscented if possible, not flower scented at all)
(  ) Toothbrush and toothpaste
(  ) Razor
(  ) Towels, bath and handwash (as many as needed – take into account the number of days you’ll be there)
(  ) Something to carry toiletries to showers
(  ) Contact and/or eyeglass materials
(  ) Extra toilet paper
(  ) Feminine products
(  ) Birth control (as appropriate)
(  ) Personal medications
(  ) Cosmetics (but no perfume – unless you like bees)
(  ) Hairspray (but not your electric plugin blow drier)

Food Preparation and Feast Gear
(  ) Chair to sit in
(  ) One or two tables to eat and cook on
(  ) Tub to wash dishes in
(  ) Dish soap and scrub brush
(  ) Washcloth, sponge, and dishtowel
(  ) Dishes:  Plate, bowl, goblet/mug, utensils (bring enough for one full day, at least – you will wash dishes at some point)
(  ) Cooking gear:  Stove, propane, pots, pans, spatula, stirring spoons, etc.. (think of what your are going to cook and of all the utensils you will need and write it out)
(  ) Cutting knives and cutting board
(  ) Spices (Salt, Pepper, Garlic, etc…)
(  ) Can Opener
(  ) Bottle Top Opener/Corkscrew

Food and Drink – Take into account the number of days there
(  ) Grocery list of what to buy in town once on site
(  ) ICE
(  ) Ice chest/cooler
(  ) Meals – Breakfast, Lunch, Dinner (there are on-site restaurants)
(  ) Alcoholic drink (May want to buy there – some state border crossing are illegal with alcohol example: PA-NJ)
(  ) Non-alcoholic drink (Gatorade diluted by half, soda, etc.)
(  ) Drinking water
(  ) Snacks
(  ) Ziplock bags for food

NOTE:  Cooper store offers fresh fruit, bread, milk and ice.  Plan to buy these staples on site after the initial big purchase in town.  Milk, bread & fruit usually last no more than two days under camping conditions.

NOTE: Pennsic has an amazing food court. If it is just you, buying dinner at the court is a lot less effort and doesn’t cost much more than eating on your own.

NOTE: Other events. At this point most large events have food courts of some sort, Walmarts within easy driving distance, Welcome-commons for the first night, and food plans set up by household who camp together. Plan your food requirements accordingly.

Clothing
Weather varies drastically outside of climate control – in the winter or summer, it can be hot during the day, and still reach freezing at night. Wind, rain, hot, cold – all occur. Prep for it. War of the Wings is in October in North Carolina and has had both freezing and 90 degree weather on top of its mountain. Pennsic in Pennsylvania in August likewise.
(  ) Cloak (It gets cold at Pennsic)
(  ) Cloths for as many days as you are there – Summer outfits
(  ) Winter outfit (bring at least one)
(  ) Thermal underwear (It gets real cold at Pennsic, sometimes)
(  ) One court outfit
(  ) One outfit for theme parties
(  ) Underwear
(  ) Socks
(  ) One full outfit for storage in car, including shoes, in case of rain
(  ) Bathing suit
(  ) Sleepwear
(  ) Period looking walking shoes
(  ) Waterproof boots
(  ) Hat to keep sun off head
(  ) Mundane outfit to drive home in
(  ) Ziplock bags for clothing/Waterproof clothing storage
(  ) Box for clothing that is waterproof for at least 2 inches of water
(  ) Watch (for keeping track of when tourneys/classes are)

Electronics
(  ) Cell phone
(  ) Cell phone charger
(  ) Laptop
(  ) Laptop charger
(  ) Solar power recharging station (Pennsic note – if you are located on the Serengeti, these work great. They do not work in the Swamp.)

Car Storage
(  ) Outfit for car previously mentioned
(  ) Emergency kit for your car: white towel, flashlight, duct tape, extra water, car care manual
(  ) Something to clean your car windows off after a week: Windex and papertowels

Special Interests
(  ) Armor & Weapons
(  ) Authorization cards
(  ) Bow and arrow
(  ) Scouting helm
(  ) Gaming materials (cards and board games)
(  ) Class list (you can download your first look from the Pennsic website before coming – also there is Pennsic Thing (thing.pennsicuniversity.org) which allows you to access the calendar of activities online)

Other
(  ) Talcum powder (for chafing)
(  ) Suntan lotion
(  ) Sunburn cream
(  ) Bug spray and citronella candles
(  ) BEE STING KIT (If you are allergic, wear at all times in plain view)
(  ) Pen and paper
(  ) Camera, charger, and extra discs
(  ) Needlework and/or Books (for the slow times)
(  ) Music payer and charger
(  ) Money, credit cards, checks (some merchants do not take checks; credit cards work fairly well when the Wi-Fi is cooperative for SquareUp)

NOTE:  At Pennsic, two ATMs are located on site, but they do charge for the convenience.

BIBLIOGRAPHY
Clochette.  August AS XXVIII.  Pennsic Camping List.  Erik Blaedring.
Ferrugo.  August AS VIII.  Happy Pennsic List.  Unknown author.
Ironmonger.  August AS XXV.  What You Should Think About Taking
            to Pennsic War and What You Can Leave Behind.  Lady Valery Fitzgerald.

Event Checklists: Feast

Classes

(Taught at the 4/5/2018 Newcomer meeting in Aire Faucon and several times before that – this is a go-to class taught about every six months to newcomers)

Feast Checklist 

Initially packing your feast gear in a plastic bag will be fine. Eventually most people decide on a feast gear box.

Most people aim at feast gear to match their personas and their heraldry.

Feast Gear
(  ) Tablecloth (put on top of your gear)
(  ) Lunch gear: Small bowl, fork and spoon, non-breakable cup (per person who is attending) + Paper napkins

Easy alternative: Plastic gear which can be thrown out instead of waiting in a hot car to be washed once you get home.

(  ) PERSONAL Feast Gear (per person): Plate, bowl, goblet/mug, utensils (knife, spoon, fork) + Nice napkins
(  ) PER FAMILY GROUP Feast Gear: Orts bowl, large knife for cutting, spices (salt, pepper, garlic, etc), an extra service spoon or two

  • Definition of Orts – from late middle English (1400-1500) – a scarp or morsel of food left at a meal

(  ) Lighting: Candles, candlesticks, matches and/or battery operated candles (for those halls where open flame is not allowed)
(  )  Plastic grocery bags to pack dishes in when feast is done (best just keep a bunch)
(  )  Plastic food bags to pack leftover in
(  ) Washcloth, sponge, and dishtowel (not every site provides cleanup possibility but it is nice when available)

Extra Gear
(  ) Cooler for drinks and/or to take food home with you
(  ) Centerpiece decoration
(  ) One set of feast gear for unexpected guests
(  ) If at castle site (a Sacred Stone outdoor site) or other outdoor event: Your own chairs

Helping in Kitchen
(  ) Cutting Board
(  ) Two good knifes, one large for meat and one small for paring, and/or sharpener
(  ) Dishsoap
(  ) A couple of washcloths
(  ) A scratchless scrubber
(  ) A metric ton of drying cloths (really, I have gone through ten; there are never enough after cooking for over 100 people)

Event Checklists: Daytrip

Classes

(Taught at the 4/5/2018 Newcomer meeting in Aire Faucon and several times before that – this is a go-to class taught about every six months to newcomers)

Daytrip Checklist

Check-in at Gate
(  ) Directions to event
(  ) Money or checkbook to cover gate fee
(  ) SCA membership card or $5 surcharge if not a member (membership is easy at sca.org)

If you have a tendency to lose stuff out of your wallet, take a picture of your blue card and keep it on your phone. Same with any authorization card you might have. If you travel in a group, such as a family unit or household, you may want to expand this advice as needed.

Check-in at Gate for Minors, not-your-own

Some, but not all, events allow you to bring a child not-your-own with permission from the minor’s parents. The decision is driven by local and state laws and the ability to check a minor into a local hospital without parent present. Contact autocrats in advance for that event’s policy; it may change year-to-year since events do not always happen at the same location.

(  ) Medical Waiver. Some states will require the form to be notarized (example: Florida) – Show this form at gate, but do not turn it over. You keep it in case of medical emergency. Form can be found here and can cover an extended period of time, e.g. all summer: http://www.sca.org/docs/pdf/treatminor-notary.pdf

(  ) Permission Waiver. Since the permission waiver needs to be signed in advance, you will need to have the parent sign this waiver before leaving. This form is a by-event form and will need to be filled out new each time. You will turn this form over at gate. Notary is not required. http://www.sca.org/docs/pdf/chldwaiv.pdf

 

Dayboard Feast Gear
(  ) Lunch gear: Small bowl, fork and spoon, non-breakable cup (per person attending) + Paper napkins

Easy alternative: Plastic gear which can be thrown out instead of waiting in a hot car to be washed once you get home.

(  )  Plastic grocery bags to pack dishes when done

Garb
(  ) Garb appropriate to the weather (per person)
(  ) Spring/Fall weather – layers works good
(  ) If children, extra set of garb per child
(  ) Cloaks for night, cold, wind, or rain
(  ) Hat (for sun or rain)
(  ) Court garb
(  ) Jewelry as appropriate
(  ) Shinys – Baronial cornets, order medallions, favors (royal, romantic and household), belts (apprentice, squire, etc)
(  ) Street clothes to drive home in

First Aid
(  ) Cooler with water, ice and other drinks
(  ) Small plastic bags
(  ) Sunscreen AND Bugspray
(  ) Babywipes
(  ) BEE STING KIT (if you are allergic)
(  ) Backups of any personal medications – one day’s worth
(  ) Small first aid kit: Band-Aids (bonus for blister type and/or sweat resistant), feminine products, headache medicine (aspirin (ex. Bayer) AND ibuprofen (ex. Advil))

 

ACTIVITIES

Martial Activities – Heavy, Fencing, Thrown, Siege, Archery
(  ) Authorization Card(s)
(  ) Heavy Weapon Kit: Armor (including helm, gorget, cup, kidney belt, knees, and gauntlets – chest protection if female), weapons, shield, duct tape, electrical tape, armor repair kit appropriate to armor type (ex. Rivets, leather straps, extra plates),
(  ) Rapier kit: Armor (including mask, gorget, cup, jacket, gloves), weapons, shield, repair kit (electrical tape, extra tips)
(  ) Thrown Weapons kit: Weapons, gloves
(  ) Archery kit: Bow, bow string, bow stringer, gloves, arrows, quiver, repair kit (glue, extra feathers, extra tips)

Arts and Academic Activities
(  ) Notebook and pen(s)
(  ) Plastic bag for notebook and pen(s)
(  ) If teaching a class: handout and materials
(  ) Embroidery/sewing kit: Sewing basket, chalk, thread (black and white), multiple needles, measuring tape, scissors, and other things appropriate to today’s project
(  ) C&I kit: Extra paper, ink, pen, surface, pencils, water container, brushes, paints, eraser

General Service: Troll, children’s, setup/cleanup
(  ) Troll kit: Extra highlighters, tape, extra paper, pens and pencils (you should be supplied with the waivers)
(  ) Children’s kit: wipes
(  ) Setup/cleanup kit: working gloves, dustpan, rubber gloves, bleach, Windex/ammonia glass cleaner

Helping in Kitchen
(  ) Cutting Board
(  ) Two good knifes, one large for meat and one small for paring, and/or sharpener
(  ) Dishsoap
(  ) A couple of washcloths
(  ) A scratchless scrubber
(  ) A metric ton of drying cloths (really, I have gone through ten; there are never enough after cooking for over 100 people)

Car Kit
(  ) Ice scraper AND Snowbrush
(  ) Map of US – for when GPS doesn’t work
(  ) Extra $50 in fives for tolls – I use max of PA turnpike (in 2015 for a passenger car was $46.10)

Challenge Friendly

Classes,

(Prepared for the March 1st 2018 Canton of Aire Faucon Newcomer Night.)

CHALLENGE FRIENDLY
How to Treat Service Animals; Choosing Challenge Friendly Sites for Events; and Making Activities Challenge Friendly

Class Objectives:

  1. Teach how to interact with service animals to adults and children.
  2. Start a dialogue of making the SCA more accessible to all.

PART 1: How to Treat Service Animals.

One) Working Animals from period, breeding to task.
A. Herding – Intelligence, loyalty, protective but also capable of attacking to protect, problem-solving, capable of independent and dependent actions. Examples: German Shepherd.
B. Hunting – Senses – sight and/or scent, loyalty to pack group and one leader, attacking – Hunting large game (elkhounds), hunting small game (dachshunds), hunting racing game above ground (greyhounds).
C. Transportation – Riding, pulling – equestrian, bovines, and canines.

Side note: Hybrids – the Mule (male donkey (jack) to female horse (mare)) and Henny (male horse (stallion) to female donkey (jenny)); Have the endurance and disposition of a donkey and proportional strength – with the larger horse size. They also are smarter than donkeys and longer-lived than horses. Hennies are smaller than mules because of parentage. In very, very rare instances female mules (molly mules) are fertile with true donkeys and horses. In general the chromosomes issues make them sterile (horses got 64 and donkeys have 62, and the hybrids have 63).

D.  Food and Manufacturing Industries – activity (plowing, pollination, grass trimming, rodent control); indirect products (milk, eggs, honey, hair for clothing, wax, quills); direct product (meat, leather, vellum)

Two) Economic Animals in Modern Life, trained to task.
A. Herding, Hunting, Transpiration, and Food Industry – Still ongoing.
B. Protection – Police and guard animals. Chosen for scent skills, protection skills – and trained further. Also guard animals like peacocks and geese.
C. Household companions – Highly intelligent creatures about half the size of humans or smaller. Chosen for compatibility around children. Most common animals are dogs and cats.
D. Companion Animals – Animals which provide emotional support for various minor physical and mental challenges. Some of the animals have been trained for several months in their tasks, for example emotional comfort in crowds or a second pair of hands.. A wide range of animals provide the comfort of companion animals. These animals are not protected under the disability laws.

E. Disability Animals – Animals which have gone extensive training from childhood, most at least two years, in their particular tasks. They are trained to work well in crowded situations, be around other animals, recognize the difference between being on-job or off-job, etc. Most disability animals are drawn from the herding breeds of dogs.
1. Children – Children love to pet these highly social animals. If the vest is on, explain to the children what the animal is doing. Explain the rules for approaching and walk them through it.
2. Vests – When the vests are on, the animal is on-the-job. Courtesy is to leave the animal alone so it can concentrate on its job of taking care of its handler. Just like you dislike it when a friend drops by while you are working and just wants to hang out and talk, the discordance between working and play for the animal also happens.

From American Girl (might no longer be available)

3. Approaching the animal – Ask the handler of the animal for permission to approach the animal. Ask if it is okay. See if there is a better time of day, such as when it is off duty. DO NOT GET BETWEEN THE ANIMAL AND ITS CHARGE. Pet the animal, but do not overwhelm it. Let it continue to concentrate on its human.
4. Off duty – Give the animal a transition period between being on-duty and play-time. Find out what it likes and play with it. Understand if it is tired from its day and just wants to relax.
5. Disability Animals at event –
(a) Troll – set aside an area for the people and animals to check in. Have water available if possible.
(b) Weekend events – Have a running/play area set aside in the campground for the animals or make arrangements with the animal’s human.
(c) Crowded events – Have area set aside for a small quiet place.

6. Legal rights related to disability, therapy, and emotional support animal.

For Service Dogs – They have the same “rights” as a wheelchair and are considered medical equipment. You can no more separate a blind person from their service animal than a mobility impaired person from their wheelchair. This applies to trained SERVICE dogs only.

Characteristics – from “pleasedonotpetme.com” Service Dog Therapy Dog Emotional Support Animal
Handlers’ rights to be accompanied by these dogs in establishments open to the public are protected by the Americans with Disabilities Act.      X
Dogs must be temperamentally sound to tolerate a wide variety of experiences, environments and people.      X      X
These dogs may live with their disabled owners in housing with a “no-pets” policy in place.      X      X
Dogs visit hospitals, schools, hospices and other institutions to aid in psychological or physical therapy.      X
Handlers encourage these dogs to accept petting and socialize with other people while they’re on-duty.      X
Dogs are individually trained to perform tasks or do work to mitigate their handlers’ disabilities.      X
Petting, talking to or otherwise distracting these dogs can interfere with their job and pose a serious danger to the dog and handler.      X
Dogs’ primary functions are to provide emotional support, through companionship, to their disabled owners.      X
Subject to state laws regarding dog licensing and vaccination.      X      X      X
These dogs enjoy plenty of off-duty time, during which they rest, take part in fun activities and get to act like a regular, pet dog.       X      X      X

PART II: Choosing Challenge Friendly Sites

One) Types of Challenges – Mobility challenge (wheelchair, cane, balance, limited walking), crowd/anxiety challenge (too much noise, too many thing happening, too crowded), sight challenge (blindness, can’t handle bright lights, limit range), hearing challenge (can’t hear in crowds, no hearing), language challenge (different primary language, cannot read, cannot write).

Two) Mobility Challenge – Many people in the SCA have mobility issues. A lot of them are active in A&S activities. When planning an A&S event, try to keep it on one level – or have elevators between levels. At outdoor events, try to have the activities on flat ground and close together.

Think Ambulance – If an ambulance (outdoor) or gurney with two people pushing (indoor) can’t get to the activity , neither can a wheelchair.

Three) Language challenge – Are directions clear? If in an area with multiple languages, are heralds available in the languages of the area? Can information be shared verbally as well as written?

Four) Sight challenge – Can you make the print bigger on the waivers for poor sighted people? Is braille versions available? Is the light adequate – is more or less needed?

Five) Hearing challenge – Are sign heralds available? Can hazard information be passed on the field in more than just shouts? Can cloth be added to walls to cut down on echoes?

Six) Anxiety challenge – Are activities available in non-crowded areas? Can tasks be given to reduce people-fright (troll and kitchen for example)? Is a room available for quiet – nursing mothers, napping children, and people needing alone time?

PART III: Making Challenge Friendly Activities

One) Big Plus – Making activities more challenge friendly also make several of them more children friendly. Limited hand mobility, language barriers, walking distances, inability to concentrate in crowded, noisy situations all apply.

Two) Color Challenge – For people with color blindness, scribal arts still work.

Three) Planning Classes – Think of how to make it simpler for people with limited hand mobility or control. Bigger embroidery tasks, less detail on scrolls.

Four) Teaching class – is there room for a wheelchair to get in the door? For dancing, how can the steps be modified if one of the dancers needs a walker?

Book Review: 100 Great Archaeological Discoveries

Beading, Book Reviews,

Book Review: 100 Great Archaeological Discoveries

(Originally written about 2004, I pretty sure this has been published somewhere, I just can’t find proof)

100 Great Archaeological Discoveries.  Edited by Paul G. Bahn.  Barnes & Nobel Books: New York, 1995.

This book is a fascinating passport into the past.  The clothing, tools and crafts far surpass in skill and detail that a modern person would expect of  “primitive” times.  Concrete bathhouses in the 2nd century AD, intricately tattooed people from 400 BC, a thirty foot stone tower built with an internal staircase created 9,000 years ago and ground ovens over 30,000 years old are just a few of the items left behind by our ancestors.  Mankind ever moves forward, our wealth not based on gold and silver, but the work and discoveries of those that have gone before.  This book gives the combination to the vault of history and lets us take a moment to admire its contents.  Beautifully illustrated, the book is able to be read in short bursts with two or three pages devoted to each discovery.  Skim for the headliners, such as Tutankhamen’s tomb, then go back and read the rest of the articles. You will be amazed at how far we have come.

Applications:  History of Garb, Architecture, Beads & Glasswork, etc… Personas – Viking, Roman, Spanish, Russian.
Cost: $16 through Barnes & Nobel (in 2004).