Link to the Automated Insurance Database personal information submission form:

https://docs.google.com/forms/d/e/1FAIpQLSdQVoke8fRAYESvkkqZC_9-YvMTRV6ZG85_ykcLOji5EyGJfA/viewform

If you are a single-day or weekly 'event organiser', please remember to also visit the Event Organisers page.

F.A.Q.

This database ONLY applies to one-day events, meetings, revels and practices where SCA insurance is required. For information regarding multi-day event insurance, please read the Multi Day Event Insurance information page.

Members

• If you are a member of SCA UK CIC or other affiliate, you only need to fill in the details as asked. The CIC and the event organiser will be informed of your potential need for insurance at any single-day events taking place at any of the groups you selected in your personal details submission 3 days before each listed event start date.
  
  The details are sent automatically at 2am UTC+0 in order to reach CIC by dawn, which means any last minute submissions must be done the preceding evening. For example, the details of a Saturday event will auto-send at 2am the preceding Wednesday.

• You may re-submit your Membership Details at any time. This will replace any previous details.

• You will receive an email reminder near to your listed membership expiry date** that you will need to add/update your details in the database.

Non members

• Non-Members must choose an event or practice session from the drop-down list. Currently this list only shows events and practices for the next 12 weeks.

• Non-Members must do this for each session they want to attend, every time they want to attend.

• Non-Members must pay £3/€4 for each day of attendance. This should be collected by the event organiser and sent on to CIC.

• Non-Member names are deleted from the database immediately after the event date passes.

Events

• Add single day events or practices to the database via the Event Organisers page.

  • This is not a substitute for the Kingdom Calendar, it is additional. However your event does not need to be listed in the Kingdom Calendar to qualify for entry in the insurance database. It simply needs to be no longer then a single day.

  • You can add any single-day and weekly events.

  • You can add events for any future date**, but the event list for Non-Members currently only shows the next 12 weeks.

  • Single-day events are deleted from the database after the event date** has passed.

  • Weekly events will continue indefinitely, until the Database manager (Insulae Draconis Deputy Web Minister) removes it. 

**Date formatting

The appropriate Google date format can vary by region, as specified in your Computer Operating System, for example:

DD-MM-YYYY,  MM-DD-YYYY, YYYY-MM-DD

Follow the example Google shows in the form field.

There is a query portal allowing event organisers to check up on their events and memberships outside of the CIC submission window. The portal also allows individuals to receive information about themselves at any time.

Further information can be obtained via Insulae Draconis Deputy Web Minister. Currently Yannick of Normandy.



The longer version:

To comply with the SCA Principality of Insulae Draconis Community Interest Company (SCA UK CIC) insurance conditions, we are required to collect certain information in advance for you to attend and participate in an Insulae Draconis event, gathering or practice. 

This applies to EVERYONE – members, affiliate members and non-members – regardless of activity, armoured or otherwise, and for all archers/weapon throwers of any age.

• Members: hold a current membership through SCA UK CIC

• Affiliate members: hold a current membership through another official SCA group, for example Nordmark or SCA, Inc.

• Non-members: do not hold a current SCA membership of any kind

In order to make this process as simple and painless as possible, this database has been created to store member and non-member data. It will pass participant names to the SCA UK CIC insurance office at the appropriate time a few days ahead of any practices or events happening in the Principality. This allows the information to be passed to our insurer prior to the event in question. Everyone at that event MUST be accounted for prior to the event. First-time attendees are exempt, but may not take part in any martial activities. For everyone else there are no exceptions – no 'on the day' walk-ins – as this would invalidate our insurance for that event.

The information we collect is protected by all GDPR regulations and will be shared with the SCA UK CIC membership secretary.

Please send any enquiries about the information collected by the SCA UK CIC to insurance@insulaedraconis.org.

This Database ONLY applies to practices and other short events which happen during or over a single day.

This includes:

• Fighter Practices

• Archery Practices

• Arts and Sciences gatherings

• Shire Days

• Revels

• Equestrian Training

Multi-day events have a separate process to collect and submit this information and are not included in this database. 

Learn more about Multi Day Insurance Information.