6 months prior to event
Contracts
Contracts
Confirm contract signed by Seneschal and received by the site.
Read the contract.
Confirm contract signed by Seneschal and received by the site.
Read the contract.
Confirm any deposit required was sent in by the Exchequer and received by the site.
Confirm any deposit required was sent in by the Exchequer and received by the site.
*Note: ALL site rentals require a contract. Even if the site says it’s “ok”, a contract must still be drawn up and signed by the site and the Seneschal. This protects both the SCA and the site. Deposits should not be sent until the contract is signed. If the venue does not have its own contract (rare), you can use the generic contract. It must still be signed by the Seneschal. Contact the Site Coordinator for assistance if needed.
*Note: ALL site rentals require a contract. Even if the site says it’s “ok”, a contract must still be drawn up and signed by the site and the Seneschal. This protects both the SCA and the site. Deposits should not be sent until the contract is signed. If the venue does not have its own contract (rare), you can use the generic contract. It must still be signed by the Seneschal. Contact the Site Coordinator for assistance if needed.
Insurance
Insurance
Insurance request requirements-
Insurance request requirements-
-Prior to sending request, determine if the site needs a “Named Insured”. (The site will provide the wording that needs to go on the certificate. If named insured is needed, there will be a fee. The Exchequer will write the check and it must accompany the request, or the insurance fee may be paid by credit card to SCA, Inc. and reimbursed by the branch. SCA corporate office PREFERS electronic Insurance Cert requests with a Visa to charge the fee to.)
-Prior to sending request, determine if the site needs a “Named Insured”. (The site will provide the wording that needs to go on the certificate. If named insured is needed, there will be a fee. The Exchequer will write the check and it must accompany the request, or the insurance fee may be paid by credit card to SCA, Inc. and reimbursed by the branch. SCA corporate office PREFERS electronic Insurance Cert requests with a Visa to charge the fee to.)
-Equestrian activities require an additional activation fee that must be sent in at the same time as the regular request. Site may need a “Named Insured” (The site will provide the wording that needs to go on the certificate. If named insured is needed, there will be a fee. The Exchequer will write the check and it must accompany the request, or the insurance fee may be paid by credit card to SCA, Inc. and reimbursed by the branch. SCA corporate office PREFERS electronic Insurance Cert requests with a Visa to charge the fee to.)
-Equestrian activities require an additional activation fee that must be sent in at the same time as the regular request. Site may need a “Named Insured” (The site will provide the wording that needs to go on the certificate. If named insured is needed, there will be a fee. The Exchequer will write the check and it must accompany the request, or the insurance fee may be paid by credit card to SCA, Inc. and reimbursed by the branch. SCA corporate office PREFERS electronic Insurance Cert requests with a Visa to charge the fee to.)
Budgeting
Budgeting
Work with the Seneschal and the Kingdom Exchequer to develop a budget for the event. The office of the exchequer has created a budgeting spreadsheet with attendance numbers and other costs that will not only let you know what is a reasonable quote, but has a sheet to enter costs to see how the numbers actually play out.
Work with the Seneschal and the Kingdom Exchequer to develop a budget for the event. The office of the exchequer has created a budgeting spreadsheet with attendance numbers and other costs that will not only let you know what is a reasonable quote, but has a sheet to enter costs to see how the numbers actually play out.
Pre-sales/Pre-Payment
Pre-sales/Pre-Payment
Determine if the event will have pre-registration or need to sell tickets.
Determine if the event will have pre-registration or need to sell tickets.