Thirty Days Prior
Check in with Site Contacts
Check in with Site Contacts
-Reconfirm reservation and payment
-Reconfirm reservation and payment
-Check for any changes
-Check for any changes
-Check on site condition (walk the site, if possible)
-Check on site condition (walk the site, if possible)
Rental Equipment
Rental Equipment
- Place orders for porta-potties/wash stations, dumpster and other equipment
Check-in with Officers
Check-in with Officers
Ask if they have any special requirements or activities. Remember, while you are there to help with things related to the site, they should handle the rest of what they need for the event.
Ask if they have any special requirements or activities. Remember, while you are there to help with things related to the site, they should handle the rest of what they need for the event.
-Royals (Special plans, requirements, etc.)
-Royals (Special plans, requirements, etc.)
-Constable/Gate (Constable to coordinate Gate money with Exchequer)
-Constable/Gate (Constable to coordinate Gate money with Exchequer)
-Lists
-Lists
-Marshal (Heavy, Rapier, Archery, Equestrian, Youth)
-Marshal (Heavy, Rapier, Archery, Equestrian, Youth)
-Arts & Sciences
-Arts & Sciences
-Gold Key
-Gold Key
-Chatelaine/Publick House
-Chatelaine/Publick House
-Merchant Coordinator (you will need the approximate frontage of all merchants attending in order to mark off enough space)
-Merchant Coordinator (you will need the approximate frontage of all merchants attending in order to mark off enough space)
Support System
Support System
-Emergency deputy (takes charge should you have an emergency and need to leave site)
-Emergency deputy (takes charge should you have an emergency and need to leave site)
-People to help feed and water you. This can be a lifesaver as it is very easy to forget to eat and drink when you’re busy!
-People to help feed and water you. This can be a lifesaver as it is very easy to forget to eat and drink when you’re busy!
-Volunteers to help with set-up, porta-potty checks, and tear down/site clean up.
-Volunteers to help with set-up, porta-potty checks, and tear down/site clean up.
Event Promotion
Event Promotion
- Continue to promote event (social media, at other events etc.)
- Generate and post a site map include off limits areas (Scribble works well for this)
- Create schedule Get schedule from Royalty (if attending). Add in other activities not being run by the royals like archery, competitions etc. and post to social media and the website. (be flexible here. The Royals may not have it done a month ahead of time)
- Create site handout with schedule of activities and other important information
Material Goods
Material Goods
- Make list of supplies needed - supplies listed below pertain to outdoor camping events
Note: There are supplies available for Kingdom events. Check with the Seneschal or Event Steward for the last kingdom event before purchasing. (Save your receipts if you do purchase supplies as they are reimbursable)
Note: There are supplies available for Kingdom events. Check with the Seneschal or Event Steward for the last kingdom event before purchasing. (Save your receipts if you do purchase supplies as they are reimbursable)
-Wooden garden stakes (70-100)
-Wooden garden stakes (70-100)
-Brightly colored construction tape
-Brightly colored construction tape
-Long measuring tape (at least 50’)
-Long measuring tape (at least 50’)
-Hammer (good to have a few for helpers)
-Hammer (good to have a few for helpers)
-Sharpies
-Sharpies
-Duct tape
-Duct tape
-List field signs (Painted signs are available for Kingdom events from the Seneschal. Signs will need to be created for events at other levels)
-List field signs (Painted signs are available for Kingdom events from the Seneschal. Signs will need to be created for events at other levels)
-Parking signs (you can make these out of whatever medium you choose)
-Parking signs (you can make these out of whatever medium you choose)
-Royal Parking-can be specific to royal if actual parking lot spaces available ie: King and Queen, Prince of Cynagua etc. Should be placed at the front/beginning of the parking area.
-Royal Parking-can be specific to royal if actual parking lot spaces available ie: King and Queen, Prince of Cynagua etc. Should be placed at the front/beginning of the parking area.
-Disabled Parking-placed at the front of the parking area or, if room, in a separate area closer to the main event activities.
-Disabled Parking-placed at the front of the parking area or, if room, in a separate area closer to the main event activities.
-Event Steward-a space just for you!
-Event Steward-a space just for you!
-General Parking-parking for EVERYONE else except the above groups.
-General Parking-parking for EVERYONE else except the above groups.
-Wooden directional signs (WK has a few. You can also make other, non-wood ones)
-Wooden directional signs (WK has a few. You can also make other, non-wood ones)
-Toilet paper (around 3 of the large 30 roll packs)
-Toilet paper (around 3 of the large 30 roll packs)
-Glow sticks for porta-potties (enough for one in each porta-potty per night)
-Glow sticks for porta-potties (enough for one in each porta-potty per night)
-Notebook/paper and clipboard
-Notebook/paper and clipboard
-Pens
-Pens