Introduction
Event stewarding in the Society for Creative Anachronism (SCA) is both a challenging and rewarding experience. Events are the heartbeat of Atlantia, bringing together combatants, artisans, scholars, and revelers to celebrate the Middle Ages as they should have been. As an event steward—formerly known as an autocrat—you are the driving force behind these gatherings, ensuring that every aspect of the event runs smoothly. Your role requires organization, flexibility, and a strong sense of leadership.
This guide will take you through the essential steps of event stewarding in Atlantia, from the initial planning stages to post-event responsibilities. Whether you’re a first-time steward or looking to refine your skills, this information will help you navigate the process with confidence.
Understanding the Role of an Event Steward
All Guts, No Glory (But a Lot of Fun!)
Being an event steward is like being the director of a grand production. You coordinate the moving pieces—site, budget, staff, logistics—so that the attendees can immerse themselves in the dream of the SCA. Success depends on your ability to plan ahead, communicate effectively, and adapt to challenges as they arise. And yes, a sense of humor is absolutely necessary!
Key Responsibilities of an Event Steward
- Organizing and managing all aspects of an event
- Assembling and leading an event team
- Managing the budget and working with the exchequer
- Securing a site and ensuring all logistics are in place
- Promoting the event through Kingdom channels and social media
- Running the event smoothly and handling any on-site issues
- Completing post-event reports and financial reconciliations
Where to Begin?
Choosing Your Event
The first step is deciding which event you want to steward. Many local groups have annual events, and stepping up as steward for an established event can be a great way to gain experience. If you want to propose a new event, make sure to:
- Understand your group’s event bid process
- Research previous events for insights
- Consider whether your event fits into the Kingdom calendar
Pro Tip: If this is your first time as an event steward, avoid Kingdom-level events like Crown Tournament or University. Start with a smaller local event to gain experience.
Finding and Securing a Site
Location is critical. Before submitting an event bid, you need a venue that fits your vision. Consider:
- Availability and cost
- Site amenities (kitchen, restrooms, camping areas, parking)
- Accessibility and accommodations
- Insurance requirements (Equestrian activities require additional insurance)
- Site rules and restrictions
Once you’ve found a site, tour it in person if possible, and obtain a copy of the contract for review.
Budgeting and Submitting a Bid
A well-planned budget is essential. Your exchequer will be your best friend during this process! Use the Kingdom of Atlantia’s official budget forms to ensure accuracy. Key budget considerations include:
- Site rental fees
- Insurance costs
- Feast budget (if applicable)
- Event supplies (decorations, tokens, prizes)
- Printing and advertising costs
Once your budget and site details are in place, submit your event bid to your group’s leadership for approval.
Planning and Organization
SPIKE Your Date & Build Your Timeline
Once your event is approved, the next step is to SPIKE it—this means officially reserving the date with the Kingdom. Submit your event details at SPIKE Atlantia.
Important: Your event date cannot conflict with protected Kingdom events (Crown Tournament, Coronation, University of Atlantia, Unevent), and you must check for conflicts within 50 miles of other scheduled events.
With your date locked in, create a timeline that covers:
- Deadlines for site payment and insurance
- Key staff recruitment and task assignments
- Equipment and supply acquisition
- Promotion schedule
- Event-day setup and breakdown plan
Assembling Your Team
A successful event relies on a strong team. Key roles include:
- Marshals (Heavy, Rapier, Equestrian, Archery, etc.)
- Minister of the Lists (MOL) – Handles tournament logistics
- Reservationist – Manages pre-registration and finances
- Head Gatekeeper – Oversees check-in and waivers
- Feast Steward / Hall Steward – Manages food service and dining hall setup
- Parking Steward – Ensures organized traffic flow
Once you’ve built your team, delegate tasks and communicate clearly to keep everyone on track.
Promoting Your Event
Marketing and Social Media
Publicity is crucial to attendance. Leverage multiple platforms to spread the word:
- Official Kingdom and Baronial Websites
- Facebook, Discord, Instagram, and TikTok
- Event Announcements at Local Meetings
- Word of Mouth
Assign someone to handle social media updates and responses. The earlier you start promoting, the better!
Final Preparations and Event Day Execution
One Month Before the Event
- Confirm all staff are prepared and have their materials
- Coordinate site equipment pickup
- Send final reminders about receipts for reimbursable expenses
- Confirm site amenities and delivery dates (porta-potties, handwashing stations, etc.)
- Draft and distribute the event schedule
- Recruit last-minute volunteers for setup and teardown
Day of the Event
- Arrive early and oversee setup
- Assign a volunteer to place directional signage
- Ensure Gate is ready (cashbox, waivers, Kingdom No-Bullying Policy posted)
- Confirm activity areas are set up and ready to go
- Open the site and enjoy the event!
Post-Event Responsibilities
- Financial Reporting – Work with the exchequer to count funds and issue reimbursements
- Non-Member Registration (NMR) Report – Due to the Kingdom Exchequer within five days
- Event Report – Submitted within 21 days, including financial details and receipts
- Lessons Learned – Conduct an informal debrief with your team to discuss successes and areas for improvement
Final Thoughts
Event stewarding in the SCA, and particularly in Atlantia, is both an art and a science. While it requires careful planning and execution, it also offers immense personal satisfaction and a chance to create unforgettable experiences for your fellow SCAdians.
With the right mindset, strong organization, and a willingness to adapt, you’ll find that stewarding an event is not only manageable but incredibly rewarding. So take a deep breath, assemble your team, and get ready to bring the dream to life!
Thank You, and Happy Event Stewarding!
Lady Jenefer de Winter
Barony of Stierbach
seneschal@stierbach.atlantia.sca.org
Jenefer de Winter 