The current event policy includes everything pertaining to how our Kingdom runs events, what is considered an event, submission deadlines, financial considerations, etc. Though a bit of a long read, it is good to know for new Event Stewards as well as a good refresher for experienced ones.
Here is the link: Avacal Event Policy
Hosting at the Quad War Site
We welcome all groups to consider hosting an event at the beautiful site! After all, it was built to use. Here are some things you might want to consider:
1. Check the site schedule for the year to see if a weekend you are interested in is available. If no SCA or LARP event is scheduled, it may be possible to use. The site has even hosted weddings. contact Gail Hiar to confirm:
2. Besides regular event expenses, you will want to add a 20lb propane tank & a 25L jerry can of gas (for heated showers) to your budget. In addition, toilet paper for the outhouses is an important expense :). Regarding garbage, we recommend “pack in, pack out policy.” Marsden does have a landfill but it has limited hours and charges per bag.
3. The site rental is based on a per adult basis (including any comp individuals); there may be additional cost for mowing or septic removal, depending on the time of year. Site rental received is invested back into the site.
4. We have a standard contract that we use for SCA events, as per SCA policy. We will complete that and send it to the event steward.
5. You will want to consider an Emergency Response Plan for the event. See the Quad Site EMP and review to see if it addresses your needs.
6. You will want to be aware of seasonal considerations; for example, during dry summers, there may be a fire ban in the local Rural municipality.
7. Event steward team responsibilities include:
a. assist with site set up for the event (eg. banners, road signs, eric ropes if applicable; the site has eric ropes so there is no need to bring these).
b. Respect designated smoking & cannabis smoking areas (parking lot & Cavalier village are the only cannabis designated locations). This is the responsibility of the event stewards to enforce.
c. Ensure pets remain under control while on site.
d. Clear vehicles to the parking lot once the event begins. We need to keep them off the hay crops (and…we’re building a medieval village…just saying)
e. Sweep & stock the outhouses & the shower house during the event, and after event concludes. A standard practice for many years has been an individual or group adopt a biffy for the weekend to keep maintained.
f. pick up garbage & generally clean site during & after the event concludes.
g. remove all items not belonging to the site once event concludes.
8. We will arrange for mowing to be done, & septic removal after the event.