EVENT POLICIES AND PROCECURES
FOR TIR RIGH EVENTS Updated: October 1, 2007
Note: There is new terminology for Events and gatherings that has been approved by the Kingdom Calendar Deputy: Levels 1, 2 and 3. More detailed explanations are below under each category, but the quick explanation is:
Level 1: formerly called "official"
Level 2: formerly called "unofficial"
Level 3: planning and preparing meetings such as Council and fight practices
All Level 1 and Level 2 events within Tir Righ are to be registered through the Tir Righ Calendar Deputy using the Tir Righ Date Reseveration/Event Information Form (045). Section B of this form is what gives an autocrat of an event the authority of Deputy Seneschal to officiate an event. Any questions, see Kingdom Law. The exception to this is a Kingdom Event, which should be sent to the Kingdom Calendar Deputy - see the listing in the Crier under Kingdom Seneschal.
Please note that this form requires "original" signatures. The form must be sent either by regular post or by fax if pre-arranged with the Principality Calendar. Please see the Tir Righ Officer Listings for contact information. The current Calendar Deputy is HL Brenethwyn O'Connluin.
Section A of this form must be signed by the warranted seneschal of the sponsoring branch, and Section B of this form must be signed the autocrat, Ithra Chancellor or guild deputy (who must be an SCA member).
Section A of this form allows a seneschal to book a date when no other information (such as site location or autocrat) may be known. It allows your date(s) to be reserved before all the relevant information about an event may be available.
If you already have all the information (autocrat, site information), then fill out sections A and B of this form. “OFFICIAL” VS “UNOFFICAL” EVENTS
There is a common misconception that there are “official” and “unofficial” events. This is incorrect terminology - there are no “unofficial” events. All events are official and need to be registered with the Tir Righ Calendar using the Tir Righ Date Reseveration/Event Information Form (045).
That said, there are events (commonly but incorrectly called “official” - now called Level 1 Events) at which Kingdom and/or Principality business may be conducted, such as Royal Court and the presentation of awards, Coronet Lists and Investitures, etc., and events where business is not conducted, such as small events that are of local interest only (commonly but incorrectly called “unofficial” - now called Level 2 Events).
As well, there appears to be some confusion regarding the difference between business meetings, practices, gatherings, etc., and medieval recreation events. The difference is that if you are holding an event that is recreating the middle ages, it is an SCA event that needs to be registered with the Principality Calendar using an EIF form. If you are preparing to recreate, it is an SCA meeting and does not need to be registered with the Calendar. Examples of this would be Council, Dance Practices, Fighter/Fencing/Archery Practices, A&S nights, Armouring nights, planning meetings, etc.
Below is a description of each type of event as well as instructions regarding registering those events. A Conflict Zone is now in effect in Tir Righ. (see Conflict Zones below)
LEVEL 1 EVENTS
This should be the majority of events held by a branch; however, a minimum of one event per year must be Level 1. It requires event copy in the Sentinel and the Crier and for the NMS to be charged. There is a standard 3 hour conflict zone in effect for Level 1 events (see Conflict Zones below); however, events can conflict if both branch seneschals agree to the conflict.
How to register a Level 1 Event:
- (Optional) Section A of the Tir Righ Date Reseveration/Event Information Form (045) may be sent to the Principality Calendar as soon as a date is selected. This form needs to be signed by the warranted seneschal of the sponsoring branch.
- (Required) A fully complete (sections A & B) Tir Righ Date Reseveration/Event Information Form (045) (paper or fax) must be in the hands of the Tir Righ Calendar Deputy no later than the 21st of the month three months prior to the event date. For example, if your event date is November 15, you must have the form to the Calendar by August 21. Warning note: Because faxes to the Calendar Deputy are by pre-arrangement only, faxed forms left to the last minute may not be able to be processed in time. Section A of this form must be signed by the warranted seneschal of the sponsoring branch, and Section B of this form must be signed the autocrat, Ithra Chancellor or guild deputy (who must be a current SCA member). Please note that if the event is an NSCA-sanctioned event, the autocrat must also be a current NSCA member.
- (Required) Event copy must be sent to The Sentinel, the Principality of Tir Righ's newsletter, AND The Crier, the Kingdom of An Tir's newsletter. DO NOT SEND EVENT COPY TO THE CALENDAR DEPUTY.
The Sentinel: deadline is the 15th, two month previous to month that the event is happening.
Send copy to chronicler@tirrigh.org
The Crier: deadline is the 28th day of the month two months prior to the event date.
Send copy to crier-copy@antir.sca.org.
PLEASE NOTE: before the Crier will accept copy, there must be an accepted Tir Righ Date Reservation/Event Information on file with the Tir Righ Calender.
Event copy can also be sent to the online Kingdom Calendar at events@sca.org
- (Required) Event copy must be publicized to the members of the local branch in whatever method the branch usually advertises local happenings (newsletter/website/email list, etc.).
- (Required) The Non-Member Surcharge (NMS) of $4.00 CAD, $3 USD must be charged to all non-members for whom a full site fee is applicable. For example, if site fees are adults (19 and older), $15; youths (13-18), $10; and children 12 and under are free, then the NMS would apply to all non-member adults 19 years of age and older. If the "full" site fee applies to, for example, all those 16 and older, then the NMS applies to all those who are 16 and older.
LEVEL 2 EVENTS
This is a small, local event (such as a tavern night) that is not expected to draw from outside the branch. Registration for the event goes on the online Kingdom Calendar only; no copy will be published in either the Sentinel or the Crier. (The exception to this is Ithra, which is allowed to put event copy in the Sentinel.) No Level 2 event will be scheduled against a Level 1 event that has already been registered and is within the Conflict Zone, and Level 2 events cannot claim conflict with another Level 2 event. - (Optional) Section A of the Tir Righ Date Reseveration/Event Information Form (045) may be sent to the Principality Calendar as soon as a date is selected. This form needs to be signed by the warranted seneschal of the sponsoring branch.
- (Required) A fully complete (sections A & B) Tir Righ Date Reseveration/Event Information Form (045) (paper or fax) must be in the hands of the Tir Righ Calendar Deputy NO LATER than two weeks before the date of the event. Warning note: Because faxes to the Calendar Deputy are by pre-arrangement only, faxed forms left to the last minute may not be able to be processed in time. Section A of this form must be signed by the warranted seneschal of the sponsoring branch, and Section B of this form must be signed the autocrat, Ithra Chancellor or guild deputy (who must be a current SCA member). Please note that if the event is an NSCA-sanctioned event, the autocrat must also be a current NSCA member.
- (Required) Event copy must be publicized to the members of the local branch in whatever method the branch usually advertises local happenings (newsletter/website/email list, etc.).
LEVEL 3 EVENTS
These do not need to be scheduled with the Tir Righ Calendar. Level 3 Events include: council meetings, dance practices, A&S meetings, armoured combat/fencing/archery practices, armouring nights, sewing nights, planning meetings, and similar type gatherings. - (Required) Meetings must be publicized to the members of the local branch in whatever method the branch usually advertises local happenings (newsletter/website/email list, etc.).
CONFLICT ZONES
There is now a standard 3 hour conflict zone in effect in Tir Righ for Level 1 events only. There is NO conflicting with Kingdom Crown or Coronation events, or Tir Coronet or Investiture events, without written permission from either the Kingdom Seneschal and the King & Queen (for Kingdom events) or the Tir Righ Seneschal and the Prince & Princess (for Tir Righ events).
The following exceptions to the Conflict Zone rules are:
- If a branch is holding their annual "prime" Level 1 event then the seneschal may apply to have the conflict zone expanded for that one event.
- Branches within a conflict zone may agree to conflict - both seneschals must be in agreement and must notify the Calendar Deputy that they have agreed to conflict.
- Level 2 events may not claim a conflict zone with other Level 2 events, and cannot schedule against a Level 1 event that has already been registered for that date and is within their conflict zone.
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