Official events

Official events

“If it’s not official, it’s not SCA, it’s just sparkling historical recreation.”

Society events defined (Corpora II.A)

“The term “Society event” refers to tournaments, feasts, and other activities whereby participants can display the results of their research into the culture and technology of the period in an environment which evokes the atmosphere of the pre-17th century Middle Ages and Renaissance. It also refers to educational activities involving either one-time classes or ongoing Society university organizations, and meetings where participants share skills or discuss the business of the group. All Society events must be sponsored by official branches of the Society, registered with the Seneschal of the sponsoring branch, publicized at least to the members of that branch, and conducted according to Society rules.”

All Society events must be sponsored by official branches of the Society

Official group sponsorship is essentially the group saying “yes, your event can use the SCA’s and the group’s branding and intellectual property.” It’s now an SCA-blessed activity, it’s a barony/shire/hamlet-blessed activity. You can use group resources for it, you can use the group bank account to collect funds and get reimbursed for costs. You can conduct official SCA business there.

If your event is not sponsored by an SCA group, please don’t imply that it’s an SCA activity by using the group name or other SCA intellectual properly. Eg, you couldn’t advertise your backyard practice as Darton’s unofficial SCA fighters practice, because you haven’t been given permission to use Darton or the SCA’s name in this context. The group can’t approve unofficial activities, because that would make them official…

…registered with the Seneschal of the sponsoring branch

This is pretty much part of the process of getting sponsorship of the event – Council or the Seneschal will approve it.

There's a form to fill in - Event proposal form - that means it is automatically included in Pegasus (the Kingdom newsletter) and on the Lochac calendar of events. This goes to the seneschal to approve when you hit the submit button.

…publicized at least to the members of that branch

Advertise your event/activity somewhere the folks from your branch can see it. Your group website, Facebook group, Discord channel, mailing list etc.

You can’t hold an official event that you only invite specific people, like your household to. You could limit numbers that attend – eg you could hold a feast with a cap of just 20 people, but you have to make those tickets available to the members of the branch.

…and conducted according to Society rules.

There are a bunch of rules that apply at SCA events.

• Constitution of SCANZ
• SCANZ Code of Conduct
• Corpora

Requirements for participants at Society events (Corpora II.B)

“Anyone may attend Society events provided they wear an attempt at pre-17th century clothing, conform to the provisions in Corpora, and comply with any other requirements (including but not limited to site fees or waivers) which may be imposed. At business meetings and informal classes, the requirement to wear pre17th century dress may be waived. All participants are expected to behave in an appropriate and respectful manner.”

Individuals in charge of events (Corpora II.C)

"Each Society event must have one Society member appointed by the sponsoring branch in attendance and responsible for the general conduct of the event. Where an event involves only one type of Society activity, the responsible member is the appropriate branch officer, or someone designated by that officer (usually called an Event Steward). Where an event includes a variety of activities, the responsible member is the branch Seneschal, or someone designated by the branch Seneschal (usually called an Event Steward). Events including Society combat or combat-related activities must have at least one warranted marshal, designated by the Marshal of the sponsoring branch, in attendance and responsible for those activities."

Rules that apply

SCANZ Code of conduct

https://sca.org.nz/files/docs/policy/SCANZ%20-%20Code%20Of%20Conduct.pdf

Children and young people (under 18) participation policy

https://sca.org.nz/files/docs/policy/Children%20and%20Young%20People%20Policy.pdf

Minors may attend an SCA event if their Guardian or Nominated Caregiver is also in attendance at that event. The name of the Minor and their Guardian or Nominated Caregiver must be recorded on the booking or sign-in record for events where bookings or sign-in forms are used. At all other events, the Guardian or Nominated Caregiver must ensure the steward or host is aware of the minors who accompany them to that event.

Activities aimed at Minors shall not be titled or advertised in such a way as to imply the person(s) running such activities have been vetted for their suitability to interact with Minors, or that Minors may attend those activities without appropriate supervision from their Guardian or Nominated Caregiver.

Event memberships

1. Every SCA-sponsored event under SCANZ needs every one who is not a member to become an event member for the duration of the event - this means that they are covered by our insurance.
2. This is achieved by completing the Event member sign in form, and paying any applicable event membership fee.
3. The current event membership fee is $5 for each event (including multi-day events)

• Members of SCA affiliates do not have to pay a fee.
• If it is an in-garb event that has a fee, you need to also collect the event membership fee from every person who isn’t a member of SCANZ or an affiliate.
• If it is an in-garb event that doesn’t have a fee, you do not need to collect the event membership fee from non-members.
• If it is a fighters practice, branch business meeting (eg council meeting), A&S meeting etc, then you do not need to collect the event membership fee, even if you need to charge a fee to cover costs of the site

SCA colleges in New Zealand are not under SCANZ’s rules for collecting event memberships, as they are different affiliated organisations. If it is a college-run event, whether in-garb or not, whether there is a fee or not, you do not collect a SCANZ event membership fee.

Kingdom levy

Branch Treasurers are responsible for storing the details of non-members attending an event for the purposes of reconciling the payment of kingdom levies.

Requirements for official events or practices

As per the requirements of Corpora:

1. To be an official event or practice, it must be:
   1. sponsored by a branch of the Society - this means that the branch has to have approved it happening - eg. at a council meeting
   2. registered with the Seneschal of the sponsoring branch - They'll add it to the event system
   3. publicised to at least the members of that branch - advertise it at least to your locals
   4. and conducted according to Society rules - SCA code of conduct, etc.
2. A member must be appointed by the sponsoring branch to be responsible for the general conduct of the event. For practices, this is likely to be the marshal-in-charge.
   1. This person needs to ensure that all required sign-in sheets are collected and forwarded to the relevant officer.
3. Each martial discipline's activities at the practice must have a warranted marshal to be marshal-in-charge for that discipline present at the practice.
4. If your event or practice does not meet these requirements, you cannot conduct official SCA business, such as conducting authorizations.

Fighters practices

1. Practices are events held to teach or practice martial skills.

Requirements to attend a practice

1. You are not required to wear pre-17th century dress at practices.
2. You are expected to behave in an appropriate and respectful manner.
3. You must sign-in to the practice (even if you are not participating in a martial activity).
4. If you are a minor,
   1. You must either have a parent or legal guardian present, or a nominated caregiver designated.
   2. Your parent or your designated adult must remain on site of the practice be able to be reached easily and immediately.

Authorisations=

1. You do not need an authorisation to participate in martial activities at a practice, as practices are where you learn and practice the skills required to become competent so that you can authorise.
2. Authorisations can be conducted at official practices as they are official SCA activities.