Special Events

Scheduling Your Events • Deposits • Special Combat Activities

We have some very cool Special Events happening at GWW including a Drum and Dance Circle hosted by Duchess Faizeh, the annual Taste of Caid for those who want to sample the fruits of our most talented brewers, and as part of the Great Western War Arts and Sciences competition the first annual Monarch's Feast! Cooks from all over the Known worlde are invited to show off their talents and favorite recipes. All experience levels are welcome! (Rules are forthcoming) We have a bevy of other events planned, guaranteeing that there will be something for everyone!

We Want You!

Special Events is seeking Dancers, Musicians, Actors, and Bards to perform at various locales throughout the site, providing entertainment for the populace as they wander around this truly beautiful site. Demos are also welcome. Do you want to have a dance? Do you have a special contest you want to run? Let us know! If you are interested in performing, contact the Special Events Steward, THLady Catherine Ainsdale of Lancashire, specialeventscaid-gww.org.

Scheduling Your Special Events

If you are planning a wedding or other party onsite that will include non-SCA members in attendance, YOU MUST CONTACT SPECIAL EVENTS in advance.

There are two types of special events at Great Western War. The first type includes activities that do not considerably effect the operation of the War and are thought of as normal activities of the SCA.

Type 1 Special Events

These activities may include but are not limited to:

• Tournaments
• Classes
• Guild Meetings

These are events that are not being sponsored or hosted by Great Western War XI.

The staff of GWW XI asks that, if you are hosting a Special event of this type you please contact the Special Events Steward to make sure that your event is scheduled properly and that all requirements are being considered. These activities do not require any deposits or special fees.

Type 2 Special Events

The second type of Special Event includes any activities that are personal in nature or that will impact the War or its operation by including extra guests. These activities include but are not limited to:

• Weddings
• Handfastings
• Vigils
• Special dinners or parties

The Great Western War staff reserves the right to determine what category of Special Event yours falls within and whether or not it will require the deposit.

Requirements

For Type 1 events:

• All activities must follow all SCA and County rules and requirements.
• All tournament hosts must observe and enforce all of the requirements for standard SCA Combat as detailed in the Caidan Marshallate Publications.

For Type 2 events:

• A $250.00 refundable deposit will be due to the Special Events Steward by August 31, 2008. (See below for more details regarding the deposit.)
• Event hosts must provide their own "Check-In" person to assist at the War's front gate. This person will only be required for the period of time it takes for your guests to be checked in.

For either type of event you must reserve your special event area in advance with the Special Events Steward. Special Event Areas include but are not limited to: Ramadas, battlefields, large encampment sites, War activity pavilions, etc. At the end of this article you will find a list of information that will be required if you'd like to reserve an area. Please compile this information and return it to the Special Event Steward as soon as possible. Reservations will not be accepted after the close of Great Western War Pre-Registration, August 31, 2008. (After that date your guests will be required to pay the full amount at the front gate and your activities will still be expected to comply with all of these guidelines)

Electronic or hard copy Special Events information may be forwarded to Special Events Steward, THLady Catherine Ainsdale of Lancashire, specialeventscaid-gww.org

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Deposits

• Please make your deposit check, in the amount of $250.00, payable to: SCA Inc. - Kingdom of Caid
• Your Special Event site/area will be inspected at the end of the War or before being used by another special event. If it is found that the site has been left in acceptable condition and that no additional clean up or repairs will be required you will be approved for a complete refund.
• We will make every effort to give you notice of concerns so that you can make arrangements for clean up or repairs yourselves. Clean up and repairs must be completed before the next Special Event at that area or before the end of the War, whichever comes first.
• If a deposit is not refunded in whole, you will be provided details of the reasons why.
• All refunds will be conducted after the War and before October 31, 2008.
• We suggest that you inspect your reserved area before your event and bring any concerns to the attention of the Special Events Steward before your event or activity.

Gate Fees

• All guests who are attending the Special Event only will be charged a $10.00 Event Entry Fee.
• This fee covers entrance to the park, and entrance to the War.
• Fees must be paid by the hosts (you) before the close of Great Western War pre-registration (August 31, 2008) and must include a list of the names of all (special event only) guests.

Special Event Site Tokens

At gate your guests will be given a very simple and inexpensive site token when they check in. If you would like to provide your own Special Event site tokens we will be happy to use them. Tokens should be easily visible on your guest's person (not something they must dig out of a pocket or handbag) and not easily lost. These tokens must be approved by the Special Events Steward in advance of the War.

Check-In Person

On the date of your event your "check-in" person should arrive at the War's front gate 1-2 hrs before your scheduled Special Event or in plenty of time to check in your guests. They will receive a "check-in" packet that will include Special Site Tokens and parking passes that they will hand out to your guests. If your Special Event Check-In person does not show up at Gate your guests will be processed just like the other War attendees and charged the full War Fee.

Special Deliveries

Special arrangements can be made for deliveries of services or equipment for your event. Should you choose to engage any special caterers, service providers, entertainers etc. please make sure that they understand our requirements. If these folks will be on site during your event they will be expected to wear appropriate garb and observe our rules and regulations.

Reservation Information

Please send this information with your deposit and guest fees to the Special Events Steward no later than August 31, 2008. These areas are assigned on a first come first served basis. We suggest you get your request in early.

• Your mundane and SCA names and complete contact information: Including a description of where you will be camped at the War and how to reach you on site
• A Complete Description of your event including start and end times
• Description of the area you'd like to reserve
• Special Event Only Guest list
• Check-In Person identification
• Waivers: Everyone who does not own a BLUE SCA membership card will be required to complete a waiver.
• Sample of Special Event Token, if you choose to provide your own
• A list of Caterers, Equipment Rental Companies, Entertainers etc. who will be coming on site for your event and what times we should expect them

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Combat Activities in Individual Campsites

The following requirements MUST be followed when hosting a fighting activity in individual campsites:

1. There must be enough land allocated to allow for a legal-size eric (30' x 30' minimum). If there is not enough land allocated for an eric and pavilion's tents, etc, then no combat activities may be held.
2. Two marshals must be present at all combat activities. The group hosting this is responsible for obtaining the proper marshals.
3. All combat activities in individual campsites MUST be cleared through BOTH Special Events and the Earl Marshall. NO EXCEPTIONS.