Resources for Event Stewards
Discover the essential steps to ensure your event runs smoothly and efficiently, from initial planning to final execution. To get started click on the button to download a PDF of the Event Preparation Checklist and Timeline.
Resource Overview
Empowering Event Stewards
Welcome to The Kingdom of the West. Whether you’re a seasoned event steward or new to the role, we are here to help. This site contains the resources you need and is designed to help you navigate the complexities of event organization. Adhering to our recommended timeframes will ensure your events are well-planned and executed with as few set-backs as possible.
Our website is dedicated to providing you with the tools and knowledge needed to plan successful events. From initial planning stages to the final wrap-up, we cover every aspect of event management. Remember, while our suggested timeframes are ideal, flexibility is key, and adjustments may be necessary based on specific circumstances.
Volunteer as an Event Steward
Step 1
12 Months Before
- Date set by Seneschal via Kingdom Calendar Policy
- Site located and booked.
- Feast Planner/Head Cook selected (if needed)
Step 2
6 Months Before
- Confirm contract signed by Seneschal and received by the site
- Read the contract
- Confirm any deposit required was sent in by the Exchequer and received by the site
- Insurance request requirements- full instructions for the request can be found here.
Step 3
3 Months Before
- Determine Activities- work with the officers and the Royalty. Keep in mind certain events have specific activities that must happen that are not the “main event”. For example, the Lord Defender Tournament at Cynaguan Spring Coronet, ; the Kingdom Rapier Championship and the Bard of the West competition at Beltane Coronation.
Step 4
2 Months Before
- Submit Page copy and website/sm copy
- Advertise Event
- Organize event staff and helpers
Step 5
1 Month Before
- Check in with Officers
- check in with Site Contact
- Place orders for port-a-potties/wash stations, dumpster and other equipment
- Ensure support system is in place
- Continue to promote event (social media, at other events etc.)
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Step 6
1 Week Before
- Communicate any last-minute changes/updates to the appropriate officers/royals/populace
- Check in with Volunteers to reconfirm
- Check in with Site Contact
- Finalize Site Layout
Step 7
1 Day Before
- Get the Keys and/or instructions from Site Manager
- Last-minute communications, announcements, and updates
- Gather and Pack Equipment and Supplies
- Plan leave time early enough to arrive at site by 8am
Step 8
Day of (Set-up)
- Last Minute Check of Communications
- Meet with set-up crew to discuss set-up plans and duties throughout the event
- Meet with Site contact if needed
- Put up directional signs
Step 9
During
- Remain Accessible-do not leave site. Send someone to get things if items are forgotten, run out etc.
- Ensure volunteers are checking the port-a-potties
- Ensure glowsticks get into each port-a-potty every night at dusk
- Get on court business via the herald for announcements as needed
Step 10
End & Follow-up
- Meet with clean-up crew to discuss clean-up plans
- Remove all signs posted on the port-a-potties/dumpster
- Give all lost and found to Constable
Additional Resources
Event Copy Submission Guidlines
Insurance Ordering and Information
Information for Merchants and how to contact the Merchant Coordinator