How West Kingdom Calendar Dates Are Set
The Deputy Kingdom Seneschal, Keeper of the Calendar, prepares a proposed Kingdom Calendar in April each year for the following year (i.e., April 2002 for 2003 Calendar). This proposed calendar includes:
The calendar may also include:
The Kingdom Seneschal, Principality Seneschals and the Crown then review
the calendar. Once the calendar is approved it is returned to the Keeper
of the Calendar for distribution to all seneschals via email@example.com.
Group seneschals are notified by the Kingdom Seneschal when the calendar will be opened for date requests. These notifications are sent to all seneschals via firstname.lastname@example.org, published in the Page and posted on the West website.
All date requests are to be sent to the Keeper of the Calendar following
the guidelines below. The Keeper of the Calendar will then review the
date request for the completeness of the request and any possible conflicts
with other events and notify the submitting seneschal of the disposition
of the request. The Keeper of the Calendar will notify the Kingdom Chronicler
and Web Minister of approved date requests for publication in the appropriate
Here are some basic rules in regard to date conflicts. All event date requests are looked at on a case-by-case basis, so some of these rules may not apply to all groups and/or events.
What Must Be Included In Your Event Date Request
The Rules and Regulations for Requesting Calendar Dates:
All event date requests (convenient form here) must be sent directly to the Deputy Seneschal, Keeper of the Calendar, with “Calendar” in the subject line. The contact information for this person is published in the Page in the Regnum under Seneschal. Requests sent to the Kingdom Seneschal, the Chronicler, or the Web Minister will be forwarded to the Keeper of the Calendar. This will cause a delay in the review of your request.
All event date requests must be submitted by the group’s seneschal or deputy seneschal, as the seneschal is the legal representative and the final authority regarding events sponsored by a group. Event date requests sent by autocrats will be returned, no exceptions.
All event date requests must be received no later than the 15th of the month two months prior to your event month (i.e., an April event would need to be requested by February 15th). This will insure that the Keeper of the Calendar has time to review all requests, respond back to the requestor and forward the dates to the Chronicler prior to the newsletter deadline (i.e., the first of the month prior to the month of the event – March 1st for an April event). Date requests sent after the deadline will be returned unapproved. If you do not receive either a confirmation, denial or request for further information within a week of your request please re-send your request or phone the Keeper of the Calendar (the email might have gotten lost in cyber space).
It is the responsibility of a group’s seneschal to contact the Keeper
of the Calendar immediately if an event is going to be cancelled.
The Keeper of the Calendar will then send the information to the Chronicler
and Web Minister. This will insure that the date is available for other
groups and the Chronicler will not be waiting for event copy that isn’t
going to arrive. The Kingdom Seneschal will be informed of any group
not following this policy.
All event copy is to be sent directly to the Chronicler, email@example.com prior
to the published submission deadline, to be included in the Page. The
Keeper of the Calendar will not forward event copy. Requirements for
submitting event copy are listed in the Page and posted on the West Kingdom
An Unofficial Event Covered by SCA Insurance is an event that is on the
official Kingdom Calendar where event copy is not published in the Page
but event copy is published in a newsletter of an official local branch
of the SCA. Kingdom, Principality and Baronial Awards of the SCA may
not be given out at unofficial events. If for some unforeseen
reason a group hosts an event that is not listed in the Kingdom Calendar
but has been published in that groups newsletter it is the responsibility
of the seneschal to notify the Keeper of the Calendar and/or the Kingdom
Seneschal immediately so the event can be recorded as covered under this
section for insurance purposes.
Demos should be published in the Page or a newsletter of an official branch of the SCA to be covered by SCA Insurance; in most cases this is not possible. Therefore, if a group is performing a demo that is not published in the Page or a newsletter then flyers must be prepared and distributed to the local group. A copy of this flyer must be sent to the Kingdom Seneschal for official records. This will insure that groups have appropriate insurance coverage.
This page last updated: 26 August, 2006 13:46