How West Kingdom Calendar Dates Are Set

Step One:

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:
spacer All Kingdom Crowns & Coronations All Principality Coronets & Investitures
  2 Collegium Occidentalis events Arts & Sciences Tournament
  West/An Tir War 2 Mists/Cynagua Wars
Mists Bardic  
  Other West Kingdom events, as determined by the Kingdom Seneschal

The calendar may also include:
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War Collegium

Mists Games
  Mists Spring Banquet  
  Inter-Kingdom Wars and Events
spacer(i.e., Estrella, Gulf War, Lillies War, Pennsic & Great Western War)

Step Two:

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 seneschals@westkingdom.org.

Step Three:

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 seneschals@westkingdom.org, published in the Page and posted on the West website.

Stage One - The Kingdom Seneschal opens the Kingdom Calendar on September 1st for each group to request ONE event date. Groups submitting date requests prior to the published “stage one” date will have their requests returned with no action taken.

Stage Two - The calendar opens up November 1st for groups to request additional dates on the calendar. Groups submitting multiple date requests prior to the published “stage two” date will have their requests returned with no action taken.

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 calendars.

What Constitutes A Date Conflict?

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.

  1. No group may conflict with a Kingdom Crown or Coronation. 
    • Exception to Rule: Principality of Oertha, groups located within Oertha, and the Baronies of the Far West and Earngyld may request in writing a waiver from the Crown to hold an event on one of these dates.  This is addressed on a case-by-case basis.

  2. No group within the borders of a Principality may conflict with a Coronet or Investiture of that Principality (i.e., Fettburg may not hold an event on the weekend of Cynagua Coronet).  Additionally, groups within the borders of the Mists may not conflict with Mists Bardic, Mists Games or Mists Spring Banquet.

  3. Groups within a close proximity to another group may not hold an event on the same date that is similar in nature. (i.e., Westermark Feast on same day as Southern Shores Feast)  A feast and an archery tourney may both get approval for the same day.  Each request is reviewed on a case-by-case basis.

  4. Groups located within the borders of the Marches may conflict against Principality dates. (i.e., Allyshia may hold an event on the day of Cynagua Coronet)

  5. Groups may conflict with the following events: (this is not necessarily a complete list) Collegium Occidentalis, Heralds Meetings, Heralds Collegiums, War Collegiums, West/An Tir War, Arts & Sciences Tourney, Ducal Prize and Inter-Kingdom Wars (GWW, Estrella, etc.)

What Must Be Included In Your Event Date Request

  1. Group Name
  2. Seneschal Name
  3. Event Name
  4. Type of Event (i.e., feast, tourney, A&S, etc.)
  5. At Least Two (2) Date Choices
  6. Location of Event if the site is not within the defined borders of the group (i.e. Westermark event held in Gilroy,

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.

Event Copy

All event copy is to be sent directly to the Chronicler, chronicler@westkingdom.org 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 website.

What is an Unofficial Event Covered by SCA Insurance?

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.

How Demos Are Handled?

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.

 
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Webbed by the West Kingdom Web Minister,

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This page last updated:  26 August, 2006 13:46