Winter Revel and Rapier Tourney proposal – 10 August 2019

Winter Revel and Rapier Tourney proposal – 10 August 2019

Description of event

Informal music evening with potluck supper preceded by a rapier tournament in the afternoon.

The intent is to hold a rapier tourney in the afternoon outside on the grass area next to the church (or inside if the weather is wet). After the tournament we will move inside and have an informal potluck dinner and a relaxed evening with some music, dancing and singing. We will set a few tables up for the food and set up groups of chairs around smaller tables/chests to create a more informal atmosphere and encourage movement and mingling. It is not intended that everyone will sit silently and watch the musicians at all times.

The stage area will be used for musicians and performers, leaving the main hall area free for dancing and socialising.

Details

• Steward: Griete van Groningen

• Deputy steward: Elyna Delynor

• Rapier co-ordinator: Ludwig von Ravensburg 

• Date: Saturday 10 August 2019

• Time:

• site from 1pm-11pm

• event from 2pm-10pm

• Location: Old St Michael’s Church – Henderson (see photos at the end of proposal)
  2 Mt Lebanon way in Henderson.

• Price: $10 for an adult SCA member, $12 for non-members, $5 under 15yo, free under 5yo.

Budget

Break even of 30 adults.

30 is quite high (15 or 20 would be safe) but not un-achievable.

We'd like to keep the price low, and do our best to get some new faces along. With that in mind, we've set a high break-even, with the intention to scrape a tiny profit or make a small loss. The group doesn't stand to lose much money (less than $150, even if we only got 15 people), and right now we need new faces much more than we need more cash. 

Prices

• Adult SCA members: $10

• Adult event-members: $12

• Youth (5-14 yrs): $5

• Under 5: No Charge

Bookings

Through the website as usual, or pay at the door (easier to bring extra people if they can make a last-minute decision). Will need someone to sit at gate.

We will need to let people know there are very limited cooking facilities on site and to bring food that will be appropriate.  

We also propose to suggest people bring period food if possible, but not make it mandatory.  We will provide some suggestions for easy period-ish food people can purchase in the supermarket for those who don’t want to make a dish, and some easy recipes for those who would like to try their hand at this but don’t know where to start.

Booking form to include list of items to bring (e.g. feasting kit).

Need to include on booking form: “Can you help carpool?” and “Do you need a ride?”

And include “Photos will be taken for use on social media.  Please check this box if you DON’T want your picture used.” 

Booking form will include something along the lines of “If you would like to play with the musicians for the evening, please contact Elyna.” And “We’re looking for people who would like to provide some entertainment – if you would like to sing, tell a story, play some music, please tell us about it here.”

Also: need to add to booking form any info Patrick needs from people for rapier participants.

Advertising

We will need to advertise this asap and on all channels available given this is less than a month away.

List on:

• Meetup

• Website

• Facebook group

• Instagram

• Mailing list 

Advertise that tabards are available for those without garb - anyone who attends must wear at least a tabard. ‘Participation not audience’.

Gear

It won't need all the group gear, but it'll need at least a carload - tablecloths, banners, a few platters, cleaning gear, carafes, and loaner feast-gear for guests.

Note that the hanging lanterns cannot be used at this site as there is nowhere to hang them.

Site:

Old St Michael’s Church at the Corban’s Estate Art Centre in Henderson.

This is an old deconsecrated church that has a seated capacity of 50 people - it has tables and chairs and a small kitchenette.  

RESOURCES ON SITE

• 50 folding chairs

• 10 trestle tables

• Toilet facilities with disabled access

• White board

• Small kitchenette with a fridge, dishwasher, microwave oven and zip

• Some glassware, crockery and cutlery