Mysteries of event forms and waivers explained
Contributed by Baroness Khalja Khorkhoi
So much confusion. So little explanation.
The Kingdom of An Tir Event Information form is the only required form to get your event on the kingdom calendar. This form needs to be completed and mailed to the Kingdom Calendar deputy (check the Crier for current contact information).
The form is also required for event copy to appear in the Crier. (Copy has to appear in the Crier in order for business requiring prior announcement to occur, like awards given by the Crown, Kingdom law changes, etc.) You should have the form filled out and sent in prior to the Crier publishing deadline for the month in which your event occurs. In most cases, this is by the 28th, two months prior to your event date. For example, your event date is August 1, send in the form by June 15th.
The form asks for information about the event site, your branch seneschal, you (the autocrat), and the warranted officer who will responsible for the event. In most cases, this will be your branch seneschal, but if that individual is unable to attend the event then whichever warranted branch official they designate should sign the form.
It's a really good idea to read the fine print on any form or contract that you will be signing.
The Kingdom of An Tir date reservation form is no longer required by Kingdom. It is a courtesy form for you to fill out and send in to reserve your date ahead of actually obtaining a site. (I know the form says it's required. It used to be. It's not now.)
The form needs to be filled out and sent to the Kingdom Calendar deputy (check the Crier for current contact information). You will still need to send in the Event Information form in order for your event to be an official SCA sanctioned event.
Waivers cause a lot of confusion, especially the ones having to do with minors.
Your event will have four types of attendees (unless its a public demo, but lets not talk about that right now). You will have adult members, adult non-members, minor members, and minor non-members.
Adult and minor members usually sign in on an event sign in form. This is just to have an accurate gate count and help track income from the event. There isn't a required form for this, but there are generic gate forms available for your convenience. If you make your own, include space for sca name, legal name, membership number and, optional, car license plate (especially if this is a camping event.
Corpora requires that all participants execute a waiver when attending SCA events. Members signify that they have done this by showing their "blue card". Non-members are required to sign a non-member waiver each time they come to an event.
There are two types of non-member forms for adults: A single waiver form and the roster waiver form. You or your branch seneschal get to pick which one you'd like to use. My preference is for the roster waiver. Less paper waste.
The Minor's Consent to Participate and Hold Harmless Agreement AKA the Minor Waiver is a required form for non-member minors. This form must be signed by the parent or legal guardian of the non-member minor at every event.Medical Authorization for Minors
The Medical Authorization for Minors form is a form designating an adult at the event, other than the parent or legal guardian, to authorize medical care for the minor in case of an emergency.
A medical authorization form needs to be executed only if the minor is participating in combat activities AND the parent is not present at the event. This form will almost never need to be executed on site, because A.) if the parent is with the child the form is not required and B.) if the parent is not with the child, this form should be filled out ahead of time and sent with proper identification with the authorized adult.
Viscountess Calista, Kingdom Seneschal, issued this memo and this memo to the autocrats list that has more information on the usage of minor waiver forms.