The Official How to Send in Event/Demo & Fighter Practice Waivers
Contributed by HL Ambra da Monte, Kingdom Waiver Secretary and Nadezhda Volynskaiia, OP
Waivers and sign-in sheets must be sent to the Kingdom Waiver Secretary within 30 days of the event or demo, except for fight practice waivers, which should be sent in quarterly.
Here's how to sort them.
- Two copies of the completed cover sheet
- Original Gate Sign-in sheets, numbered and paper-clipped together
- Adult waivers, paper-clipped together
- Child waivers, paper-clipped together
- The entire bundle would then be clipped together and sent to the Waiver Secretary. Please do NOT use staples.
Example:
Branch AnTir holds an event on the weekend of October 15-17,2002 called Tourney Tourney. Total attendance is 105, with 20 adult waivers and 3 children waivers being collected.
The following would be sent to the Waiver Secretary:
| Branch: | AnTir |
| Event: | Tourney Tourney |
| Date: | October 15-17, 2002 |
| Total Attendance: | 105 – 5 gate sheets attached |
| Total Adult Waivers Attached: | 20 |
| Total Child Waivers Attached: | 3 |
| Autocrat: | Her Ladyship So and So |
| Submitted by: | Lady Whosit (please make sure this is printed and legible!) |
The ORIGINAL sign in sheets, numbered 1-5 (25 signatures per page), paper clipped together. The 20 adult waivers paper clipped together. The 3 child waivers paper clipped together.
Please see a current copy of the Crier for the mailing address of the current Kingdom Waiver Deputy.
If this seems like too much work on your end, imagine receiving bundles of non-sorted waivers from the 86 (or so) branches in the Kingdom, all of whom have weekly fighter practices and 1, 2, 3 or more events a year. Sorting them on your end of the process should take little time and is greatly appreciated.
The cover sheet is recommended. It is appreciated typed, but hand written is accepted.
Some helpful hints:
One branch has started a policy for gate which seems to be working for them. Gate sign in sheets are colored depending on who is supposed to sign them. Blue is for blue card members, white is for white card members and pink is for signing in any non-members. On the clipboard with the white adult gate sign in sheet are also a waiver roster. On the clipboard with the pink gate sign in sheet are single child waivers. It means more clipboards but their exchequer has found it makes the NMS policy easier to report on AND makes the waiver reporting much more simple! Also make sure you have columns for adult y/n, minor y/n, member y/n, comped y/n – it helps with tallying the totals!
In the event that waivers were not collected or are missing, please report this fact as follows:
Fill out a Waiver Cover Sheet. Note the following in a blank space on the page:- Modern and SCA names of the autocrat, seneschal and exchequer at the time of the event.
- Detail the sequence of event surrounding the disappearance of the waivers. Were there waivers collected and if so, who do you know had them.
- Detail the efforts that have been made to find them - have you contacted the autocrat and any other person who had charge of the waivers - are you unable to find the autocrat (they have moved), or the autocrat had them but can't find them - they may be in a box and people will look for them as boxes are discovered but nothing has been found as of yet etc.
- Are there gate sheets and or sheets that show who prepaid to attend so that we have at least those items - if yes, send those along with the cover sheet.
If you send the waiver deputy one cover sheet for each of the events, she will be able to log the fact that you looked and will continue looking as you uncover boxes belonging to the branch.
Should waivers be recovered at a future point, please send them along with new cover sheets and mark on the cover sheet in a blank area "These will replace the "lost" notification sent to you on *date*".