How to Steward an Event - Part 1; Basic Terms, and Planning

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Jun 22, 2001

So, you want to run an event (or: a simple little sit-down dinner for me and 200 of my closest friends).

One of the things that makes re-enactment what it is, is the events that we run. Everything from a week of war, to an evening of merriment at a dinner or a ball.

However, the quality of these events often goes from wonderful to dismal and the reason for this is lack of experience. All too often, I have had to pay top dollar to attend an event, and then had nothing to eat due to insufficient catering, or (even worse) have heard of events from other groups where the attendees had to pay extra when they arrived because the organisers did not specify what was included in the entry price (or miscalculated on costs).

In this series of articles, I shall be taking you step by step through the planning and running of events - starting from events that are just an evening (a ball or a dinner) and going right through planning for a week's camping event.

I don't claim to be an expert in this - however I do have many years’ experience in planning and running events and in all the events I have run, I have never, ever made a loss. I would also ask you to excuse some terms that I may use - as I am with the SCA, I may use terms that I am familiar with, so I will explain them now, and the roles that they will fulfil at the event.

Steward/Autocrat - the person whose name is on the paperwork and is in charge of the running and planning of the whole event. Insert "God" and you will have some idea of the importance of this person. First one there (by several hours) last one there (again - by several hours)

Head Cook/Feastocrat - if you are running a catered event, this is the second most important person at the event. Without them, nobody gets fed. Be nice to your cook. This person will sit with the Steward and plan the menu according to the budget they are given, and is responsible for all shopping, and cooking and for ensuring that the kitchen facilities are left clean. Suggest to them what sort of food theme you are looking for, and if you want anything special but most of all LISTEN to what they have to say. A good Head Cook

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