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How to Steward an Event - Part 2: When and Where

© Megan McConnell

So - you have come to the decision to steward an event for your group. You now have some big decisions to make:

1. What sort of event shall you hold? (camping, 2 day, feast/dinner only, luncheon) 2. When shall you hold the event? 3. Shall you cater - or will people need to provide their own food? 4. Where shall you hold the event.

All of the above questions are interjoined, and their answers will help to determine the answers to the other questions. I have actually listed the questions in the order in which you should ask them - as this is a logical order.

What sort of event shall you hold

This is where you decide the basic form and theme of your event. If you decide to hold a camping event, then there are certain facilities you will need at your venue that you would not need for a day only event - or even a feast/dinner. A luncheon event will have different requirements if you have a picnic-style or a sit down lunch.

Under this question, you should also look at what will be offered at your event - dancing? orchestra, or musicians? a tourney? is it part of a war event? some special ceremony?

Again - these questions will influence your venue, the catering and when you hold the event.

When shall you hold the event

I like to give myself 5 - 6 months lead time to an event so that I can plan and ensure that I get the venue I want. It also gives me time to get the word out to those who would be interested in attending.

If your event is part of a regular ceremony, you may have no choice as to the date - however usually you will need to adjust your date against the availability of the venue.

Shall you cater - or will people have to provide their own food?

This is very important. Your answer to this will determine the venue, the facilities needed, and the price of the event. It will also determine whether you will need a Head Cook and team or not.

There are some events that catering is not really feasable for - camping weekends being one of these.

However, with many events you may wish to provide at least something to nibble on (like bread and cheese, tea and coffee and cold drinks) or even a full meal.

Of course, you will also need to be aware that if you are going to cater the event, you must include in your calculations that some people may still wish to bring their own food for one reason or another (vegans spring to mind).

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