[Namron] MedFair Planning Meeting Minutes

[Kolfinna Egilsdóttir via Namron]

*2017 Norman Medieval Fair*

*Full Team Planning Meeting*

*14 November 2016*



Thank you to everyone who attended last week's planning meeting, or watched
the live stream on Facebook. I've heard so many great ideas already; keep
them coming and we'll integrate as many as logistically and financially
possible. This is YOUR demo; let's make it a great one!


*Volunteers Count!* We would like for volunteers throughout the entire week
to sign in so we can track the number of participants. Sign-in sheets will
be located at convenient points throughout the SCA Embassy. Nothing fancy,
just your name and where you’re from.


*Setup Schedule: *Pavilion setup will begin on the *TUESDAY *before the
Fair. That gives us three days to set up. We have a larger area to cover
this year, and waiting until Thursday to set up all of the pavilions and
activities could be disastrous, and definitely would be exhausting. We’ll
break up the schedule based on pavilion and manpower availability. On site
security *will* be present this early in the week.


*Budget: *In the past, a huge portion of our demo has been funded by member
donation. We are always awed by, and grateful for, the Northern Region
populace’s commitment to The Dream! This year, we would like to relieve a
little of the financial burden on the Populace, however, and are looking at
a few minor changes that will also allow us to focus more on presenting a
focused, membership-driven demo. Those changes include:

1.       *Minimizing printing costs.* Our recruitment team will have
targeted marketing materials available for patrons who are interested in
specific aspects of the SCA as opposed to mass-scale generic materials.

2.       *Reducing the number of “take home” items for patrons.* Our focus
this year is on activities and entertaining demonstrations, with a strong
emphasis on hands-on demos.

3.       *Adherence to budget. * At this time, we have a small budget that
will be apportioned according to need. As you can imagine, the entire
budget could easily be spent all in one area quite quickly! As we move
forward through the planning phases, I will be available to consult with
individual groups on specific funding requests.

*Hospitality tent:* We will have a hospitality tent open to SCA volunteers
in garb for all three days of the fair. At this time, we are not certain if
electricity will be run to it as we are still finalizing the Embassy layout.


*Land allotment:* We have MORE space this year! That means new additions to
our SCA Embassy!


*Tavern: *We will have a pre-packaged non-alcoholic beverage tavern for
fair patrons this year. The tavern will have tables and chairs for patrons
to relax and enjoy entertainment on our dedicated Bardic Stage!


*Combat Archery Demonstration: [Currently in the works]* A hands-on archery
demonstration and activity.


*Drumming & Dancing:* We are relocating our drumming & dancing pavilion
this year so we can add seating for the audience and improve traffic flow.
In addition to Middle Eastern performances, we will also have taiko
performances throughout the weekend.


*On-site Recruitment Staff: *This year, we will have a dedicated tent for
recruitment. This is where the majority of marketing materials will be
retained. We will provide special baldrics for those who wish to be
“walking information booths.” The tent will have seating for patrons and
will include generalized SCA displays.


*Pre-event recruitment training: *We all like to talk about SCA, but doing
so throughout a demo as large as this one is a little different. A joint
team from the Baronies of Namron and Wiesenfeuer will be putting together
some short videos on topics like “Assessing Patron Interest” and “How to
Explain the SCA in Less than 60 Seconds.” It is our hope that these videos
will be useful for delivering effective introductions to the SCA without
overwhelming prospective members.


*SCA Academy:* We would like to offer short, 15-30 minute workshops to the
public. A&S classes that are project-oriented and that patrons could finish
when they attend a meeting are encouraged, as are “SCA 101” type
presentations. Anything on combat forms would most likely be well-received,
too.  Lady Kersten (Sara Day, Namron MoAS) has volunteered to coordinate
this project.


*Tents and Pavilions: *Since we have a little more room to stretch out,
additional period tents and pavilions are needed. If you have one
available, please contact Kolfinna as soon as possible so we can assign
space for new activities!


*List Entertainment: *Our fighters are the biggest draw that we have at
Fair, so put on your war faces and get ready to entertain! Snazzy
introductions, dramatic combat, and pandering to the audience are strongly
encouraged! Tokens or favors for young audience members are appreciated,
and if someone would like to coordinate making them at a reasonable cost,
let me know. Remember, budget, budget, budget J


*Small Planning Groups: *I will be setting up some Facebook groups for
volunteer sign-up and planning specific areas such as bardic, academy, and
the list. Keep an eye out for those and be sure to share information with
SCAdians who are not on Facebook. I will post as much information as
possible to the Namron email list, so feel free to share that, too.


*Kingdom Calendar: *At this time, there are no events on the Kingdom
calendar that conflict with MedFair. We will be inviting our Central
neighbors to join us for the weekend, so keep your fingers crossed that the
calendar remains clear and then start recruiting friends south of the
border to come join us! We especially need fighters of all ages and types
on Friday and Sunday. Crown presence will be requested, but we won’t have
confirmation until much closer to the date.


*Coordinator Positions to be Filled:*

                Setup/  Teardown

                List Schedule

                Combat Marshall

                Martial Weapons & Combat Displays

                Waterbearing

                Crash Space Coordinator

                Court Musicians Schedule

                Site Maintenance



*Coordinator Responsibilities:*

1.       Recruit SCA members to help in your assigned area.

2.       Ensure adequate staffing throughout all three days of the Fair.

3.       Communicate budget, infrastructure & staffing needs to Kolfinna.

4.       (If applicable) Provide schedule of activities for approval by
Leadership Committee 60 days prior to the Fair. This deadline is to ensure
that our activities are printed on the Fair schedule of events.

5.       Make sure your people eat, hydrate, and eliminate.

6.       Coordinators are NOT obligated to remain at the assigned area for
the duration of the Fair! Just lend a hand by …coordinating… the things!

*Contact information:*

                Kolfinna Egilsdóttir (aka Kara Hoyle): Find me on Facebook

                Email me: kolfinnaofthehorde at gmail.com

                Find me at the following events: Wiesenfeuer’s Yule,
Winterkingdom, Provincial Games, Canton of Haldtre Demo at SWOSU, or at
Gulf Wars for last-minute stuff.
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