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Useful information for Members Running Events

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Cancellation Policy

This policy will apply to all events run within/by the Barony of Eplaheimr unless otherwise stated. It may be waived at the sole discretion of the Event Steward on a case-by-case basis. This policy is necessary to ensure that the hosting branch does not make a loss on events due to people cancelling.

Attendees cancelling more than 3 weeks before the event: No cancellation fees.

Attendees cancelling within the 3 weeks before the event: A fee will be incurred and may vary between events, subject to the autocrat’s discretion.

Attendees who fail to cancel and do not show up for the event: The full price for the event will be required.

A cancellation email should be sent to the Event Steward as early as possible to help ensure any fees incurred are kept to a minimum.  Cancellations due to sudden infectious illness, and other unexpected emergencies may be partially/fully waived at the discretion of the event steward.

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SCA Insurance

Insurance for the SCA is arranged and negotiated by the CiC (legal entity covering UK and Ireland).  If you require a copy of the insurance document to show to a prospective venue, please get in touch with the CiC to request it.

 

This is the current procedure to follow with regards to insurance coverage for Events and gatherings:

  • Paid members are covered even if they just walk-in to an event without pre-booking.  Obviously certain events will require pre-booking, which we encourage all members to do.
  • Non-members and newcomers still have to have insurance coverage arranged for them.  They have to pre-book up to 3 days before an event or gathering.  3 days before the event, booking for non-members must close, and the list of pre-booked non-members should be sent to insurance@insulaedraconis.org
  • All non-members need to supply the following information when booking, in order to arrange insurance coverage: Full Name, Date of Birth, Postal Address
  • At events and gatherings, there must be a sign-in sheet for all members asking for SCA Name, Membership Number and Signature. This is to gather the list of all members who were present on the day/weekend.  Immediately after the event, an image/scan of all the pages of the sign-in sheet should be sent to chair@insulaedraconis.org where it will be kept as a record in case an insurance issue may arise.  A blank sign-in sheet is available to download on this page.

Event Stewards and Staff Resources