Event Steward's Post Event Report

There is not a form for this report at this time. This report should include the financial information from the event (found on the Event Report Form), but should also report any information that future Event Stewards might find useful. For example: what worked, what didn't; problems and how they were handled; any useful information on the site itself; etc. Keep in mind that this report will be seen by many eyes. It is suggested that this be a professional report. As such, refrain from derogatory comments about individuals, profane language, and things of that nature. See Guidelines For SCA Events Within the Kingdom of Atenveldt for the specific officers that should receive this report. In most cases, the deadline is 30 days after the end of the event.

For some advice on writing the report, see Her Ladyship Eden Blacksmith's article, "You Are Not Done Yet!"

Event Report Form

The Event Report form looks very similar to the Event Budget Report form. However, this form is a financial rundown of the actual expenses and income of the event, instead of a projection of the expected expenses and income. Per the SCA Exchequer's Handbook - Local (chapter 8, section VII), this report is to be completed by the Event Steward and the group's Exchequer and submitted within 30 days of the event. Most times this report is completed by the Exchequer; however, make sure you get a copy of it so you can refer back to it in your post event report. Although the Exchequer will be filling it out, you can help by making sure they have received all financial information related to the event. Talk to the following people:

The person running Troll to make sure there is complete information about the number of people that attended, how many adults, minors, and non-members, and how much money was collected. As per the SCA Exchequer's Handbook - Local (chapter 8, section V. A. 9) this reconciliation should have been done at the close of the event (see the "Gate Reconciliation Form" section on the Forms and Reports - During the Event for further information). Make sure this information has also been given to your group's Exchequer if they weren't the one in charge of Troll.
Any of your staff that you may have authorized to purchase supplies and make sure all receipts have been turned in.
Review the receipts with the Exchequer to make sure they have received receipts for all purchases you are aware of, that reimbursements have been sent out, any change has been returned to them, and all site fees and related event income have been received, as well as any applicable deposits.

Receipts must be given to the Exchequer for any cash that was advanced 60 days from the time the money was advanced - NOT 60 days from the end of the event.

Pay special attention to the line labeled "Moved to another SCA account". This is to record costs that are paid to other SCA accounts (per the SCA Exchequer Handbook - Local chapter 3, section VIII). Examples include payments for SCA insurance certificates (per SCA Exchequer Handbook chapter 8, section III. A.) and the fee to set up ACCEPS payments. In Atenveldt, these fees would be listed under "Outside of Kingdom" because these go out of the Kingdom.

Non-Member Surcharge Submission Form

As of January 1, 2003 Non-Member Surcharges went into effect (see BOD NMS Announcement).

After each local event at which the non-member surcharge applies, your group must forward the Non-Member Surcharge Submission form to the Kingdom so that the Kingdom can forward it on to the corporate office. Your group's Exchequer needs to send a check to the Kingdom Deputy for Non-Member Surcharges and Waivers. This check must be accompanied by the Non-Member Surcharge Submission form. If there are any questions about how to complete form, issuing the check, etc, please contact the Deputy for NMS and Waivers.

Cash Voucher / Reimbursement Request Form

The Cash Voucher/Reimbursement Request form is used to get money reimbursed from the Kingdom Exchequer for Kingdom level events. It may or may not be appropriate to use when getting reimbursement from your local group - check with your local Exchequer.

Submitting Additional Information

If you would like to submit some advice or additional information, please submit it here