ACCEPS Payment System

The Kingdom of Ansteorra has set up an online system so that site and feast fees can be paid for online using Visa or MasterCard. In order for a group to be able to use this service, their Kingdom must be registered with the ACCEPS system. Per the SCA Exchequer Handbook - Kingdom Level(chapter 6, section VI), once a Kingdom is set up each branch wanting to use ACCEPS needs to contact that service directly. The Kingdom of Atenveldt is registered with them.

This is not required for any event, though it makes things a bit more convenient. Many people like to pre-register for events this way, as it is easy and fast, and credit cards can be used. It also helps speed things up when going through Troll. In order to use this system, your event must be registered with their system. Please see the ACCEPS site for further information, forms, fees, etc. Keep in mind that it takes a bit of time to get this done as you will need to gather some signatures for their form, the information & check must be mailed, and they will need a few days to get things set up. It is best to start this process as soon as possible. You will receive some information from the ACCEPS coordinator once your event is registered that you will need to include in any event notices and newsletter articles.

One of the things you need to include on this form is the date that you want to close ACCEPS registration. Keep in mind the following things when determining this date:

If your event is on the 15th of the month, closing ACCEPS registration on the 12th will result in receiving the information from the ACCEPS people too late. It is a good idea to give a cutoff date of approximately two weeks prior to the event. This will give you plenty of time to receive the information and the check. It will also give your Feast Steward plenty of time to adjust their purchasing & cooking plans according to the pre-registration numbers.

Event Budget Report Form

This form must be submitted to the Seneschal and Exchequer of the sponsoring group (for a Kingdom level event it would go to the Kingdom Seneschal and the Kingdom Exchequer). It includes estimates of the expenses and income the Event Steward expects the event to generate. See Guidelines for SCA Events Within the Kingdom of Atenveldt for the specific requirements and deadlines for submission of this form.

Do not confuse this form with the Event Report Form, which is filled out after the event to report the actual expenses and income.

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 Level chapter 3, section VIII). Examples include payments for SCA insurance certificates (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.

Event Registration Application

This form must be submitted to the Seneschal and Exchequer of the sponsoring group (for a Kingdom level event it would go to the Kingdom Seneschal and Kingdom Exchequer). It also must accompany the article submitted to the Kingdom Chronicler for it to be included in the Kingdom newsletter, Southwind. See Guidelines for SCA Events Within the Kingdom of Atenveldt for the specific requirements and deadlines for submission of this form.

**Note - as of October 2004 minor curfews are mandatory for camping events (see the Atenveldt Policy for Addressing Transgressions by Minors for complete information). This information must be included in published event articles, site regulations, gate books (if applicable), and on the Event Registration Application form. To determine the proper policy to follow, first check the site agreement, then to see if there are any local laws defining curfews (the site owner should have this information), and finally check the Kingdom of Atenveldt curfew as listed on the application. Publish and follow whichever curfew is the most restrictive.

It is very important to allow yourself enough time to get the proper signatures on this form! Notice that the form says, "the form MUST be signed by the Autocrat, Seneschal, and Royalty (Crown/Baron/Baroness)" for events on the Kingdom Calendar. The Kingdom Calendar Frequently Asked Questions, under "How do I get my event information published in the Southwind?" lists the following information on exactly who has to sign each group's form:

It may take some time to contact the Crown/Baron/Baroness to get a signature. Don't expect them to drop what they are doing and sign your form just because it is the day of the deadline! It is best to get this done as soon as you have all the information.

v

Insurance

Not all sites will require proof of SCA insurance. Make sure to ask when booking the site. It can cause a lot of trouble, and cost extra money, if you don't find out ahead of time. It has happened that at the last minute a site asks for the insurance that they forgot to mention earlier. Asking ahead of time prevents this unexpected problem from coming up. There are 3 types of insurance certificates available through the corporate office:

Standard
Some sites may request proof of SCA insurance. A copy of the standard insurance policy can be obtained from the corporate office free of charge. It must be requested at least 30 days prior to the event. If not, then there is a $100 late fee. See Insurance Certificate Ordering Instructions (July 2005 revision) for information on how to obtain and insurance certificate.
"Additional Insured" required
Some sites not only require proof of SCA insurance, but they require that they be listed as "Additional Insured" on the policy. This can be obtained from the corporate office for $50. It must be requested at least 30 days prior to the event. If not, then there is an additional $100 late fee. See Insurance Certificate Ordering Instructions (July 2005 revision) for information on how to obtain and insurance certificate.
NOTE: If the Additional Insured fee applies, this figure should be listed on your Event Budget Report form and Event Report form under "Moved to Another SCA Account" towards the bottom of the forms as per SCA Exchequer Handbook - Local Level (chapter 8, section III. A.). For Atenveldt it would be listed under "Outside Kingdom" as the payment goes to the SCA offices in California.
Equestrian
Whenever equestrian activities are included in an event or practice, additional insurance is required at an additional expense. This is required by the SCA, not the sites, so this will have to be purchased anytime Equestrian activities are part of an event. This can be obtained from the corporate office for $50. It must be requested at least 30 days prior to the event. If not, then there is an additional $100 late fee. See Insurance Certificate Ordering Instructions (July 2005 revision) for information on how to obtain and insurance certificate. Please see the Equestrian Activities for additional details.
NOTE: This figure should be listed on your Event Budget Report form and Event Report form under "Moved to Another SCA Account". For Atenveldt it would be listed under "Outside Kingdom" as the payment goes to the SCA offices in California.

Cash Advance Request Form

This form is used to request a cash advance from the Kingdom Exchequer for Kingdom level events. Instructions are included with the form.

If you are doing a local level event, speak with the local Exchequer for instructions on how they handle getting an advance from the local coffers.

Submitting Additional Information

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