Staff Roles and Responsibilities

If you would like to volunteer as staff, please contact nikulai@atlow.org

Event Steward
Ultimate head and final decisionmaker of the event. Deputy to the Sacred Stone baronial seneschale for the duration of the event and planning of the event.

Department Heads
Responsible for finding staff, and, with their staff members, create budget, land use, resource (tent, tables, chairs, coolers, printing, signage, etc), content for website and publications, and schedules for the elements in their departments and convey that information and any issues to the Event Steward in timely fashion. They should also promote their activities and staffing needs to the appropriate communities.

Deputy Event Steward, Site
Oversees and manages the staff dealing with land use and the operation of the event such as land allotment, and marking, parking lot layout and use, list field steward, Portalet placement and staffing, Bathhouse staffing and maintenance, Market, Website, Publications, Signage, Communications

Deputy Event Steward, Cultural
Oversees, and manages the staff dealing with the Village, Classes, Performing Arts and other A&S activities and Social activities

Deputy Event Steward, Populace
Oversees and manages the staff dealing with elements of the event that impact attendees directly such as the Points the populace will seek out: Hydration, Chirurgeon, Newcomers, Information, Volunteer, Heralds, Security, Fundraising, Disabilities and Youth Activities. This department should coordinate with Site to ensure the Portalet and Bathhouse crews are staffed and the privies are stocked and maintained

Deputy Event Steward, Martial
Oversees, arranges for, and manages the staff dealing with all martialed activities, ensures a solid schedule is available and that the event is in compliance with applicable regulations and laws (Society and modern)

Finance Department; Head Gate Keeper
Reports Directly to Event Steward, works with the Event Steward to determine the pre-registration process and onsite gate procedures, works with other exchequers and individuals trusted to work reservations and gate to create a system and ensure the event meets all Society and baronial rules and expectations and that the count of attendees, vehicle passes and money are safe and accurate. They are also one of the most visible departments to the Populace and must present a professional and polite experience in all interactions.

Deputy Gate Keeper
Drop dead deputy for the Head Gate Keeper, preferably with an eye toward taking the lead position in future years.

Marshallate
It is the job of the Marshals for each discipline to ensure the event is in compliance with Society, Kingdom, and Safety rules and practices. It is vital that marshals in charge of disciplines convey needs to the Event Steward and other appropriate staff members in timely fashion and keep communication open to answer questions or concerns from the Event Steward or other staff members promptly. Each marshal will coordinate with the Marshal in Charge to make budget requests (for such items as straw bales, safety netting, etc) and resource requests (tables, shades, water stations, etc) no later than May 31. Marshals should recruit help to set up their field/ranges/lists and should break them down and police them before Noon on Sunday.

Operations & Site

Land
Maps site, works with Site Deputy and Event Steward to assign land use, assigns Camping blocks based on size respecting 1) prior WoW precedence and 2) special requests when possible. Ideally someone who has worked with the land deputy in prior years.

  • Oct prior: should be aware of event land practices and any issues faced by camps in the prior year taking note of measurement issues particularly.
  • Feb - Apr: Promote the WoW Land Agents Yahoo list (or other point of communication).
  • Feb – Aug: Gather names and contact info for land agents for each expected camp, begin to determine block layout and land use with Event Steward, Site Steward and other departments. Inform Land Agents of expected changes, convey concerns or changes Land Agents bring to you as appropriate to the correct staff member.
  • June - July: Create map expected to be used for this year.
  • Sept: Make camping block assignments a month out to give camp agents time to properly plan.
  • Sat-Tues before event: Taking necessary time, lay out and mark roads and blocks.
  • During event: Ensure campers find their assigned locations, help Camps, Site Deputy and Event Steward with problem resolution

Parking Layout
June-July
Works with Land Steward to determine best land use for parking lot and Sat-Tues before event ensures parking areas are clearly marked and signed.

Parking Steward
Often a member of Security this person patrols the parking areas, ensuring vehicle tags are visible, seeking owners of vehicles that are improperly parked, are blocking lanes, have other vehicles parked in, or have some other issue (such as interior lights on or damage)

Field Steward
Gathers information from groups ahead of the event for list field pavilion space, determines placement and works with the populace to ensure each pavilion is set up in the correct location for best use of land. No camping is permitted on the list field without special circumstances and express permission from the Event Steward. Works with Marshals and other staff to ensure the field is broken down, packed up and policed before noon on Sunday.

Privy Chamber
Coordinates with Site Deputy, Land Agents and Camps to recruit staff to maintain working, clean and properly stocked bathhouse, field showers and portalets. Camps near portalets are often recruited to adopt one or more portalets for the duration. Members of this staff will ensure the bathhouse and field showers are clean, stocked, and fully operational before the event begins and cleaned up after it is over. Will work with the Site Deputy to ensure gas canisters are filled and hooked up to the Field Showers and will alert the Site Deputy if any need refilled during the event.

Merchants
Is the point of contact between Merchants and the Event, creates and manages application process, notifies applicants of decision on deadline schedule, determines the size and layout needed to accommodate attending merchants. With Site Deputy and Event Steward, manages the use of the Merchant Fees and Merchant Meander. Traditionally the merchant fees have been $1 per frontage foot up to 20 feet. $5 per foot over 20. Merchant fees are used for the Market first and foremost, paying for 1) propane for market torches which the merchant fees have paid for over the years, 2)the Merchant Meander gift certificates ($50 per day Thurs, Fri and Sat), and 3) at least one golf cart for Mobility Assistance, merchant transportation, merchant garbage run once a day. There is a juried process to ensure the most successful mix of merchants are present. The Jury consists of The Merchant Steward, the Event Steward, and one other person they both agree on.

Website
Creates and maintains the event website ensuring we are in compliance with all Society, kingdom and baronial rules. NOT responsible for creating all content, that should come from the department staffs. We maintain past sites rather than deleting them for future reference.

Publications
Creates the layout for publications such as the event booklet and class booklet. NOT responsible for creating all content, that should come from department staffs. Sets deadlines for content and works with Site Deputy and Event Steward regarding print deadlines.

Signs
Ensures that necessary signs (road signs, department signs) are in good condition prior to the event. Works with Site Deputy and Event Steward to make (wooden, cloth or paper) signs needed to the best attendee experience.

Brute Squad Leader
Coordinates people willing to help with set up of pavilions, moving resources, and other ‘heavy lifting’ before and throughout the event.

Communications (Radios)
Coordinates the radios, ideally picks them up Tuesday and returns them Monday after War. Sets up policies for reasonable use and care of the radios through the course of the War

Populace Support

Chirurgeon
A member of the Chirurgeon’s Guild who coordinates first aid support as appropriate to Society rules. Sets up a Chirurgeons Point with Hydration on the Battlefield with recruited staff to properly serve the battlefield needs and is responsible for setting up two self-serve first aid stations with water, basic first aid items and instructions for emergencies to include the official address of Elchenburg and staff contact info. Create content for website and publications.

Hydration
Responsible to coordinate with the Field Steward and Land Steward to arrange a pavilion near the junction of the Armored and Rapier fields to provide coolers of water and Gatorade, and bowls of pickles and oranges available for the populace. Coordinates with the Chirurgeon to share space with them. Coordinate with Populace Support Deputy, Event Steward, other staff and the populace for resources such as a pavilion/shade, coolers, table and chairs. Get budget request for ice, Gatorade, pickles and oranges to Deputy by May 31. Create content for website and publications.

Newcomers
Coordinates with Populace Support Deputy, Land Steward, Event Steward and possibly Village Deputy for placement of Point. Recruit staff to man Point and Gold Key with Baronial and other Chatelaines. Coordinates with Populace Support Deputy for needed resources such as tables, chairs, pavilion, etc. Create content for Web page and publications.

Information
Coordinates with Populace Support Deputy, Land Steward, Event Steward and possibly Village Deputy for placement of Point. Recruit staff to man Point. Coordinates with Populace Support Deputy for needed resources such as tables, chairs, pavilion, etc. Coordinate with other staff members for information such as Trick Or Treat signs/map, schedule changes, activity locations and other info attendees might ask about. Create content for website and publications.

Volunteer
This position helps connect people willing to volunteer with staff members who need help. Some WoW’s have had this. Some have not. Coordinates with Populace Support Deputy, Land Steward, Event Steward and possibly Village Deputy for placement of Point. Recruit staff to man Point. Coordinates with Populace Support Deputy for needed resources such as tables, chairs, pavilion, etc. Coordinate with other staff regarding needs they may have for help and the process to connect them with volunteers. Create content for website and publications.

Announcement Herald
This position makes announcements regarding schedule changes or upcoming important activitites as well as PSAs or personal announcements as appropriate from the Populace such as wedding announcements, crying the bans, party invitations, martial challenges, etc. Coordinates with Populace Support Deputy, Land Steward, Event Steward and possibly Village Deputy for placement of Point if not co-habitating with Info Point. Create a system to manage announcements and schedule for making them. Announcements should be made at least three times a day (morning, midday and evening) and include time as well as scheduled announcements. Recruit staff to help with announcements. Coordinates with Populace Support Deputy for needed resources such as tables, chairs, pavilion, etc if any needed. Create content for Web page and publications.

Consult Herald
Coordinates with Populace Support Deputy, Land Steward, Event Steward and possibly Village Deputy for placement of Point. Recruit staff to help clients seeking heraldic information, help with submissions and so on and create and publish a schedule. Coordinates with Populace Support Deputy for needed resources such as tables, chairs, pavilion, electricity, etc. Create content for website and publications.

Procession Herald
Coordinates with Their Excellencies, Their Majesties and any other principals of the War to ensure everyone agrees on time, length and schtick. Meets with representatives of groups processing to ensure everyone understands the procession and its logistics. Organize the branches and coordinate heralds as appropriate to manage and announce each group. Create content for website and publications.

Youth Activities
Coordinates with Populace Support Deputy, Land Steward, Event Steward and possibly Village Deputy for placement of Point. Recruit staff to plan appropriate activities for several age categories, recruit staff so the event is always in compliance with Society and kingdom rules and safety is served. Coordinates with Populace Support Deputy for needed resources such as tables, chairs, pavilion, electricity, etc. Create and promote a schedule and create content for website and publications.

Fundraising
Coordinates with Populace Support Deputy, Land Steward, Event Steward and possibly Merchant Deputy for placement of the Point. Consult with Event Steward to select the recipient of fundraising activities, coordinate with artisans who wish to donate items (such as Lord Ian the box man) and promote the activities. Recruit staff to run fundraising activities (traditionally a silent auctions, torchlight tourneys, raffles* which must be handled as private activities per state law) and ensure the money is handled in compliance with State and Exchequer policies. Coordinates with Populace Support Deputy for needed resources such as tables, chairs, pavilion, etc. Create and promote a schedule and create content for website and publications. *Any organization or business in NC is limited to one raffle in a calendar year. For purposes of this law, all SCA entities are considered one organization. Therefore, raffles must be promoted as a privately run event.

Disabilities
Coordinates with Populace Support Deputy, Land Steward, Event Steward and possibly Village Deputy for placement of Point which is always close to the castle or electric tree for battery charging purposes. Coordinate with other staff members as appropriate to ensure questions regarding disability accommodation. Recruit staff as needed and work to ensure the event is always in compliance with Society and kingdom rules. Coordinates with Populace Support Deputy for needed resources such as tables, chairs, pavilion, electricity, etc. Create and promote information to the populace and create content for website and publications.

Cultural Affairs

Village Steward
Coordinates with Cultural Affairs Deputy, Merchant Steward, Land Deputy and Event Steward to determine Village placement and layout. Coordinates with other CA staff members on resources, scheduling and staffing of activities in the Village. Creates content for website and any publications.

Class Coordinator
Coordinates with other CA staff to recruit teachers/classes, gather their information and properly promote WoW University. Contacts Atlantian University Chancellor to obtain University Credits and meets the Chancellor’s needs to properly record sessions. Creates appropriate content for website and publications.

A&S Display & Competitions Coordinator
Coordinates with A&S community to ensure challenging displays and competitions are scheduled for the event in a successful way with judges and paperwork prepared and staff and resources recruited and lined up.  Creates appropriate content for website and publications.

Judging Coordinator Position
Coordinates with judges to ensure successful sign-in, judging, and judging sheet compilation.

Hafla Staff Member
Coordinates with the Cultural Affairs Deputy and other Hafla staff to schedule time, space, and resources for Hafla activities.

Welcome Staff Member
Coordinates with the Cultural Affairs Deputy and other Welcome Social staff to schedule time, space, and resources for Welcome Social activities.

Ball Staff Member
Coordinates with the Cultural Affairs Deputy and other Ball staff to schedule time, space, and resources for Ball activities.

Solar Coordinator
Coordinates with the Cultural Deputy activities including recruiting Atlantian Guilds and interested groups to sponsor solar activities in the Cultural Arts village.

Science Faire
Coordinates with the Cultural Affairs Deputy and other CA staff to schedule time and space. Creates appropriate content for website and publications. Promote to the populace to ensure good participation and a successful and well promoted faire.

Performing Arts
Coordinates with the Cultural Affairs Deputy and other CA staff to schedule time and space for a well-balanced slate of performing arts activities from Thurs – Sat evening. Creates appropriate content for website and publications. Promote to the populace to ensure good participation and successful and well-attended circles and performances.

Games
This has been a wished for element that has only happened a few times. The desire is to have a gaming tent with period games at various times throughout the event. Perhaps a household or branch can be recruited to sponsor this.

Social Activities
Coordinates with the Cultural Affairs Deputy and other CA staff to schedule time and space for a well-balanced slate of social activities from Thurs – Sat evening. Creates appropriate content for website and publications. Promote to the populace to ensure good participation and successful activities. Traditional activities include the Welcome Social (light fare in the castle usually on the first or second evening); the Masked Ball in the castle with drink and desserts and musicians (Mistress Azza, Collin Bulla, etc) that need to be contacted; the Hafla in the Madrasa tent or the permanent picnic shelter with light refreshments and music and drummers.

Independent Activities

Memoriam Viking Boat
Has traditionally been done by House Grey

Land Agents Tea
An opportunity, traditionally on Thurs afternoon, for the event steward, land and site deputies and any other staff members who need to, to sit down with Land Agents to get and give information, and build stronger community between staff and camps.

Brewers’ Conference
Has traditionally been hosted by House Barra