Organising A&S competitions and displays

The information below is intended to help anyone who is responsible for organising A&S competitions, either at a Kingdom event or at a local event as part of the competition season for Kingdom A&S. this information also applies to local competitions where the A&S officer decides to follow Kingdom competition guidelines.

Kingdom A&S Competitions allow the artisans of Lochac to display their work, gain renown and see how their skills compare to others in the Kingdom. Open displays allow the populace and anyone new to the SCA to see what people have been working on.

This page sets out how to organise A&S competitions and displays at events in Lochac. It’s divided into tasks for Event Stewards, and tasks for the A&S co-ordinator of the event.

How to set up – Event Steward

Note: If you are running a Kingdom event you must provide space and an organiser for Kingdom A&S competitions. The Kingdom Minister of A&S should be your organiser if they are present. If not, then your local A&S officer should fulfil the role.

As Steward ensure adequate table space is available for entries to be displayed and judged. Ideally you should allocate three tables on one side of the hall: two tables for the Kingdom Competitions and any guild competitions (such as the Worshipful Companie of Broderers competitions) and one table for an open display. Ensure the tables are nicely dressed with table cloths and that they are available until the end of the event so items can be viewed during the feast.

Ensure that competition timings are included in the event timetable. Judges will need adequate time to look at entries and provide comments. Entrants need to know when to place their items on the judging tables.

All other information provided here is aimed at the event’s A&S competition co-ordinator.

How to run a Kingdom Competition – A&S Competition co-ordinator

Before the event:

  • Read the competition rules so you can confidently answer any questions. These rules were significantly updated in February 2018, so don’t assume you know them, and many of your judges many not be familiar with them yet.
  • Print copies of the entry forms
  • Print judges forms
  • Organise tokens – a small gold bell and two silver ones per category, and red, blue and white ribbons to adorn the ribbons. Further details are available in the rules.
  • Supply stationery required for judging (mostly pens)
  • Make announcements about the competition themes to your local group to drum up interest. Direct them to useful pages on this site, such as “How to enter a Kingdom competition“.
  • Talk to the steward to make sure the competition schedule is OK, and space will be available
  • Identify people who could judge, and ask them if they are interested (see below on finding judges). Direct them to the various judging pages on this site, such as “How to judge a Kingdom competition“.
  • Ask the herald for an item of business in the evening court to announce results

A Kingdom competition needs at least two judges per theme, three is preferable. So you will need to find six-nine people to judge. For example, if  the themes for the Kingdom A&S Competition are illumination, embroidery and a cordial, there should be three judges for each individual category and a total of nine judges. If you are short on judges then you can ask an individual to judge more than one category, but keep in mind the time commitment of extra categories.

Judges do not need to be Laurels and it can be a great boost to ask a local artisan to work with a more experienced judge. Try to find at least two Laurels of the six-nine people you will need.

You can start identifying judges before the event. The KMoAS can and should help you with this. Also ask the steward for a list of bookings and identify people who might have knowledge for the competition themes. At a pinch you can ask people at the event, but it is best to have sorted out your judges before arriving on-site so they know to allocate time.

During the event

Important: There is no minimum entry for judging to occur. Every entry received must receive comments.

Work with the steward, the herald and the judges to make sure the following things happen:

  1. There is adequate space and time for the judging to take place
  2. Work out the best time for the herald to announce the competition
  3. Be present at competition tables to hand out entry forms and answer any questions
  4. Set up paperwork for the judges
  5. Make sure that the judges are aware of the procedure if they have never done it before
  6. Make sure all judging forms are collected at the end
  7. Collate the scores onto the Competition Report Form (to be submitted to the KMoAS, via the online form)
  8. Once judging is complete, label the entry with the person’s name for further display
  9. Once judging is complete make sure the entries are secure and looked after (if being displayed further)
  10. Have the herald announce that entries can be collected and make sure that the entries all go back to the correct people with the score and the comment sheet.
  11. Announce results in court (and present tokens if at the Kingdom event). Try to display winning items if possible.

If you are new to the role, don’t be afraid to ask for help in organising A&S competitions. We have all been there and there is also a lot of knowledge out there to be shared. The Kingdom Minister of Arts & Sciences should be able to help with anything that is confusing.

Announcing Results

The competition rules set out how the overall winner in each category in each competition season is determined. These winners should be announced in court at the relevant Kingdom Event.

If a judging for a Kingdom competition is held at an event that is not a Kingdom event, then consider whether to announce results. The renown of our artisans is important and so the judges may advise the A&S co-ordinator that some entries are worthy of acclaim in court. In these cases the following details should be shared:

  • The name of the entrant
  • Which theme they entered
  • Which category they are in
  • How many points they received

As places can’t be awarded until the Kingdom event, then announcing points is the best plan. This also familiarises people with the judging system so they can understand how that person compares to the Kingdom, and perhaps if they have improved from previous entries.

After the event

Upload the results to the Lochac A&S competition results database.

Kingdom events only: Tell the Kingdom Minister which categories were announced in court and who was announced in what place so an announcement can be created on this webpage and then broadcast to the Kingdom.

Resources

Lochac’s Kingdom A&S competition categories

Lochac’s Kingdom A&S competition forms