Event Forms

Download the necessary forms:

• Gate form with Site only - pdf
• Gate form with Feast - pdf
• Gate form with Feast and Other - pdf
• Large Print Consent and Liability Statement - pdf
• Gate Reconciliation Form - pdf
• Minor Waiver Form - pdf
• Family Minor Waiver - pdf
  (For the ease of parents, with multiple young people, there is a special form to make life easier. Note this is not a roster and cannot be used by different families on the same form.)

Instructions for the Gate:

These forms are designed so that half of it is readable for the people signing in, and the other half is readable to the people working the gate. In this way, people can be signed-in more quickly and efficiently.

Before the event:

1. Before printing: Fill out the event name, date, Site & Feast fee(s), and “Make Checks Payable to” lines.
2. If there are pre-registrations that you want to pre-print, add the SCA & modern name (only), one per line. You can NOT pre-fill any box with upside-down text in it.
3. Print the form(s). Usually, you will print several blank forms for people who have not pre-registered.

At the Event:

1. Have each attendee print their SCA name, Legal name, and if they are a minor in the first three columns of the form.
   • If they have a blue card (minor or adult), have them put their membership number in the 4th column. Check that the blue card is valid & current, then place a check mark on the blue card line.
   • If they are an adult and have a white card, have them put their membership number and signature in the 4th column. Check that the white card is valid & current; explain that their signature acknowledges the waiver text at the top of the form.
   • If they are an adult and have no membership card (or have an invalid / expired card), have them put their signature in the 4th column. Explain that their signature acknowledges the waiver text at the top of the form. You would also charge them the NMS.
   • If they are a minor without a blue card, they should leave the 4th column blank. You make a note in column 4 to “see individual minor waiver”. Have their parent fill out and sign an Individual Minor Waiver.
2. Calculate the fee(s) owed. Fill out the site fee amount (if any), feast fee amount (if any), and non-member surcharge fee amount (if any). Place a check mark next to “cash” or “check #”, depending on their form of payment and write the total amount collected in that box. If they pay by check, note the check # in that same box.
3. When all spaces on a page are filled, you can total out the page.
1. Add the site fee column, feast fee column and NMS fee column and put each total at the top of the form (as you view it).
2. Put in the appropriate counts, based on the headings at the top of the form (as you view it).
3. Put in the page number (but leave “of ___” part blank until the gate closes).

When the gate closes:

1. Count the total number of filled and partial pages. Put this number in the “of ___” space on each page
2. Get the sum of each total and count for all the pages. This should allow you to calculate the total amount collected, and cross-check the cash box