Initial Steps

  1. Define Event Scope and Budget
    • Determine the number of attendees, the type of camping (e.g., rustic, glamping), and establish a detailed budget for permits, food, supplies, and miscellaneous costs.
  2. Secure Location and Permits
    • Book the campsite/venue for Thursday (arrival) through Sunday (departure). Obtain any required state/local permits, especially if cooking over an open fire or having a large group.
  3. Create Initial Event Schedule
    • Draft a high-level itinerary: Thursday arrival/setup, planned activities for Friday/Saturday, and Sunday cleanup/departure times.
  4. Develop Essential Checklists
    • Create lists for:
      1. Group Gear (tents, cooking equipment, first aid, tables)
      2. Food/Beverages
      3. Personal Packing (for attendees)
  5. Communicate and Collect RSVPs
    • Send out event invitation with date, location, cost (if applicable), and an RSVP deadline. Collect dietary restrictions/allergies.

Pre-Event

  1. Assign Roles and Responsibilities
    • Delegate specific tasks (e.g., Head Cook, Fire Master, Activity Coordinator, First Aid Lead, Cleanup Crew Lead). Communicate these clearly to the team.
  2. Purchase and Organize Supplies
    • Purchase all non-perishable food, beverages, and group supplies (e.g., paper towels, trash bags, bug spray). Organize supplies into labelled bins for easy packing and setup.
  3. Finalize Meal Planning and Shopping
    • Create a final grocery list for perishable items. Ensure all cooking equipment is clean and functional (stoves, coolers, propane).
  4. Communicate Final Details
    • Send a final confirmation email/message to attendees including the detailed schedule, driving directions, emergency contact info, and a reminder of the personal packing list.
  5. Assign Tavern Games
  • Head of Feast: Decides on feast menu for the event, works within budget to
  • Head of Fights: Designs and Runs fights for GOTC acts as head Herald during Saturday
  • Head of Bardic: MC's and runs Bardic competition Friday Night,
  • Head of A&S: Runs A&S Saturday afternoon
  • Head of Weapons Check: May or may not be same as Head of Fights, runs weapons checks, secures volunteers to help run weapons check
  • Head of Pits of Chaos: Runs Pits of Chaos, decides format and what games will be ran during Pits
  • Head of Auction: Secures items for auction, and MCs auction on Saturday night
  • Head of Troll: Runs troll Friday and Saturday, ensure booth is staffed with themselves or volunteers from NS during operating hours during event.
  • Head of Tavern: Sets up games, secures volunteers to run tavern games , scavenger hunt and bar Friday night
  • Vendor Relations: Gets with vendors makes sure they are all good, they know where to set up and they have the appropriate needs and any additional staff pays or is paid.

Thursday: Arrival

  1. Arrival and Site Check
    • The designated Site Lead arrives first (or with the earliest group) to confirm the reservation and check the site condition (e.g., water, electric hookups, fire pit).
  2. Establish Group Area
    • Set up the common areas first: Kitchen/Food Prep, Fire Pit/Seating, and First Aid Station.
  3. Attendee Tent Setup
    • Direct attendees to designated sleeping areas. Ensure tents are placed safely away from fire pits and clear of trip hazards.
  4. Official Welcome and Safety Briefing
    • Gather the group for a welcome message. Review key safety rules: fire protocol, bear/wildlife safety, boundaries, and designate the First Aid contact.
  5. Attendee Parking Setup
  6. Designate Tavern Space
  7. Designate Vendor Alley
  8. Designate Fighting Field
  9. Set-up/Decorate Tavern

Friday

  1. Execute Daily Schedule
    • Follow the planned itinerary for meals, hikes, games, or downtime. The Activity Coordinator ensures smooth transitions.
  2. Food Safety and Waste Management
    • Ensure all perishable food is properly stored in coolers with ice. "Pack it in, Pack it out" rule is strictly enforced. All garbage must be secured in designated containers.
  3. Equipment Check
    • The Fire Master ensures the fire is completely extinguished before bed. Check fuel levels for stoves/lamps. Group tents/tarps are secured overnight.
  4. Open Troll

Saturday

  1. Execute Daily Schedule
    • Follow the planned itinerary for meals, hikes, games, or downtime. The Activity Coordinator ensures smooth transitions.
  2. Food Safety and Waste Management
  3. Equipment Check
  4. Check Restrooms/Stalls Supplies
  5. Check With Feast Staff/Secure Volunteers
  6. Open Troll
  7. Check in With Battlemasters and Weapons Checkers
  8. Morning Debriefing

Sunday

  1. Morning Meal and Cleanup Assignment
    • Prepare the final meal. The Cleanup Crew Lead assigns teams to specific zones:
      1. Kitchen/Food
      2. Trash/Recycling
      3. Common Area Takedown
      4. Personal Tent Takedown
  2. Deep Cleaning and Inventory
    • Clean all equipment (coolers, cooking tools, tables). Pack group gear back into labelled bins. Confirm nothing critical has been left behind using the initial Group Gear Checklist.
  3. Site Inspection and Final Exit
    • Perform a final "sweep" of the entire campsite. Leave No Trace: The site must be cleaner than when you arrived. All trash, fire remnants, and personal items must be removed.
  4. Official Check-Out
    • Site Lead checks out with the facility management (if applicable) and secures the event's departure.

Post-Event

  1. Unpack and Store Gear
    • Unpack all group gear. Clean, dry, and repair any damaged equipment immediately before storing it correctly for the next event.
  2. Review and Debrief
    • Hold a quick meeting or send a survey to key organizers/attendees to gather feedback on what went well and what can be improved for the next event.
  3. Final Documentation
    • Update the SOP, checklists, and budget file with lessons learned. Send a thank-you note and photos to all attendees.