|
Here you will find step by step instructions for:
Event Announcement
Required and optional items
How to design an event announcement
Items to submit with your event announcement
When, where, and how, to submit your event announcement
Notes and Challenges
When, where, and how, to submit a notes and challenges
Kingdom Chronicler Contact Information:Baron Kainin Tepesa
Wes Hanna
5436 31st Street
Lubbock, TX 79407
(806) 799-6630 (no calls after 10:00 P.M. please)
chronicler@ansteorra.org
Required and optional items
Required items are listed in Red. Optional items are listed in Blue.Date (day, month, and year) of the event.
Example: August 26 - 28, 2005
Time of the event (when the site opens and closes).
Example: Site opens at 3 p.m. Friday and closes at 12 noon Sunday
Name of sponsoring group(s).
Example: Shire of Nobleman's Lane
Location of the site (name, address [street address if available], city, state).
Example: Camp Muckluck, 2819 N.W. 193rd Street, Norman, OK
Fees. List any fees. Most groups list their site fees broken down by ages. The same for feast fees (when applicable). If you have a family maximum for site and/or feast that information should also be included.
The statement: “Make check payable to: SCA Inc./Group Name”, if a fee is listed. A few events, such as King's Round Table (a.k.a. Red Tape) don't charge a site fee and would not need to include this statement.
The statement: “Minors must be accompanied by a parent or legal guardian. They may also attend with a 21 year or older adult with a signed and notarized Minor Event Waiver Form from the parents.
Name (both Society and Real), address and phone number of the autocrat/event steward.
Example: Event Steward:
H.L. Frederich Von Brewer
David Smith
2025 S. 12th St.
Dallas, TX 12345
(972) 555-1234
autocrat@autocrat.com
If a map is included the map must be camera-ready:
Camera-ready means the map is ready to be printed. The Black Star is printed at 300 dpi on a high end production laser printer system.
Even if your map is hand drawn the text in the map MUST BE TYPED.
ACCEPS: Is your event listed on ACCEPS?
Pet restrictions. Are pets allowed? If so, are there any restrictions?
Map. A map is not required. If a map is included, it must be clear, easy to read. It must have been drawn in either black ink or laser printed. Please provide written directions with the map if needed.
Example: This is a good map:
This is not a good map:
You need to provide enough detail so that a person who has never visited your site can find it without needing to stop and ask for directions. Also note the top map shows what part of the state the site is located in. While you and the other members of your group already know where your site is located, don't assume that people from outside of your region know what part of the state (or which state) your site is located in.
Your map needs to be either vector based artwork such as is produced by Freehand, Adobe Illustrator, Corel Draw, or a raster image (composed of pixels) such as is produced by Photoshop, Photoshop Elements, Corel Draw, PC Paintbrush.
If your map is hand drawn and you have a scanner:
Scan your map at 300 dpi at full size (don't scan it then enlarge it or shrink it - scan it at 300 dpi at the size it will appear in your ad) then add it to your event announcement using your chosen layout software. Don't scan at a higher resolution than 300 dpi. Scanning at higher resolution won't make the map look any better, it will only slow down the print time of the Black Star.
If your map is hand drawn and you don't have a scanner:
Draw your map at the size it will be used. Design the rest of your ad either electronically or by hand (on paper), then manually cut and paste your map onto your ad. Make a high quality photocopy of your pasted up ad and send that to the Black Star.
Beverage Restrictions: Are there alcoholic beverage restrictions? Terms such as “Discreetly Dry” are not allowed. Use terms such as "Drinks in period containers only". If the site is dry, you need to include this information so people know what to expect and to help avoid problems on site.
How to design an Event Announcement
Each page of the announcement must be no larger than 4.50 x 7.25 inches.
Click Here to download a event announcement template in pdf format
Event announcements that are not in the correct size may not be published.
Your event announcement should be visually pleasing.
After all, you want people to come to your event.
Here are some examples of good event announcements:
 |
 |
Text Must be Readable:
Use fonts that are easy to read at the size you are using them at. Script fonts and other hard to read fonts should not be used for the body of the event announcement. They can used effectively for the headline of the event announcement - as you can see in the Beltane Games ad above.
Avoid over use of bold, italic, and bold-italic text. Only use bold or italic rarely for emphasis. If over used, they loose their effectiveness.
Other Items to Consider:
Make it obvious what event is being advertised, and what group is sponsoring the event. Don't make your reader dig just to find out what event is being advertised.
A good rule of thumb for maps is - Can a stranger find the site by just using the map given, at 2:00 a.m., after driving 7+ hours without stopping to look at a road atlas or ask instructions, even if they come from an unlikely direction?
If you are sending an electronic file of your event announcement, have you included all graphics, fonts, and any other files needed to publish your ad. Do not assume that the Kingdom Chronicler has a copy of the font you used.
Items to Submit with your Event Announcement
A Hard Copy of the Event Announcement
If you are submitting the ad in electronic format, you must still include a hard copy printout.
If Submitting the Event Announcement Electronically
Is the event announcement in one of the accepted formats?
Acceptable file formats for electronic submissions: Photoshop, Illustrator, Freehand, PageMaker, InDesign, Quark (someday, ask me my opinion of Quark), Word, .pdf, jpeg, .gif, .png, .tiff, .eps, .psd.
Artwork Release Form
Click Here to download the form as a pdf
You must include a release from the artist of each piece of artwork included in the event announcement. If one person draws your map, another draws your groups device, and another draws a border you must include a release form from each of these three artist with your Black Star submission. FAILURE TO INCLUDE THE RELEASE FORMS FOR ARTWORK WILL RESULT IN YOUR EVENT ANNOUNCEMENT BEING REJECTED. You will then have to resubmit the entire package to the Black Star and pay the late fee - assuming you get it resubmitted in time to be included in that issue of the Black Star.
Event Ad Checklist and Seneschal Signoff Form
Click Here to download the form as a pdf
The Seneschal of your group must sign off on your event announcements. Please do not send the Black Star any event announcements that have not been reviewed and signed by your Seneschal.
Fees (see below)
When, where, and how, to submit your Event Announcement/Advertisement/Notes and Challenges
Send submissions to the Kingdom Chronicler:Baron Kainin Tepesa
Wes Hanna
5436 31st Street
Lubbock, TX 79407
(806) 799-6630 (no calls after 10:00 P.M. please)
chronicler@ansteorra.orgMake checks or money orders payable to: SCA, Inc. - The Black Star.
All submissions must be in the Chronicler’s possession no later than 5:00 p.m. the first of the month prior to publication. This includes email and hardcopy submissions. Should the first fall on a Sunday or Holiday, the deadline will be moved to the next business day.
If you are going to be late, you must inform the Chronicler before the first of the month so that space may be reserved! Anything arriving after the first is subject to refusal and has no guarantee of being published. If accepted, late submissions will be assessed a $50.00 late fee. The late fee must accompany the submission.
Submissions shall consist of a 1) a camera ready (sized as listed below) and if possible an electronic copy (preferred), 2) an event announcement checklist which has been signed off on by the Seneschal of your group, 3) a release form for any artwork (including maps) in the submission, and 4) a check for any advertising and/or late fees. If your package is missing any of the previous items it will be rejected.
Additionally, if you wish to publish the same ad in more than one issue of the Black Star, you must resubmit your paperwork and event announcement each month. The Chronicler will assume that any ad received will only be used in the month it is received. This is as much for our protection as it is to insure that only the most current event information is contained in this publication.
An exception to this policy is the King’s Round Table (formerly known as Red Tape), which usually charges no site fee and generates no revenue. Similar events may be handled similarly at the discretion of the Kingdom Chronicler. Additional pages can be purchased at the standard rates listed below.
Advertisement/Notes & Challenges Ad Rates
Advertisements for SCA-related materials, services and events are accepted at the following rates and space allocations:
Full Page: $60 (5” x 7.5”) • Half Page: $30 (5” x 3.75”) • Quarter Page: $20 (3.75” x 1.875&rdquo or 2.5” x 3.75”)
Notes and Challenges: $0.15 cents per word (minimum $2)Paid ads and Notes and Challenges are run on a first come, first served, space available basis. Payment for ads that do not run will be promptly reimbursed.
Express Mail Information
If you are sending your announcement by Express Mail or similar service, you must waive the signature requirement by signing the appropriate place on the form. This way the courier may leave the item. Otherwise, the delay in going to the Post Office to pick up your announcement may result in late fees or in it not making it into the Black Star at all. So, for everyone’s sake: WAIVE THE SIGNATURE!
General Information
The Kingdom Chronicler reserves the rights to redraw any map, retype any submission, or remove any borders to improve the printability of said item. All maps must be the original creation of the submitting party. No reproductions of printed or electronic maps will be accepted without a signed release. The Black Star reserves the right to refuse any item not suitable for publication.
Out of Kingdom Event Announcements
Official events outside of the Kingdom will be run in the Black Star for one month without charge as space permits. Other events of local interest (not listed on calendar) may be run at the above ad rates.
Returned Checks
A fee of $25.00 will be billed for any returned check.
Release Form
You must include a signed release form with all submissions, which include poetry, artwork, articles or maps. Failure to do so may result in your artwork or other submissions not being included, or the submission being delayed for a month to obtain a release.
Baron Kainin Tepesa
Wes Hanna
5436 31st Street
Lubbock, TX 79407
(806) 799-6630
chronicler@ansteorra.org
Last Update 5/14/07
