How to coordinate Arts and Sciences for an Event

 

Your territory is autocrating an event and has chosen a theme and time period. You have chosen to coordinate the Arts and Sciences for the event. As the Arts and Sciences coordinator you are overseeing the scheduling for classes, competitions, and/or A&S displays for the day.

 

Planning Stages

 

Step 1 – Gather everyone who wants to assist in teaching a class or running a competition. Start with the region, season and time period. Is it summer in Italy in the 1450s? Or is it Fall in Norway 1150?  This may help guide in the direction of your classes. The autocrat may want you to stay within the theme of your event. Are we going to learn about Viking beads, wire wrapping or Mead making? Are we going to learn some Italian dances, cooking classes or embroidery?   Try using Pinterest for inspiration or reach out to experienced Kingdom members for ideas. You can use Google to search “Viking Crafts” or “Medieval Italian art” to get some ideas.

Also consider that not everything must be a class. You can offer entertainment, such as organizing a bardic circle, dance performance, a play, a puppet show or offer period games games, auctions, may pole dancing, tug of war or various contests . You want activities to get people engaged. Consider if you want to have an arts and sciences display table, where people can exhibit the creations they have been working on. 

 

A few questions to consider when planning the classes/tournaments:

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• Is this a private Acre only event – or viewable to the public?

• Will the public be allowed to participate or only watch?

• How many people can we anticipate participating (for supplies)  Do we need a cap?

• How many classes do we want to have?

• Scheduling – classes at the same time as fighting/archery/other classes?

• Will there be a fee for classes?

• How much space is required for each class? (dance classes require more space than a calligraphy classes)

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Coordinate and share ideas with the Autocrat and the Chamberlain. 

 

Step 2 – What can we add to the classes to make them more engaging? Can we schedule them at a time when there is no fighting/shooting?  Can we make it a competition? Do we have historical documentation explaining how and why people would do this? Is there a way to have a simpler version of the craft for children to mimic?

When you share your A&S planned activities with the autocrat be SURE to include 

• If the activity costs an additional fee (and how much) 

• If there is an age limit (and what it is) 

• If there is an ability limit (Must be able to use scissors safely) 

• If parents need to directly assist 

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Prepping Stages

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Step 3 – Make sure all equipment and volunteers are accounted for and all people involved know the schedule, and their role. Be sure to communicate scheduling with the autocrat. Some equipment you may need is: 

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• Table

• Equipment (paints/music/paper/quills etc)

• Teachers

• Instructions

• Hand outs

• Documentation on historical relevance

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Step 4 – Buy/gather any equipment needed for the event. Start with something easy. Try to keep it simple rather than elaborate complicated designs. You can always add a "Part 2", at another time. Decide if the activity will cost money for participants. Dance classes cost time, but gold gilding classes cost money for gold leaf and equipment. Submit a reimbursement form for cost towards equipment. Remember this comes out of the funds for the event, so spend responsibly. Be sure to communicate this with the autocrat before ticket prices are set.

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Step 5 - When applicable, make a finished product for reference. While managing a demo, your teaching is primary. Don't expect to be able to finish your project  while assisting other people, answering questions, and teaching. Having a finished product available for people to view is helpful. It also takes pressure off you to complete your own project.   

            

Day of the Event

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Step 6 - Make sure the Herald knows when and where competitions and classes are taking place, so it can be announced.

Step 7 - Set up your class station with whatever equipment and supplies are required.

Step 8 – Teach the class. Breathe. Remember the students want to learn. We are family.  Don't get anxious. Share your knowledge and passion. 

Step 9 - Clean up. Make sure that we leave the hall better than we found it.

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Arts and Science Examples

• Culinary arts (Brewing, Vinting, Cooking, Baking)

• Silk painting

• Calligraphy

• Illumination

• Period games, Toys and Dolls

• Ceramics and Pottery

• Woodwork

• Leatherwork

• Basketry

• Clothing and Accessories

• Other textile crafts (people have made their own period canvas tents)

• Dyeing

• Embroidery and needlework

• Weaving, Spinning, Felting, Knitting, Lacemaking

• Bardic arts and performance (Dance, Music, Poetry, Theater etc.)

• Book Binding, Paper Making, Ink Making

• Enameling

• Jewelry

• Glass and Metal work

• Heraldry

• Fine arts (Painting, Sculpture etc.)

• Martial science (Archery equipment, Armour and Chainmail, Weaponry)

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Contest Ideas 

• Love Contests 

  • most romantic introduction​

  • most amorous glance 

  • most sensual eating 

  • convincing the doting parent

  • best hand kissing 

  • prettiest ankle 

• Cooking / Brewing Contests ​

  • Best decorated cloved lemon​

  • most period accurate dish

  • blind folded taste tests 

  • best brew

  • most imaginative bread

• Garb Contests​

  • best headdress ​

  • most heraldic garb 

  • prettiest slipper 

  • most foppish handkerchief 

  • most enticing bodice 

  • Most outstanding codpiece 

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With contests, come prizes, so here are a few suggestions for prizes 

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• food (small pastries, cakes, pies) 

• beverages (ale, mead, wine, and non-alcoholic beverages) 

• goblets, plates, utensils, bowls, pitchers 

• jewelry (cloak clasps, pendants, brooches) 

• books (in period subjects), quill pens, ink

• candle sticks

• flower wreaths 

• fabric (enough to make an article of clothing) 

• bezants 

• sachets, honey, cloved lemons, spices