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The information included below is a general guide. It is not the only way to do things, it is simply a recommendation for those who may never have completed this role before, and who need assistance in knowing what to do and where to start. When possible, it is always best to shadow someone with experience before diving in. 

If you have any additional tips, advice, resources, or guidance please let us know, and we will add it to the guide. 


     How to coordinate Arts and Sciences for an Event


Your territory has an event to do, and has chosen a theme and time period, and you have chosen to coordinate the Arts and Sciences for the event. As the Arts and Science coordinator you are in charge of scheduling the classes, competitions, and/or A&S displays for the day.


Planning stages


Step 1 – Gather all the people who want 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 you to steer the direction of your classes.  Are we the going to learn about Viking beads, wire wrapping, or Mead making, or are we going to learn some Italian dances, cooking classes, or embroidery?   Try using pinterest for inspiration – or reach out to the kingdom for ideas. You can also use Google to search “Viking Crafts” or “Medieval Italian art” to get some ideas


A few questions that you may want to consider when planning the classes/tournaments

  • 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 hold

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

  • Will there be a fee for the class

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



Step 2 – What can we add to the classes to make them more engaging? Can we schedule them at a time where there is no fighting/shooting?  Can we make it a competition? Do we have historical documentation that explains 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 activities planned 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 


Prepping stages

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

  • Table

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

  • Teachers

  • Instructions

  • Hand outs

  • Documentation on its historical relevance

Step 4 – Buy/gather any equipment needed for the event. Start with something easy. Try to keep it simple rather than go for more 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 gold leaf for equipment. Submit a reimbursement form for cost towards equipment. Remember this comes out of the fund for the event, so spend responsibly and be sure to communicate this with the autocrat (preferably before ticket prices are set).

Step 5 - When applicable, make a finished product for people to reference to. While completing a demo as your teaching is OK, don't expect to be able to finish your demo between assisting people, answering questions, and teaching. Having a finished product available for people to see, is helpful. 


Day of the event

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 needed.

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

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

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)

Give Us Your Feedback
Something helpful you can add? 
Do you have additional tips, or resources? We'd love to share them. 

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