Gate

Overview

This page speaks about running Gate, which generally covers registering event attendance, taking event payments, and providing information to attendees.

Pre-event checklist

As soon as possible:

• Confirm Gate shifts and get CF website updated with info: http://sg.sca.org.nz/cf/arrival.shtml
• Confirm Gate payment options and coordinate hire of EFTPOS terminal if required
• Organise a “drop dead” Gate deputy
• Organise Gate shift volunteers - at least for first couple of Gate shifts
• If using - install Gatekeeper on laptop and test (speak to Amy Wilson (Adrienne Furet) for further information)

In the month leading up to Faire:

• Ensure Gate stationery stocked up and accounted for:
  • Receipt book x 1
  • Vivids
  • Whiteboard markers
  • Whiteboard cleaner (e.g. microfibre cloth)
  • Pens
  • Small stapler with staples
  • Holepunch
  • Clipboards for volunteer sheets x 2 or 3
  • B1 notebook x 2 - one for Gate notes, one for Lost Property
  • Sellotape / Masking tape
  • Scissors
  • Blutac
  • String
  • Refill paper
• Ensure lockable money box accounted for and stocked up with banking bags
• Ensure following info confirmed, and updated in Gate manual if relevant:

• Confirm pick-up location of tents & mattresses
• Confirm pick-up location of hire garb
• Drop off of heralding books to Gate
• Wait-list for feast/repast tickets
• Gate combination lock number
• Volunteer sheets and what these will look like
• Day stewards
• List of meal plan cooks and their shifts (available on Chore master-list)
• Shuttle allocations

• Ensure paperwork printed out (or confirm who is printing it):
  • CF booklets
  • A&S booklets
  • Newcomer’s flyers
  • Sign-in sheets for Members, Event Membership, Minors (from http://www.sca.org.nz/documents)
    • SCANZ Member sign in form (x10)
    • SCANZ Non-member sign in sheets (x10)
    • SCANZ Minors sign in form (x10)
  • SCANZ Membership forms (from http://www.sca.org.nz/documents) (x10)
  • SCANZ incorporation rules (from http://www.sca.org.nz/documents) (x1)
  • Gate shift - Financial record sheets (x15)
  • Gate shift Record forms (x10)
  • Campsite rules (create doc from https://cf.sca.org.nz/rules) (x1)
  • Site maps (for newcomers) x ~20 - new site map so check https://cf.sca.org.nz/
  • Daytrippers by day booked (x1)
  • Feast & Repast tickets (x1)
  • Copy of Children & Young People (under 18) Participation Policy policy (x1) (http://www.sca.org.nz/sites/sca.org.nz/files/docs/policy/Children%20and%20Young%20People%20Policy.pdf)
  • GateKeeper Manual (x1) (GateKeeper files)
  • Mattress bookings (x1)
  • Tent bookings (x1)
  • Tshirt orders (x1)
  • Tote bag orders (x1)
  • Newcomers list (x1)
  • Notices e.g. Gate Closed with open hours (x2)
  • Gate procedure instructions / Manual (x1)

Just prior to Faire:

• Load final GateKeeper version & all docs on to laptop (see printing list for reference)
• ‘Fetch’ latest registry version Friday evening
• Load backups on to pen drives
• Gate float - withdrawal from bank

During event checklist

Each shift:

• Keep an up to date Financial Record of all financial transactions
• Check the Gate Notes book for new/updated info from previous shifts

Daily:

• Check who is scheduled for daytripping and keep an eye out for them being on site - encourage them to come to Gate to sign in :) In fact, encourage anyone who hasn’t yet signed in to come do so!

Post-event checklist

• Submit for any expense claims/reimbursements
• Review all Financial Records to ensure information complete, and either create an electronic version to send to the CF Steward/Reeve, or handover the paper copies ASAP
• Sign over any takings/float to the CF Steward or Reeve
• Handover Gate equipment (stationery, paperwork, lock box) to CF Steward or SG Seneschal
• Write up notes about how Gate went this Faire - what worked? What didn’t work? What would you recommend next time?

Additional activities sometimes included with Gate responsibilities

• Event tokens
• Hire garb
• Event souvenirs (tshirts, bags)
• General event information e.g. maps, booklets
• Lost property
• Cash management for Fighter Auction Tournament
• Volunteer signup