Important Estrella War Site Safety and Youth Regulations
- To all who will attend Estrella War XX, Greetings!
On behalf of Their Royal Aten Majesties, Jonathan & Deille, Duchess Katerin=
a O'Callaghan, The Aten Seneschal, and the the
Estrella War XX Autocrats, I am publishing the War Site Regulations and Ate=
nveldt Youth Guidelines. Be aware that the Site
regulations will be strictly enforced.
Alianora da Lyshåret
Executive Assistant, Estrella War XX
<exec @ estrellawar.org> (Remove spaces)
Estrella War XX
Safety Regulations and Policies
To ensure the safety and well being of the thousands of attendees at the wa=
r, we have a number of common sense regulations
and expectations by which all must abide.
MINOR CHILDREN: Attendees UNDER 18 YEARS OF AGE MUST BE ACCOMPANIED BY THEI=
COURT-APPOINTED LEGAL GUARDIAN with proof, OR A RESPONSIBLE ADULT over 21 =
with a notarized
MINOR WAIVER FORM from the parents. NO MINOR's WILL BE ALLOWED ON SITE OTH=
ERWISE! Those under
16 must wear their youth ID bracelets at all times. If your child becomes l=
ost, contact any war staff member for assistance.
Remember! You are responsible for your children's' disruptive behavior or n=
oise. (SEE ATENVELDT YOUTH
WARNING! Any child found unattended in a closed vehicle or tent during the =
day will be 'rescued' by whatever means. Even
in the middle of winter, the interior of a closed vehicle can reach lethal =
temperatures very quickly.
ALCOHOL: The drinking age in Arizona is twenty-one. Anyone serving or provi=
ding alcohol to minors is committing a felony.
CAMP FIRES: All fires must be 'off-the-ground' and all embers contained. La=
rge fires can send sparks and embers into
neighboring tents. Remember to keep flammable liquids (Including alcoholic =
beverages) away from fires, and other open flames
FIREARMS: This is a county park and it is posted NO FIREARMS! Possessing a =
LOADED weapon in Estrella Park, even
in your vehicle, is a felony. This also applies to holders of concealed ca=
rry weapons permits.
FIRE EXTINGUISHERS: Each tent is required by the Fire Marshall to have a mi=
nimum of a 2l lb ABC fire extinguisher
OUTSIDE in easy reach. We recommend also having one located by each 'kitche=
n' and fire pit.
FIRE LANES: Fire lanes and roads must be kept clear. Vehicles may be parked=
along the road long enough to load and
unload. Unattended vehicles parked along a fire lane or in a camp for an ex=
cessive duration may be towed. Unattended
vehicles blocking fire lanes & roads may be towed immediately.
GLASS CONTAINERS: ALL glass containers, bottles, mugs, etc. are prohibited =
by park regulations.
ILLEGAL DRUGS: Using, carrying or storing unlawful substances in a tent or =
vehicle is a felony and will not be tolerated.
LOST AND FOUND: All found items will eventually be stored at Security Point=
Pavilion adjacent to Troll. Report all lost
items here as well.
MEDICAL SERVICES: Chirurgeon's Point is staffed 24 hours a day from the ope=
ning of the war until Monday. There will be
EMS on-site during all battles and a well equipped 'Emergi-center' is only =
a few miles from site.
DISABLED ACCESS: The parking lots and paved walkways have allowances for wh=
eel chairs, small motorized handicap
conveyances and general access. Bear in mind that the camping, merchant and=
combat areas are on grass and dirt and may be
difficult for wheeled transport. For this reason, the war will provide cou=
rtesy transport for those in need. Courtesy
transportation (special needs) will run during set hours as available. For=
insurance and safety considerations, personal golf
carts or similar vehicles are not allowed to be used anywhere within the pa=
rk under any circumstances.
PARKING: Please read the full explanation of parking regulations in the gat=
e book. Open and free parking is in the Rodeo
grounds and Phoenix International Raceway (PIR) lots. All other areas will =
be clearly marked as paid / Handicapped parking
or no parking zones. Please look for the signs. All vehicles, regardless =
of their passes, must be parked completely clear of any
lanes or roadways. Vehicles left in unauthorized areas will be towed!
PETS: As per park regulations, pets (dogs, cats, snakes, ferrets, pigs, etc=
.), must be leashed or caged at all times. Loose
animals will be handled by mundane authorities. Please pick up after your p=
ets! Remember! You are responsible for any
disruptive behavior or noise. WARNING! It is unlawful in Arizona to leave =
pets unattended in a vehicle. Any pets found in a
vehicle or tent during the day will be 'rescued' by whatever means necessar=
y. Even in winter, the interior of a closed vehicle can
quickly reach lethal temperatures.
RADIOS: The FRS radios are very popular and handy for keeping in touch at t=
he war. We ask that you use only channels
1,2,8,11,13. The remaining channels are being used by the Autocrats, Chirur=
geons, Security, Marshallate and others. Please
keep these frequencies clear so we can keep the war running for your safe e=
njoyment of the event.
SECURITY: We have Park Police on-site 24 hours a day as well as daylight co=
unty sheriff patrols of the roads and parking
areas. War security will have continuous patrols throughout the camping, pa=
rking and merchant areas. Security Point is staffed
24 hours a day from Wednesday morning until Monday.
TENT HEATERS: We can not emphasize enough the very real lethal dangers of a=
sphyxiation and carbon monoxide. We
implore you to use common sense when running propane heaters, ESPECIALLY in=
unventilated enclosures. We recommend
extinguishing heaters and lanterns BEFORE bedding down. Watch over your fri=
ends, and your camp-mates.
TORCHES/LANTERNS: No open-flames are allowed. All torches, lanterns and suc=
h must have a grill or mesh flue or
enclosed in some manner to reduce the chances of sparks and embers.
We will do our utmost to provide a safe site and an enjoyable event. We ask=
that you give everyone the same respect,
courtesy and civility you would wish for yourselves.
Please note: While your you enjoy the same privacy rights in your vehicle a=
s your home, a tent does not have the same
protection as a domicile. Officers of the law do not need a warrant to sear=
ch your tent.
Failure to abide by these rules, SCA Corpora, mundane law or instructions g=
iven by a duly authorized member of the war staff,
SCA officer or park employee may result in: your expulsion from the event w=
ithout a refund; and legal prosecution.
Autocrats and Staff
Estrella War XX
Kingdom of Atenveldt
Kingdom Youth Activities Guidelines for Local SCA Groups
Whereas the Society of Creative Anachronism understands parents ultimately =
know what is best for their individual children,
the Kingdom of Atenveldt also holds the safety and encouragement of childre=
n in the SCA as our paramount concern. So we
find that rules must be established in the Kingdom of Atenveldt to reasonab=
ly guarantee the safety and well being of the youth
population in our lands, and protect adult youth officers and others agains=
t personal risk and liability.
With the consent of the Crown and Kingdom Seneschal of Atenveldt, the below=
listed guidelines shall be enforced as Kingdom
Policy by all SCA local groups in the Kingdom of Atenveldt.
PARENTAL RESPONSIBILITIES FOR CHILDREN AT SCA EVENTS
1. Parents/guardians remain responsible for knowing where their children ar=
e and what their children are doing at all times while
at SCA functions.
2. Parents must not expect other adults to supervise, monitor, or otherwise=
control children who are wandering unaccompanied
a. At SCA events/activities, no children under the age of five shall ever b=
e left unsupervised by their parents/guardians.
Specifically, children between the age of 5 and 12 will not be allowed to w=
ander freely without some level of supervision.
Whether in the care of a responsible person, or supervised while attending =
youth activities, children must be checked on
periodically by parents or guardians to ensure their continued safety and s=
b. Children under 12 are not considered suitable baby-sitters for younger c=
hildren. Parents must arrange for a responsible
adult or older teen to supervise young children when necessary.
3. When children need adult supervision in a bathroom (due to age or illnes=
s), it is up to the parent/guardian to provide that
supervision, or (if a parent feels it is acceptable), the parent must desig=
nate others to accompany the child to a bathroom in
their absence. Children who are ill must remain in the care of their parent=
or responsible person and should not be brought to
4. If a child is endangering themselves or others, or causing excessive pro=
blems at an event, the autocrat, children's activity
coordinator, or other concerned adult must approach the parent concerning t=
he problem. This should be done with tact and
courtesy with the expectation that the parent will correct the situation wi=
th their own child.
PARENTAL CONSENT FORMS
Parent(s) who allow their minor child(ren) to attend an SCA event without t=
hem must complete two copies of the following
forms for each child:
1) An official Temporary Guardianship form designating a responsible adult =
who can act for the parent on the behalf of the
child. If the minor is not a member of the SCA, this form allows the guard=
ian to sign the necessary SCA Minors Waiver at
troll. In Arizona, this form must be notarized and becomes a legal power of=
attorney. The duration of this form can be event
specific, or for a specific period of time, generally no longer than 6 mont=
2) A completed SCA Medical Authorization that authorizes medical treatment =
to be provided in the event of an emergency.
This form is generally event specific, and lasts only for the duration of t=
These forms are available for download on the Kingdom Youth Ministry Websit=
e at: http://youth.atenveldt.org/publications.html
and must be completed prior to attending an SCA event. One copy of the form=
s must be surrendered to Troll when the child
arrives at the event. The second copy must be kept with the adult guardian=
at all times.
SCA SPONSORED YOUTH ACTIVITIES AT SCA EVENTS
In the Kingdom of Atenveldt, official SCA groups are encouraged to offer or=
ganized SCA Youth activities as a positive outlet
for children to participate and become actively involved in the SCA. Howev=
er, these activities CANNOT be construed as a
babysitting service for members of the populace, and the following guidelin=
es shall apply:
1) Official SCA groups shall ensure that all SCA children's activities in t=
he Kingdom of Atenveldt are approved by the Baron
and Baroness (where applicable), the Local Group Seneschal, and at least on=
e other Local Group Officer (Youth Minister,
A&S Minister, etc.).
2) SCA Children's Ministers/Officers, and the adults supervising children's=
activities, shall have no authority to restrain or
reprimand children other than their own, unless the child is in immediate d=
anger of hurting themselves or others. Therefore,
Children's Ministers/Officers and the adult supervisors may not be held res=
ponsible for the whereabouts of children, or for
correcting their conduct.
3) Official SCA groups shall ensure that all SCA children's activities in t=
he Kingdom of Atenveldt are administered with a "Two
Deep Leadership" model. This means that:
a. Youth activities may only take place when two adults are present, and th=
e two adults must be in attendance at all times for
the duration of the activity. The two adults may include two paid adult me=
mber/leaders, or one paid adult member/leader and a
parent of a participant, as long as one of the two is 21 years of age or ol=
b. Youth ministers/officers are responsible for ensuring that sufficient le=
adership is provided for all activities, and have the right
and responsibility to cancel activities when the necessary two adults are n=
4) Whenever practical, organized SCA children's activities must be offered =
within the eyesight of other adult parent(s) and
guardians. Caution should be exercised when activities are offered in a se=
parate room of the event facility.
5) No SCA Children's Officer may accompany an individual child into a bathr=
oom, although groups of children may be
escorted to the facility building. When children need adult supervision in =
a bathroom (due to age or illness), it is up to the
parent/guardian to provide that supervision, or (if a parent feels it is ac=
ceptable), the parent may designate others to accompany
the child to a bathroom in their absence.
SCA SPONSORED YOUTH ACTIVITIES AWAY FROM SCA EVENTS
When a children's meeting is announced and held at an officially sanctioned=
SCA event or fighter practice, it is covered by
SCA waivers, and subject to all Kingdom and Society laws. Outside of those=
activities, SCA groups should not routinely
schedule SCA youth activities in any member's private residence, since anyt=
hing planned "unofficially" at a private residence
reaches beyond the jurisdiction of the SCA.
An official SCA group may choose to make exceptions to this rule when an ac=
tivity primarily directed in support of SCA youth
activities CANNOT reasonably be held at an officially sanctioned SCA event.=
These exceptions can only be made with
permission of the Baron and Baroness (where applicable), the Local Group Se=
neschal, and one other Local Group Officer
(Youth Minister, A&S Minister, etc.). When exceptions are approved, the fo=
llowing guidelines MUST then be enforced for
activities in a parent's home:
a. Children under the age of 12 must attend the activity with a parent or l=
egally authorized adult.
b. Children over the age of 12 may attend at the parents' discretion.
c. In ALL cases, the two adult leadership model is to be strictly enforced,=
and two adults must be in attendance as long as
children are present. Spouses do not qualify as the necessary two adult le=
aders in these cases.
SCA CHILDREN'S MINISTERS/OFFICERS
Organized SCA Youth activities are offered as a positive outlet for childre=
n to participate and become actively involved in the
SCA. These activities CANNOT be construed as a babysitting service for mem=
bers of the populace.
1. SCA Children's Ministers/Officers shall have no authority to restrain or=
reprimand children other than their own, unless the
child is in immediate danger of hurting themselves or others. Therefore, Ch=
ildren's Ministers/Officers may not be held
responsible for the whereabouts of children, or for correcting their conduc=
2. SCA Children's Ministers/Officers must be familiar with (and must enforc=
e) the guidelines in this document for all SCA
sponsored youth activities.
3. Youth ministers/officers are responsible for ensuring that sufficient le=
adership is provided for all activities, and have the right
and responsibility to cancel activities when the necessary two adults are n=
4. In order to be an official Children's Minister/Officer in the Kingdom of=
Atenveldt, an officer must meet the following
a. The officer must be a paid member of the SCA. The SCA does not permit di=
scrimination by age, except where modern law
required such discrimination, and does not permit discrimination by gender =
at all. Any subject residing in a Kingdom who meets
the membership requirements set forth in Corpora may hold any office or off=
ices to which he or she may be duly appointed.
b. The officer must be warranted for the office in accordance with Kingdom =
guidelines, and the officer must maintain your SCA
membership for the duration of their warrant.
c. The officer must complete a Kingdom of Atenveldt Youth Officer Applicati=
on. This is a standard form so that the Kingdom
Youth Minister and Kingdom Seneschal will have general contact information =
regarding all youth officers in the Kingdom.
FREQUENTLY ASKED QUESTIONS
Q. An adult wants to hold a class that requires specialized equipment that=
cannot be lugged about, and offers to host the class
at their home. The parent of a teenager who wants to make the item in quest=
ion would like their child to take part in the
project. Can they participate?
A. Absolutely, so long the activity is supervised by two adult leaders who=
are not spouses, and they follow the Kingdom
Youth Activities guidelines described above. Caution should be taken to pr=
otect the safety and well being of the youth
participants as well as adults.
Q. An Officer's meeting is to be held in a home and the meeting is mandator=
y. A parent is an officer but does not have a
babysitter. What do they do?
A. Common courtesy says that the parent should make sure children are welc=
ome at the home of the person hosting the
meeting, and then make whatever arrangements are necessary to ensure their =
child(ren) are supervised for the duration of the
Q. Do parents have to be in sight of their children at all times at SCA ev=
A. The SCA recognizes that it is not always practical for parents to monit=
or children's safety while at an event, especially large
wars like Estrella. So long as the parent has made every reasonable attemp=
t to ensure the well-being of their child, and have
followed the Kingdom Youth Activities Guidelines in this document, they are=
free to make whatever arrangements are
necessary in order to participate at the event.
Q. I am a youth minister. On the day of an event my one volunteer leader c=
ancels and I am the only adult leader available.
When I go to hold youth activities all the parents say they are already vol=
unteering and can't help me. What do I do?
A. The youth minister must either find another adult supervisor or cancel =
the activity. Safety is more important than any activity
the SCA has scheduled for children.
These Kingdom Youth Activities Guidelines for Local SCA Groups are hereby a=
dopted as Atenveldt Kingdom Policy by the
Kingdom of Atenveldt on this, the 3rd Day of January, Anno Societatis XXXVI=
II, Being the Year 2004 in the Common
Duchess Katerina O'Callaghan, Pel