Event Fees for 2023
Pre-registration is expected to open in early April.
Registration at Gate is permitted.
Land allotment for registered groups will be based primarily on group pre-registration numbers.
Please see the “Land Reservation” section further down the page details.
If you choose to pay online with PayPal
Complete your online pre-reg with a *valid contact email* and indicate you want to pay via PayPal. Per SCA policy, PayPal invoices must be manually generated and will be sent to you for your total within a week of your registration. Pay the invoice and your registration is complete. All invoices must be paid before JUNE 16th. If invoices are not paid within this deadline, they may be cancelled and your registrations voided. You will then need to pay the at-gate price upon arrival and any camp land allotment may be lost.
If you choose to pay via check by mail
Complete online pre reg and follow the instructions to pay via check; please mail your check within 7 days (postmark) of your registration. If you don’t send payment via check, you will need to pay the at-gate price when you arrive. All Check payments must be received by June 16, 2023
Mail checks to:
4422 Weathers St NE
Salem OR 97301
Please Note: If a check comes back from a bank (or other financial institution) and is declared as NSF (Non-Sufficient Funds), at a minimum we must ask for the fees charged by Chase Bank (the bank holding the An Tir / West War Accounts) to handle the NSF check. At this time, this fee is $12.00. We completely understand that mistakes happen, so if you wish to send a replacement check (or money order) please include the bank fee charged to An Tir / West War on top of the registration fee for the Event. Thank You.
Please remember that your pre-registration is NOT complete without payment, and if your payment does not arrive in time, you will be asked to pay at gate without pre-reg discount. Payment via PayPal will NOT be available at gate.
Cancellations/Refunds: Email the Pre-Reg Officer to request a cancellation and refund by June 27th. Refunds will be issued by check following the event.
WAIVERS, MINORS, AND PROOF OF MEMBERSHIP
Even if you pre-reg online, please save yourself some time at gate by completing your waivers ahead of time! You can scan or photograph your waivers and email them to the Pre Reg Officer at PreReg@antirwestwar.org.
Adult MEMBERS must
Show proof of membership (blue card or website membership documentation) with membership current through close of event
Sign equestrian waiver EQ Waiver
ADULT NON MEMBERS must
Sign equestrian waiver EQ Waiver
Have Parent or Legal Guardian sign EQ Waiver
For the minor child, the legal guardian should complete the form on their behalf as follows: “[Parent’s Legal Name] as parent on behalf of [Child’s Legal Name]”, or “[Guardian’s Legal Name] as legal guardian on behalf of [Child’s Legal Name]”
Concerning minors who are not legally your own, including siblings!
Are you bringing a child or youth? If you are planning to bring children other than your own (this including minor siblings) to an event, here’s what you and their parents need to do:
Print an EQ Waiver and have the parent or legal guardian fill it out as follows: “[Parent’s Legal Name] as parent on behalf of [Child’s Legal Name]”, or “[Guardian’s Legal Name] as legal guardian on behalf of [Child’s Legal Name]”
Print off 3 copies of the Minor Medical Authorization and have the parent or legal guardian fill them out. One copy stays with the parent or legal guardian, one stays with the adult indicated on the form who is responsible for the minor at the event and one stays with the minor for the ENTIRE event.
Create a photocopy of the parent or legal guardian’s driver’s license or comparable ID (see medical authorization form for complete details).
This is not difficult, and will save you hours of time at gate, because gate *will* insist that you go and get these things. If you do not have this paperwork, the minor will NOT be allowed on site. Thank you for your attention!
Information for Parents
In the interest of keeping children safe and allowing them to enjoy our SCA events, it has became necessary for the SCA to have rules in place regarding youth at events. Most outdoor sites have some natural hazards for children, such as lakes and fast moving rivers and streams. These should be noted in the site handout. You will of course want to be familiar with these natural features. In addition, please read over these rules and discuss the importance of them with your children.
The Society Seneschal Policy for Youth Activities has been expanded to clarify requirements, responsibilities, enforcement, and repercussions for noncompliance.
Parents or guardians of minors shall have ultimate responsibility for the welfare and behavior of their children at all times. It is the responsibility of the adult who brings a minor to an event to ensure that the minor is safe and not in danger. At events and activities in which youth participate in any way, participating minors must either have a parent or legal guardian present at the event/activity, or a temporary guardian present in possession of a properly executed “Medical Authorization Form for Minors.” This Medical Authorization Form must designate an adult present at the event or activity as able to authorize medical treatment in the case of emergency. “Present” is defined as the parent or guardian being in direct sight and sound of the minor youth. SCA youth activities are not babysitting services and parents are not allowed to simply drop off their children and leave the area of the activity to take part in other activities.
Minors 15 years of age or older may assist in serving officers with the express written approval of the parent or legal guardian, the officer and their Kingdom superior. In this and all cases involving minor participation at SCA Activities, parental/guardian accompaniment and the “2-Deep” rule still applies.
Neglect of Parental (or Guardian) responsibility for minors:
If event/branch SCA officials find minors in breach of SCA Governing Documents, Laws, Policies or site rules they will (for a first offense) escort the minor to their parent/guardian and issue a verbal warning. A report on the incident will be tendered to the local and Kingdom Seneschal.
On a second offense at a given event, the parent(s)/guardian(s) will be required to keep their minor(s) with them for the remainder of the function. A report on the incident will be tendered to the local, Kingdom and Society Seneschal.
On a third offense, the minor (s) and parent(s)/guardian(s) will be expelled from the event, and the matter will be reported to local, Kingdom and Society Seneschals.
Habitual offenders will be subject to review by Kingdom and Society level for possible sanctions.
More information on Society policy regarding minors may be found at www.sca.org.
Land Reservation Information for Registered Groups
This year we are tying pre-registration to group land allotment. Each encampment needs a ‘Camp Master’ to pre-registered and pick a camp name that all other camp members will use when the complete their pre-registration. If you intend to simply find space in Open Camping, you do not need to worry about reserving land.
At this time, the allotment table is as follows.
Individual adult Pre-Registrations received by May 31st, 2022 receive 350 sq. ft. ea.
Individual adult Pre-Registrations received after June 1st, 2022 receive 300 sq. ft. ea.
Individual youth (ages 10-17) Pre-Registrations will add an additional 150 sq. ft. ea.
If you have a specific need for more land then what your groups allotment works out to be, or any other questions please have the Camp Master send a request to Land@antirwestwar.org and we do our best to accommodate you. As we all know, useable land shifts a bit year to year so do not expect a near final layout until the middle of June, after the site has been walked and assessed by event staff.
RV Reservations Information
This year we are attempting to accommodate RV’s that would like to be near each other by creating “RV Camps” One RV Occupant group needs to be selected as the “RV Camp Master” and create a RV Camp Name. All other RV’s wishing to camp together should then use that RV Camp name when registering. Please, only one occupant of an RV should register a given vehicle.
Some RV slots may also have some space for an extra tent. If you would like to request additional space, please contact the RV Coordinator at RV@antirwestwar.org
All Merchants should use this form which includes the questions about your booth and land needs. Merchant Fees this year are $40 + $1 per frontage foot. If you have any questions please contact the merchant coordinator at Merchant@antirwestwar.org