The Atlantian Arts & Sciences Handbook

Contests

The office does not automatically require an MoAS to run a contest, but there will be times when they are asked to assist with one as part of the arts and sciences activities at an event for a branch. However, if that is not possible, assistance should be offered to the branch in selecting someone to run the contests. There should also be a note of these activities for the Event Report. If the branch is sponsoring a Kingdom Event, the local MoAS, or the hosting branch, should check with the KMoAS for planning.

Ideas for contests at events can come from many directions. The more the MoAS finds out about arts and sciences in the area, the more successful they will be at sponsoring or assisting in contests that will go over well with the branch. Be aware that contests can be held in a variety of fashions and that some branches do well with contests, and some do not.

There is no guarantee or set formula for success. The MoAS should not be disappointed if there are few entrants or things do not go as smoothly as planned. Try something a little different the next time. Talk to your fellow MoAS and/or entrants about what might have been done better. The following are a few best practices that may help ensure that a contest is successful and enjoyable for everyone.

Characteristics of an Ideal contest

1. There are many entries in every category to make it fair.
2. The contestants left happy, feeling that they had learned something, and are ready to start on their next project.
3. The judges enjoyed themselves and volunteer to do it again next time.
4. Everyone was where they needed to be when they needed to be there.
5. The space for the contest was large enough to work in and display all the entries.

Contest Best Practices

1. Try to get a larger number of entries.
   1. Choose concepts for categories that are popular with nearby branches.
   2. Choose broad categories such as late period court garb over 14th century garb from the court of France.
   3. Choose and announce the categories, and other details, as far in advance as possible, so that people have time to create.
   4. Advertise well in advance of the event and provide frequent reminders
   5. Offer classes and/or workshops on the theme of the event or contest beforehand.
   6. Repeat a chosen category, perhaps with a different theme, as an annual activity or at multiple events in the area.
2. Use contests to encourage the arts and sciences to go in new directions.
   1. Hold and advertise a separate novice category with a prize.
   2. Advertise well in advance and suggest resources for those willing to try it as a new skill.
   3. Encourage those knowledgeable in the craft to write articles or host classes or workshops prior to the event at which the contest will be held.
3. Get more attention focused on the arts and sciences contest at an event.
   1. Make it part of the event by selecting categories that match the theme of the event. For example, a brewing event could offer a contest on drinking vessels in any medium.
   2. Convince the autocrat and/or martial to relate it to the fighting activities, for example: favors, armor, fighting tabards, war banners, and helm crests.
   3. Make the contest easy to find and make it easy to enter. Advertise the event heavily.
   4. Arrange for and publicize a nice grand prize or noteworthy individual category prizes. (Note that the prize for a contest does not need to be an object – many artisans would be just as pleased with a nicely done scroll or certificate reflecting their achievement. The University of Atlantia’s degrees certificates are an example of this.)
4. Effectively manage an unexpected high number of entries.
   1. Be flexible when there are more entries than expected.
   2. Find backup judges for popular categories.
   3. Break up popular categories into subcategories or narrow the range of the category.
   4. Use an alternate judging method to handle the number of entries.

Types of A&S Contests

There are no set rules for A&S contests, as they are as varied as the SCA itself. Each contest has its own variations and its own rules as created by the organizer(s). There can be one winner per category, or a science fair type contest with first, second, and third prizes. There can also be one winner overall. The contest types and rules can be very informal or highly structured, according to the nature of the event, local tradition, the desires of the organizers, and the skills of the available judges.

Selecting and Working with Judges

The selection of judges is an important part of running any contest. The MoAS should want to make sure that the judges are dependable, that there are enough to cover the number of entries, and that the judges will be willing to follow the criteria and contest rules that have been determined. The standard dictates that there should be three judges, however there have been instances of contests with more or less than three judges. To reinforce one of the line items below, judges do not have to be members of the A&S orders, just people able to effectively follow the contest criteria. It helps to have judges with expertise that matches entries, but this is not always possible.

There will be times when the MoAS will be asked to judge because of the office and the MoAS should be honest about their knowledge. The MoAS may be knowledgeable in one area and completely unaware of another. As needs must, the MoAS may end up judging an area that they are not familiar with. The MoAS should do the best they can while relying heavily on the documentation and their general knowledge of the arts and sciences. The same may be true of others who are asked to judge, due to circumstances.

Selecting Judges

Finding judges for A&S contests can be challenging, particularly for smaller events. The following represent desirable goals, but in practice, they cannot always be achieved. Do the best you can with what you have to work with.

1. Do not wait until you arrive at the event to begin recruiting your judges. If at all possible, contact potential judges ahead of time and ask if they would be willing to serve. This will at least give you a start.
2. Judges do not have to be members of the A&S orders, but the judges should be knowledgeable on the subject material or at least thorough in evaluating the documentation.
3. Make sure the judges are aware of the contest criteria, and exactly what their responsibilities will entail,ahead of time.
4. Try to get enough judges so that no one has to spend their entire event sitting at the art and science area, judging entries.
5. Coordinate with the autocrat about the schedule for the event, in order to start the judging well before court.
6. Be specific about the time they will have to be at the contest area and approximately how long they must judge the entries and give this information to them well before the event.
7. Confirm before the event that the judges selected will be in attendance. Have a plan in case one cannot make it.

Some Judging Methods

1. Forms
   1. Whichever judging form is selected from the MoAS website to be used, brief the judges prior to actual judging.
   2. This type of judging method works better for contests with a high number of entries.
   3. Return the completed forms to MoAS or contest coordinator to tally scores to determine the winner.
2. Comment Cards
   1. Have the judges fill out comment cards for each entry and they can rate entries 1-5, with 1 being the best, and return to the MoAS or person running the contest to determine from the numbers the winner.
   2. Alternatively, one can have the judges confer after they have written their comments to determine the winner.
3. Peer Prize or Bead in a Cup
   1. This method works best when organized with a branch ahead of time.
   2. Gather a branch of Peers to peruse the entries and drop their given number of beads with each entry.
   3. The entry that has collected the most beads wins.
   4. This also works well with a large display.
4. Consort’s, Baron(ess)’, or Notables’ Choice
   1. While this method is based less on merit and more on show and the ability to appeal to the sponsor, this judging method works best with a wide variety of entries.
   2. This also works well for displays.
5. Branch-Sponsored contests
   1. Obtain judges from the sponsoring branch, and have the branch sponsor the prize as well.
   2. This often turns out to be less work for the MoAS, unless they are a member of the branch as well, but they must coordinate with the members of the branch to ensure that it runs smoothly.
6. Champion or Notable contest
   1. This type of contest is run by the outgoing champion or notable, who sets the guidelines.
   2. Offer to help, by providing forms and assistance.
   3. This works best for a branch Notable position that is passed on at regular intervals.
7. Round-Robin
   1. All of the entrants act as judges for all of the entries other than their own.

Specific Types of Contests

Tempore Atlantia Contests

The KMoAS sponsors Tempore Atlantic contests^[1]Royalty, local hosting branches, and other individuals, who must communicate in advance with the arts and sciences coordinator for the event may wish to sponsor other contests or displays at these … Continue reading three times a year (usually at Fall Crown Tournament, Twelfth Night, and Spring Crown Tournament). The contests at the three events rotate between four periods: pre-1000 items, items from 1000-1350. items from 1350-1500, and items from 1500-1600. The MoAS must contact the Contests Deputy to register the sponsored contest at least two months before the date of the event at which the contest will be held. If the local branch is hosting Twelfth Night or Crown Tournament, please work with the Contests Deputy to ensure that there will be enough space for all the planned contests.Entrants may bring as many items as they wish to participate in a Tempore Atlantia exhibition. The only criteria will be that those items be related to the time period being highlighted at that event. The kingdom’s Laurels, Pearls, and others will hopefully make it a regular part of their event day to visit the display area and perhaps leave comments and/or tokens for participants. Entrants will be able to mark their items as non-competitive or display-only if they choose.

The Tempore Atlantia contest offers recognition for excellence, but if the MoAS is interested in sponsoring a prize, contact the Contests Deputy. Also note that the winner of a Tempore Atlantia may be asked – but not required – to serve as A&S Champion for Atlantia. Individuals, local branches, and guilds may sponsor specific prizes or for example, the best piece of embroidery from the period being highlighted that day. The sponsor should determine whether the winner will be selected based on the judge’s choice or scored by a branch of judges. If the MoAS would like assistance gathering judges for the contest, contact the Contests Deputy for assistance, or see the roster of judges.

Cultura Atlantia contests

The KMoAS sponsors the Cultura Atlantic contests at both Spring and Fall Coronations. Each contest is focused on a specific historical culture or practice, or aspect of SCA culture chosen by the new monarchs. These themes can be as general as European culture or as specific as early 12th century Finnish culture, or medieval hunting practice, or reflect an aspect of SCA culture that the Crown would like to enhance such as heraldic display or tablesettings. The Kingdom will provide prizes
for Their Majesties Choice and a token for Best Documentation. As with the Tempore Atlantia branches, guilds, households and individuals are encouraged to offer specific prizes in addition
to the other recognition. Contact the Contests Deputy two months ahead of the event. If the local branch is hosting Coronation, please work with the Contests Deputy to ensure that there will be enough space for all the planned contests.

Persona Pentathlon and Youth Triathlon

The conduct of the Persona Pentathlon and Youth Triathlon are the responsibility of the Order of the Laurel. The Ministry of Arts and Sciences is responsible for ensuring the Order has the resources it needs to hold the contest at the annual Kingdom Arts and Sciences Festival, or other occasion if the Laurels determine it. The Persona Pentathlon is for artisans 18 years and older. Entrants must display five items (no more, no less) from at least three of the contest categories. Be sure to publicize the rules beforehand, so that entrants will know what they ought to enter. The Persona Pentathlon is for artisans eighteen years and older. Entrants must display five items (no more, no less) from at least three of the contest categories. The Youth Triathlon is for artisans seventeen years old and younger. Entrants must display three items from at least two of the contest categories.

Each of the entries – five for Pentathlon, three for Triathlon – must be directly connected to the persona of the entrant’s choice. The entries could have been owned, made, consumed or performed by that persona. The items will be displayed together, and the entrant must include a brief description of the chosen persona. The persona does not need not be the entrant’s regular SCA persona but there can be only one persona per entrant. Items are judged on documentation, authenticity, complexity, workmanship, and creativity. Prizes will be given based upon the highest total score. The prizes for Persona Pentathlon and Youth Triathlon contests at the KASF are donated by members of the Order of the Laurel and will be on display.

Displays

An arts and sciences display is an exhibition at which artisans and craftspeople of all levels of experience are invited to show their work in a non-competitive environment. There are several reasons why the MoAS should consider holding an arts and sciences display, rather than, or in addition to, an arts and sciences contest. A display can bring together folks who are interested in an art or craft. Someone who may have been studying the history of ninth century left-handed widgets may be thrilled to see that another person shares their passion enough to put their widget-work on display. Perhaps, a new widget fanatic may be sparked by the work they saw at the display, and now has the name of a person who can help them to learn more about widgets. The display can act as a learning experience for the participants as well as the populace at large.

The Virtues of a Display

1. A display creates less pressure than a contest for:
   1. The participants, who need not worry whether their work is up to a set level of expertise.
   2. Those providing feedback, who may evaluate each piece on its own merits without the pressure of having to make a value judgement as to which piece should win.
   3. The organizers, who can make the display broader and more inclusive without risking a less effective arts and sciences activity.
2. A display allows everyone to get involved.
   1. contests can sometimes feel like an activity closed off to everyone except for the competitors and the judges.
   2. A display will encourage the populace to leave comments or tokens for the creators of the works on display, even participants should feel free to comment on each other’s work^[2]Of course, most arts and sciences contests should be set up to allow the general populace to leave comments for the competitors, but it is not always clear that such comments are invited..
3. To the participant, an arts and sciences display presents more than just an opportunity to have their work exhibited.
   1. It allows participants to receive feedback on their work. Honest and informed feedback is valuable to artisans and craftspeople at all levels of expertise whether they are newcomers hesitantly displaying their first work in a new medium, or the latest in a long line of masterworks by an expert.
   2. Participants will also value the opportunity to get noticed for their efforts and talents.

Best Practices for a Display

1. Speak with the autocrat or hall steward well in advance to ensure that there will be more than enough table space in a well-lit area of the hall to hold the display. It is far better to have too much table space than to annoy or put off participants with a lack of table space. The display area should be adjacent to a wall, for those who might want to hang larger items such as banners, tapestries, or garments.
2. The MoAS will also want to make sure that the location for the display will be near the main action of the event. If the display is hidden away in a back room of the site, it virtually guarantees low attendance.
3. Encourage the populace to bring items for the display by announcing the display at meetings and in event announcements, as well as by approaching members of the populace who might be timid about putting their work on display.
4. Works in progress are great display items because changes can still be suggested and made before the product is finished.
5. Encourage local branches /guilds and active demos to display. The displays can improve awareness of a branch/guild.
6. Provide plenty of entry forms, pens and pencils. Paper clips should be available for those who have prepared documentation papers that they might want to attach to their entry forms.
7. Have plenty of notecards or paper and writing implements available for commenters. Encourage passers-by to write down their comments for the artisans.

Best Practices for Participating in a Display

1. If there is documentation for any of the pieces one will be entering the display, bring a copy of the documentation.
2. Consider the presentation of the pieces and increase their attractiveness by making or buying a stand for smaller items, or some fabric to put under the work to provide contrast^[3]See the links on Entering Contests and Displays for some ideas..
3. Leave comments and feedback on other people’s work.

Tips and Suggestions for Judges and Commenters

1. Those who have entered an arts and sciences display are not simply looking for positive comments, e.g. feedback that will help them in their future work is far more useful.
2. Concentrate on leaving a comment that will help the artisan grow and explore new directions, and less on praising the specific work.
3. Please keep in mind that the office of the KMoAS expects feedback to be worded in a positive manner. Rude or cruel feedback should be removed from the judging sheets. It is possible to be both honest and kind at the same time and it is expected that all criticism will be presented constructively.

Challenges

An arts and sciences challenge is one of the more relaxed contests and generally is less rigid in the requirements for entry and judging. Challenges are usually hosted by an individual, local group, guild, or household to promote a particular aspect of the arts and sciences. One recurring such challenge is Master James of Middle Aston’s Interbaronial Challenge at the KASF which offers a chance for Baronies to promote the excellence of their local artisans. Another is the performing arts community’s sponsorship of the annual Duke Gyrth Oldcastle Poetry Smackdown. The challenger sets the criteria for the challenge and determines the winner.