Information for Local Groups
Frequently asked questions
Can I contact the media?
Yes! Groups are encouraged to network locally with community reporters, newspapers and other media sources to raise awareness of who the SCA is and what we do as a society. Getting a bit of media exposure is a great way to promote your group or demo in your surrounding community.
Do I need to contact the Media Relations Deputy first?
A heads-up in advance that your group is working with the media is always appreciated, but not mandatory. An email would suffice. However, after you’ve spoken with the reporter and/or a story or photo is published, please share a copy of the article/picture with the Media Relations Deputy for archiving. If the article is published online, an email with a link to it is sufficient. Hard copies of the article are also welcomed by mail. The address is in the Tidings.
What happens if our group is approached by the media?
Feel free to talk to the reporter, and answer any questions they have. Remember to return phone calls or emails as promptly as possible, even if it’s just an acknowledgement to start. Reporters are often working to deadline and may abandon their story idea if a prompt response is not received. Establishing good rapport with the local media is essential for successful exposure.
Special cases:
In some cases media organizations may cover an area much bigger than your local group. If so, it would be helpful to coordinate media interactions so that all impacted groups can benefit. As a result, if you are contacted by a larger-scale media organization, please contact the kingdom Media Relations Deputy to discuss before having any further discussions with the requestor.
Some examples of this type of situation would be:
· a really big media outlet (such as a national paper like the Globe and Mail or a national TV show) or a media outlet that has a bigger reach then your community (for example, CBC TV and radio stations often cover multiple cities in an area which may include several SCA groups).
· a production company shooting a television show or documentary
· a private/third-party organization seeking SCA participation in their film or production
· a magazine with distribution larger than your local community (provincial, special interest, etc.)
What should I say?
The best approach is the easiest. Speak about what you know. Your enthusiasm for the SCA and what your interests are will reflect in what you say, and it will feel more comfortable to you. Don’t get too worried about saying something wrong. Most reporters writing articles featuring the SCA are looking for “feel-good” stories with a strong community connection. They won’t ask you any really tough questions.
The rule of thumb is to show the best side of the SCA, and highlight the passion we all have for re-creating medieval “living history”. Refer the reporter to this site or the main SCA.org or Newcomers sites for more information on what we do. If they’re attending an event or demo with you, walk them around and explain what’s happening on site, or going on in front of them (be it fighting, rapier, dance or arts and crafts). Emphasize that the SCA is a family-friendly society where you can.
Avoid SCA-specific terms and jargon as much as possible, unless you’re specifically defining something as part of our culture. Most people outside the society won’t understand their meaning otherwise. Terms we use regularly like “garb”, “mundane”, “newbie”, or even officer titles should be reframed in a more modern way such as “period clothes”, “outside the SCA”, “new to the SCA”, or “President”, etc.
What if it goes really badly or something wrong happens?
The odds of this happening are very small indeed. But if you are feeling uncomfortable about an interview, experience or story that was published contact the Media Relations Deputy for help.
How do I start?
Community newspapers are usually the ones most interested in local SCA groups. Many papers will feature an email address for the editor or a reporter who specializes in local events or community news. A brief, courteous email from your Seneschal, Chatelaine or event steward explaining who the SCA is and why you think they would be interested in talking with you is often enough to encourage follow up. Include phone numbers as well as email addresses* and a relevant web site if possible so the reporter can respond and do some research in advance.
Watch your inbox/voicemail and return queries promptly. If you’re inviting the media to visit an event or demo, include dates, times and a location for the event. They may not have time to respond to you but may send a photographer out anyway without warning. Make sure they have the information they need up front to attend.
If you’ve invited the media to your event or demo remember to let the organizers and SCA participants know ahead of time so they will be aware a reporter may say hello or take their picture.
*Be sure to use a professional looking/sounding email address. It ideally would be an officer’s email address (such as seneschal@group/canton...).
What happens at the event?
Members of the media are never required to be in garb to tour a demo or event, unless it’s part of your discussion up front and they’re looking for an “immersion” kind of experience. But these are rare—assume garb is not an option. As well, media reps. should never be charged gate fees for events.
Once on site, a reporter/photographer may only stay a few minutes. They may have many other stops to make that day, so be attentive and answer questions during a walk through. You may only have 15-20 minutes to say what you need. That said, don’t necessarily hang on with them the whole time. Invite the reporter to walk around on their own and talk to folks if they wish. This may be their preference.
If you have a chance, ask them when they think the article/photo might be published so you can watch out. Don’t forget to ask for their name and contact information as well if you haven’t spoken in advance. This is so you can follow up later if necessary or for future invitations.
Do I use my mundane or SCA name?
For almost all cases, use your real mundane name for correspondence. You can talk about how our members often choose period names and personas when either having the interview or on-site at the event. It’s also a good idea to use real place names instead of canton names, etc. to avoid confusion.
Other questions?
Contact the kingdom Media Relations Officer.
Lady Avelyn Wexcombe (Melanie Reasbeck)
Ealdormere.Media@gmail.com
(613) 841-1958
Other resources
For sharing with reporters (optional):
Background on the SCA. You can share this page in your email to help the reporter get a sense of who we are.
Stock photography of the SCA in action. This page has photos that are freely available for media to use if they want a photograph to go with their story but can’t make it out to an event. Ealdormere-specific photos may be available as well if you contact the Media Relations Deputy (some advance warning necessary).
For groups:
SCA Media Relations Policy (PDF)
Can I contact the media?
Yes! Groups are encouraged to network locally with community reporters, newspapers and other media sources to raise awareness of who the SCA is and what we do as a society. Getting a bit of media exposure is a great way to promote your group or demo in your surrounding community.
Do I need to contact the Media Relations Deputy first?
A heads-up in advance that your group is working with the media is always appreciated, but not mandatory. An email would suffice. However, after you’ve spoken with the reporter and/or a story or photo is published, please share a copy of the article/picture with the Media Relations Deputy for archiving. If the article is published online, an email with a link to it is sufficient. Hard copies of the article are also welcomed by mail. The address is in the Tidings.
What happens if our group is approached by the media?
Feel free to talk to the reporter, and answer any questions they have. Remember to return phone calls or emails as promptly as possible, even if it’s just an acknowledgement to start. Reporters are often working to deadline and may abandon their story idea if a prompt response is not received. Establishing good rapport with the local media is essential for successful exposure.
Special cases:
In some cases media organizations may cover an area much bigger than your local group. If so, it would be helpful to coordinate media interactions so that all impacted groups can benefit. As a result, if you are contacted by a larger-scale media organization, please contact the kingdom Media Relations Deputy to discuss before having any further discussions with the requestor.
Some examples of this type of situation would be:
· a really big media outlet (such as a national paper like the Globe and Mail or a national TV show) or a media outlet that has a bigger reach then your community (for example, CBC TV and radio stations often cover multiple cities in an area which may include several SCA groups).
· a production company shooting a television show or documentary
· a private/third-party organization seeking SCA participation in their film or production
· a magazine with distribution larger than your local community (provincial, special interest, etc.)
What should I say?
The best approach is the easiest. Speak about what you know. Your enthusiasm for the SCA and what your interests are will reflect in what you say, and it will feel more comfortable to you. Don’t get too worried about saying something wrong. Most reporters writing articles featuring the SCA are looking for “feel-good” stories with a strong community connection. They won’t ask you any really tough questions.
The rule of thumb is to show the best side of the SCA, and highlight the passion we all have for re-creating medieval “living history”. Refer the reporter to this site or the main SCA.org or Newcomers sites for more information on what we do. If they’re attending an event or demo with you, walk them around and explain what’s happening on site, or going on in front of them (be it fighting, rapier, dance or arts and crafts). Emphasize that the SCA is a family-friendly society where you can.
Avoid SCA-specific terms and jargon as much as possible, unless you’re specifically defining something as part of our culture. Most people outside the society won’t understand their meaning otherwise. Terms we use regularly like “garb”, “mundane”, “newbie”, or even officer titles should be reframed in a more modern way such as “period clothes”, “outside the SCA”, “new to the SCA”, or “President”, etc.
What if it goes really badly or something wrong happens?
The odds of this happening are very small indeed. But if you are feeling uncomfortable about an interview, experience or story that was published contact the Media Relations Deputy for help.
How do I start?
Community newspapers are usually the ones most interested in local SCA groups. Many papers will feature an email address for the editor or a reporter who specializes in local events or community news. A brief, courteous email from your Seneschal, Chatelaine or event steward explaining who the SCA is and why you think they would be interested in talking with you is often enough to encourage follow up. Include phone numbers as well as email addresses* and a relevant web site if possible so the reporter can respond and do some research in advance.
Watch your inbox/voicemail and return queries promptly. If you’re inviting the media to visit an event or demo, include dates, times and a location for the event. They may not have time to respond to you but may send a photographer out anyway without warning. Make sure they have the information they need up front to attend.
If you’ve invited the media to your event or demo remember to let the organizers and SCA participants know ahead of time so they will be aware a reporter may say hello or take their picture.
*Be sure to use a professional looking/sounding email address. It ideally would be an officer’s email address (such as seneschal@group/canton...).
What happens at the event?
Members of the media are never required to be in garb to tour a demo or event, unless it’s part of your discussion up front and they’re looking for an “immersion” kind of experience. But these are rare—assume garb is not an option. As well, media reps. should never be charged gate fees for events.
Once on site, a reporter/photographer may only stay a few minutes. They may have many other stops to make that day, so be attentive and answer questions during a walk through. You may only have 15-20 minutes to say what you need. That said, don’t necessarily hang on with them the whole time. Invite the reporter to walk around on their own and talk to folks if they wish. This may be their preference.
If you have a chance, ask them when they think the article/photo might be published so you can watch out. Don’t forget to ask for their name and contact information as well if you haven’t spoken in advance. This is so you can follow up later if necessary or for future invitations.
Do I use my mundane or SCA name?
For almost all cases, use your real mundane name for correspondence. You can talk about how our members often choose period names and personas when either having the interview or on-site at the event. It’s also a good idea to use real place names instead of canton names, etc. to avoid confusion.
Other questions?
Contact the kingdom Media Relations Officer.
Lady Avelyn Wexcombe (Melanie Reasbeck)
Ealdormere.Media@gmail.com
(613) 841-1958
Other resources
For sharing with reporters (optional):
Background on the SCA. You can share this page in your email to help the reporter get a sense of who we are.
Stock photography of the SCA in action. This page has photos that are freely available for media to use if they want a photograph to go with their story but can’t make it out to an event. Ealdormere-specific photos may be available as well if you contact the Media Relations Deputy (some advance warning necessary).
For groups:
SCA Media Relations Policy (PDF)
