Land

LAND:

Groups of a minimum of 20 or more wishing to establish a new encampment together may choose an open land area to occupy and notify the GW Landcrat of their intent to camp as a group by email to landcrat@gulfwars.org. . To successfully begin to form a group encampment, you must ensure that all group members are pre-registered and submit your request for a group camping space to the GW Landcrat email prior to the pre-registration deadline. New groups will need to submit a list of the names of their campers, and their designated camp liaison and deputy to serve as points of contact for all information exchanges for the group. Liaisons will be responsible for relaying rules, regs, and information regarding updates for the war and camps to their camping populace and will need to have current, valid contact information on file with the Landcrat at the start of each war registration period.  Keep in mind that spaces for groups to camp in do not come up very often, and that there might not be one available. In this case, it is recommended that your group look at camping with another group, or on Kingdom land, if your kingdom has land at Gulf Wars.

Citizens of Ansteorra, Trimaris, and Meridies looking to establish new encampments should contact their Kingdom Land Representatives who will administer their land request in house as a portion of their existing kingdom lands. Any questions should be forwarded to the GW Land office.

Groups with permanent camping sites at Gulf Wars must pre-register the minimum number set for their land. Land Liaisons will have this confirmed number at the beginning of each War opening of Pre-registration.

Land Liaisons and their deputies are the go between of the encampment populace and the GW Landcrat. These individuals are responsible for knowing the rules of the office AND for the site/war. These individuals are responsible for making sure any campers on the land they represent are aware of and in compliance with these rules and regulations.  [Note: As of 2019, children age 6 years old or older count towards camp numbers, even if they are not required to pay for admission.]

The Landcrat has final authority for the resolution of all land disputes and issuance of permits for vardos and any other wheeled camping constructs allowed or disallowed in encampments at any given war. ALL such permits and agreements are only valid for the duration of the event in which they are issued. The GW Land office hold final jurisdiction over encampments assigned for the event and for the duration of the event, and not for any privately owned adjacent areas or camps.

PAVILIONS AT THE FIELD:

There are 2 types of pavilions addressed here

1.      Field pavilions – A large structure utilized by one of the war departments or support, kingdoms or other recognized formal group

2.      Day Shades/ Personal Pavilions – Structures used fieldside by an individual or smaller or unofficial group (some very large households are categorized under Field Pavilions due to the number of people utilizing the area)

FIELD PAVILIONS

All requests for Field Pavilions Use should be sent to the Pavilions deputy – Lady Philippe Delaney or Alina de Lacy at fieldpavillions@gulfwars.org.  When you receive permission, you will be assigned a space and issued a permit that must be displayed at all times on the pavilion. There will be no overnight sleeping allowed under the field pavilions. Field pavilion space is assigned by the pavilion office and a map will be available onsite and field layout will be marked. If you need help identifying your pavilion space, or there are questions or concerns regarding pavilion placement, please have someone with a radio call for the Field Pavilion Deputy or Landcrat. Unauthorized field pavilions will be dropped and seized. Cut off for requests is March 1, 2023. Any requests received after this will be dealt with one by one upon arriving at site. Also, as a reminder no field pavilion may have sides except during inclement weather and those must then be removed once the weather has cleared in a timely fashion. No pavilion may be set up until they have received their authorization and that can ONLY be obtained by emailing the field pavilion email as listed above.  ***FIELD PAVILIONS ARE NOT PERMITTED TO HAVE WALLS***

DAY SHADE/PERSONAL PAVILION

There will be no day shades/personal pavilions allowed next to the fighting field for safety reasons. Instead, there will be a road between the edge of the fighting field and all day shades The Field Pavilion Deputy (see above), must approve the placement of all day shades along the road.

RVs/Vardo’s

With new site owners, the RV rules are changing slightly.

What is an RV? If it has road wheels and you sleep/stay in it, it is an RV. This includes vardos, trailers, Rigs, campers, etc. All RVs must be registered with Kings Arrow Ranch (KAR) by emailing reservations@kingsarrowranch.com. In addition to the usual RV area, there will be a “boondocking” RV area with no hookups. In addition to the GW registration fees for the occupants, RVs will be charged a fee by Kings Arrow Ranch. Although Vardos must be registered with the site as RVs, Vardos which are parked in camp areas are exempt from any additional RV fee, but will be charged for electrical use if plugged in to power.

RVs/Vardos with regular war registration will only be allowed entry to site from 1 – 8pm on Saturday, 8am – 8pm Sunday – Tuesday, 8am – 6pm Wednesday – Friday. Please plan to arrive during these hours.  If you arrive outside these hours, please park in the Troll parking lot.

Do all RV’s have to be in the RV area?
Short answer: Yes.  Longer answer, everyone with an RV should plan to park it in the RV area. Requests for exceptions to park elsewhere will be considered in advance (see below for requirements), but the owner of the RV should plan on camping in the RV area.

Will there be reserved space?
You must reserve space with Kings Arrow Ranch if you need power and water hookups. All RVs not reserved with Kings Arrow Ranch will be parked on a first-come, first-served basis and will not have access to these amenities.

Is there a dump station for their sewage?
No. Draining sink/shower water, (grey) will be allowed, but no sewage or black water. There are dump stations at the MS welcome centers on most major Interstates.

Are there electrical hook-ups?
You must reserve space with Kings Arrow Ranch if you need power and water hookups. Generators are allowed, but only in RV parking spaces.  Please remember to fill up your tanks for your generator before coming on site. Most spots are fairly level but heavier rigs such as class A’s, should use caution when setting up, please park in specified areas only.

Will merchants be able to bring their RVs on site on merchant set-up day?

Yes, this will only be during the merchant arrival window. RV requests will still have to be made to King’s Arrow Ranch, so remember to reserve space for your RV when sending in all of your other reservation info.

VARDO INSPECTION AND SET UP PROCEDURES

Vardos will be approved on a case by case basis. Being approved to be onsite last war DOES NOT exempt you from following these steps every year for every war.  

  1. All requests for pre-arrival approval must be made in writing and include pictures showing the four sides of the vardo (sent to landcrat@gulfwars.org). Your land liaison must also have approved you to park the vardo in camp prior to arrival at war. You will also need to register with KAR by email to reservations@kingsarrowranch.com.
  2. All requests for pre-arrival approval must clearly state the mundane and sca name of the vardo owner, the encampment where it will be parked, and the date of arrival.
  3. Pre-arrival approvals, as well as final onsite permits are for the current year only and will have to be resubmitted each year.
  4. All vardos must have a period appearance (approved in advance by picture submitted in the request for a permit) and the wheels must remain covered/not visible during the entire war.
  5. All vardos will be required to meet and maintain the minimum safety requirements once set up and inspected on site. These requirements are as follows: 1 leveling jack/stabilizer on each corner; have all wheels chocked in both directions; be on relatively level ground.
  6. All vardos must have the hitches hidden from view throughout the entire war and cordoned off so as not to be a tripping hazard in the dark of night.
  7. Upon arrival at Troll, have the troll staff radio the Landcrat and advise that you have arrived and are heading to your encampment.
  8. Once in camp, you will need to be inspected within 24 hours to receive your permit. Permits will not be issued until you have fully set up and met all safety and visual requirements.
  9. Permits are a weatherproof tag issued each war that you will need to have displayed in a way that is easily seen from the roadway or walkpath.

If you are not sure if something meets requirements, please email landcrat@gulfwars.org and we will be happy to discuss the item in question. ALL VARDO PRE-APPROVAL EMAILS MUST BE RECEIVED AT THE LANDCRAT EMAIL NO LATER THAN THE MONDAY PRIOR TO WAR. Any requests received after this date will not be able to be reviewed and registered in time. PLEASE DO NOT send requests after this date.

**********EXPERIMENTAL RULE FOR 2023 ONLY**********

Small Modern trailers (SM Trailers, SMTs) are defined as any modern camping trailer which is towed with a bumper hitch and is no more than 20’ in length exclusive of tongue.  Only one (1) SMT trailer will be allowed to park in each camp area with the approval of A) the Land liaison for that camp, B) Kings Arrow and C) the War Landcrat. 

All approvals must be made prior to arrival at war and verified by email confirmation sent to and recorded by the Landcrat.

  1. All requests for pre-arrival approval must be made in writing and include pictures of the SMT AND THE TENT intended to cover it (sent to landcrat@gulfwars.org). This must be received no later than the Monday before War.
  2. Your land liaison must also have approved you to park the in camp prior to arrival at war. You will also need to register with KAR by email to reservations@kingsarrowranch.com.
  3. All requests for pre-arrival approval must clearly state the mundane and sca name of the SMT owner, the encampment where it will be parked, and the date of arrival.
  4. Modern trailers must be parked inside a tent/enclosure of some fashion and remain entirely covered for the duration of the war. They may not run a generator, require utilities hookups, or exert excessive ground pressure.
  5. All SMTs will be required to meet and maintain the minimum safety requirements once set up and inspected on site. These requirements are as follows: 1 leveling jack/stabilizer on each corner; have all wheels chocked in both directions; be on relatively level ground.
  6. Upon arrival at Troll, your pre-arrival registration and approvals will be verified. If you arrive and did not follow the process to be approved, you will not be allowed into the camp area to park.
  7. Once in camp, you will need to be inspected within 24 hours to receive your permit. Permits will not be issued until you have fully set up and met all safety and visual requirements.
  8. Permits are a weatherproof tag issued each war that you will need to have displayed in a way that is easily seen from the roadway or walkpath.

The Landcrat will make the final determination if the SM Trailer will be allowed to park in camp areas.

This rule will be evaluated after GW 2023 and may or may not apply in future years.

**********END OF EXERIMENTAL RULE FOR 2023**********

Please be sure you are familiar with the Site Rules. These are located at https://www.gulfwars.org/policies/site-rules/

The rules about parking for unloading and set up being only for 3 hours and then you can be towed, tents MUST have 3 ft of space between the ropes for a fire break, what you MUST have in camp if you have a firepit of any type (water bucket, extinguisher, buckets of sand, etc), and many others are handled at that link. Please be sure you read them. You are responsible for following them either way.

Brenna “Froggie” O’Duynie, GW Landcrat 2023

landcrat@gulfwars.org