The Tent Conveners Corner

by Carol Waytovich

You've been to several games where CMA wasn't represented and would like to rectify this, but hosting a tent is going to take so much gear and knowledge, right? Wrong! If you've spent time in clan tents and/or read the Urlar and Creag Dubh for several years, you probably know more than you realize! Many events offer the option to rent tents, tables and chairs. This is not the most economical way to go in the long run, but it's the easiest way to start and may be a viable option if you only host one or two games a year. (And it gives you time to find needed items on sale!) Once at the games, you'll find that your fellow tent conveners are generous in loans of equipment or assistance in setting up.

What's absolutely essential to bring? Membership forms, some kind of table covering (including some tartan), and a bit of enthusiasm! The membership forms can be obtained from your regional commissioner. If they don't have a spare piece of tartan for the table, an inexpensive table cloth and a tartan scarf or sash will do. Clan name banners may also be located through the commissioner (Mid-Atlantic has at least 5 that I know about), but some games use signs that could be lashed to a pole to mark the tent sites. You may find that clan people can appear for part of the day with some tent accouterments. (In the Mid-Atlantic, a number of events are within range for a LONG day trip, but hosting a tent would require at least one overnight. If someone local were willing to host a tent and be there within the event hours, one of the current or former officers would likely be there about 80% of the day to help with tent coverage and bring the clan items they have.)

Most people contemplating hosting a tent will already have many of the niceties needed -- coolers, folding chairs, etc. If you could host a family picnic, you probably have suitable equipment to host a tent. Most games have food and drink available, but it may not be convenient for conveners to get away. If it's a first time for a tent, be conservative in your food estimate. Be generous with liquid refreshments, especially in warm weather.

Old Creag Dubhs and Urlars are useful to illustrate what folks get for their membership fee and are useful for addresses for additional information. If you don't have Scots Kith and Kin, mentioned in the last column, you may have Bain's Clans and Tartans of Scotland, which has the advantage of having illustrations of the various tartans and a map showing traditional clan areas.

Be prepared to discuss CMA objectives and activities, crests (association vs. clan), tartans and clan history, but don't worry if you don't know an answer. The membership brochure will answer most of the questions you'll get.

http://www.parsonage.net/macpherson

or you can contact me by mail if you have additional ideas to post to the web site. Here is what you need:

*Bags for trash - recycle those grocery bags and newpaper plastic sleeves.
*Membership forms

*Paper towels or wet-wipes - especially useful when hand washing facilities
      are distant or non-existent. The new hand sanitizing gels are another option.

*Pens, stapler, tape, rubber bands

*Tartan for table top - square for table top ideal, scarves can be used on front if needed

+Chairs - 2-4 folding chairs or camp stools

+Table(s) - approx. 2'x4' is a good size for the front of most tents, since it leaves room to get around on both sides, and it fits in smaller vehicles. Full size 30"x6' or 8' are too large for some tents

+Tent - can be rented at some games, but a $15-$20 5-pole dining fly will work. Unscreened 12'x12' gazebos ($60-$100) are a good compromise between cost and ease of set-up. Easy up canopies are making it into the discount store market and are worth the extra money if you do this often. In a pinch, they can be put up by one person. Larger tents may be to big for the space allotted at some games.

#Assorted elastic jump cords - to hold banners, tent cords and control stuff in your vehicle. Also useful to hold stuff on the table in windy weather.

#Clan Crest - plaque or association or clan graphic. If a paper printout, an inexpensive frame can be used

#Clan Sept list (from web site or typed from Urlar or membership brochure, approx. 18-24 point typeface) - large enough to read at 2-3 feet, but small enough or positioned so people have to come close to the tent. An inexpensive frame can hold this effectively.

#Cooler - with food and drink for lunch and hospitality, size dependent on weather - summer games in Mid-Atlantic Region REQUIRE full size coolers to provide adequate storage for the fluids you'll need. In hot weather, several towels should be soaked in ice water to reduce possibility of heat stroke. You may also want several coolers of varying size to separately accommodate food, drinks and pre-soaked cooling towels. Alternately, if buying a cooler, look for one with a drain to wet towels. If many of your games are in cooler weather, you may want to add a thermos for coffee or other hot beverage.

#Duct tape

#Easels and/or plate holders to hold sept list and crest - available at "dollar" stores, or prop them on books, hard-side business cases, small 6-pack size coolers

#Eating implements (napkins, plates, knives, forks, etc.) - re-useable or disposable. Disposables are certainly an option, but I opt for an assortment of '50s vintage aluminum "glasses" (some one of these days I'll find they're worth a bundle as collectibles and they'll be out of the tent kit) and "X-number-for-a-dollar" or "free" plastic cups and EXTREMELY inexpensive cloth napkins (4 for $1, all different so folks can keep track of which is theirs). Those odd pieces of silverware complete the mix. Old kitchen towels, cheap wash cloths and the like can be used for hot weather soaks or as napkins. Ongoing expense is negligible, since they get washed with the next appropriate load.

#Guest book -- useful for follow-up later -- e.g. organizing local events. A spiral notebook or legal pad with date and event name will work.

#Name banner - for front of tent, preferably of a size to be seen from a distance. Can double as banner for clan parade.

#Past Urlars and Creag Dubhs -- You probably have some of these around the house. Prominently label them display only or they'll disappear

#Safety pins - large 2" ones can be used to attach banners and flags to the tent and tartan to the table cloth

Scottish Books and Maps, especially those with Macpherson connection. Bain's (see below regarding reference books) is good in this regard, since the inside cover includes a map of Scotland with the traditional areas marked.

Reference books on septs (e.g., Scots Kith & Kin, Bain's Clans and Tartans of Scotland)

St. Andrews and/or lion rampant flags

Decorative dolls, paperweights or other items to draw interest to your table. (Not expensive stuff, unless it's too big to carry off easily.)

- - - - - - - - - - - - - - - - -
*Essential items. The trash bags and paper towels could be considered optional, but are probably in the house.

+Essential items which may be available for rent at some games

#First additions to make to your tent set-up

I use three transparent tote boxes, approx. 12x12x18 to keep tent materials together and protected: One for food service items, one for reference books and paper materials, and one for banners, flags, table covers. I started with one for the books and added others after an afternoon thunderstorm took the tent down and stuff was in whatever spare plastic we had. These fit well in the back seat with the coolers, leaving the trunk for tent, chairs, table, etc. Some games restrict parking, even during set-up and this is also a good size if you have to carry things a distance or fit them in golf carts, etc. If you use opaque containers, they need to be labeled and you'll need to find some way to contain small things, to keep them from drifting to the bottom of the container. (With transparent sides, you can see where the safety pins are before you go rummaging through the whole box to find them.) This arrangement also makes it easy to pack for games; you just have to grab the boxes and go!

Remember -- Be prepared to discuss CMA objectives and activities, crests (association vs. clan), tartans and clan history. If you've spent time in clan tents and/or read the Urlar and Creag Dubh for several years, you probably know more than you realize!