S.C.A. Service

An In-Depth Look at Retaining.

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"I Know What You Need Before You Do!"

-Cailleach Chiarain

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​Retaining is one of my favorite things to volunteer for in the SCA.  It wasn't until the reign of Vienna and Wilhelm that I found out it is not an assigned job.  I believe it has helped me come out of my proverbial shell, do more, and meet more people.  I was fortunate enough to combine forces and put together a round-table online forum to discuss what retaining is.  The handout for that class is below.

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Retaining round table – Retaining staff for Ryou and Indrakshi

 Thursday April 21st, 2022

 

1.What is retaining?  Who does what?

 

2. “What’s in The Bag”?

 

3. General retaining vs. court retaining

 

4. Special retaining shifts: early shifts and after court shifts

 

5. What are the basics?

• What do I wear?

• How do I act?

• What do I bring with me?

• What can I be expected to do?

• Gifts! What information to get?

 

6. What’s the royal room?

 

7. Do’s and don’ts

 

  

 

1. What is retaining?  Who does what?

 

      Retainers are those who volunteer to help care for the Royals.  Basically, we are the behind-the-scenes staff that help make things run smoothly at events.

 

               Reign head retainer - I’m Arabella! As head retainer, I am in charge of recruiting, organizing, and staffing the retainers needed for events, and helping things run smoothly.  I collect all the survey responses and make the schedule for upcoming events.    My Deputy head retainer, or second in command, is Cailleach (Karyn Driscoll), who does these things if I cannot.

 

Regional/Camping Event Deputy retainers - Regional retainers help recruit locally and may also be the event head retainer at times.  Camping event retainers will help make sure things run smoothly at those events when staying overnight.  My regional deputies are:

Tir Mara (Canada) – Cellach Donn (West), and Eufemme (Jayd Alba) (East)

North – Olalla (Amanda Steward)

Central – Tasha (Diane Dooley)

South – Ciaran (Mike Bannon)

              

              Event head retainer – the event head retainer is a supervisory role at an event.  They make sure that things run smoothly, TRM is being cared for, needed supplies are where they need to be, and arrange an area for evening court.  This also includes organizing the retainers before processing into court and establishing a court order.   If there is a retaining issue, please go to this person, and they will help or escalate the issue as needed.

 

               Staff retainers – these wonderful people are the ones caring directly for the royals. I will typically staff two people per shift (usually an hour long) to accompany Their Royal Majesties. When new, I pair people with more experienced retainers so no one is left without support. Basically, we are the behind the scenes staff that help make things run smoother. 

 

 

2. “What’s in The Bag”?

 

There are separate retaining bags for his and her royal majesties.  They will have different supplies and treats, so please make sure you have the correct bag for the right person.  You can tell this by the applique on the front of the bag.  It is very important to know where the retainer bag is at all times during your shift.  Never set it down or leave it anywhere.  Personal items such as cell phones or wallets could be inside, and it would not be good to lose those.   When changing shifts, let the next person know what is in the bag, be it a drink/drinking vessel, snacks, tissues, gift notebook, favors for Indrakshi, personal tokens, or other personal items of note you may need to find quickly.  If something is used from the bag, try to replace it or let your head retainer know so they can get it for you.

 

 

3. General retaining vs court retaining.

 

When accompanying TRM, we hold onto personal items, write down gift information, and help make sure they have what they need, food, water, potty breaks, ect.   We also help them keep on schedule, and can even help them remove themselves from unwanted conversations/situations. 

 

When in court, we are part of the royal procession and will walk into court after them as part of their staff, we take turns (approximately 15 min at a time) standing behind the thrones, making sure they have what they need. This can include making sure they have something to drink, tissues to give out, just helping things run smoothly, and helping our royalty shine like the stars they are.

 

Whether you are traveling with TRM or behind them in court, please remember you are an extension of them.  You may not think you are seen, but you are in fact very visible and it is important to act with respect.  Please try to guard your face and actions while retaining as to put your best face forward, and let our royals shine.   There is no minimum requirement to be a retainer beyond the shift you agree to. It is expected that people dress appropriately, act responsibly, and be timely for their shifts.

 

 

 

 4. Special retaining shifts: early shifts and after court shifts.

 

Early retaining shifts/site open: it is entirely possible that the site will be open and TRM will not be on site yet.  Please find out where the royal room is, and if TRM is on site yet.  If not, please wait at an appropriate place during your shift till they arrive, or till your shift is complete and you let the next shift know of the current situation.  Once TRM is onsite, offer to help them carry things from their vehicle to the royal room, and be available should they need something.  It is very important you give them space to settle in and change into their garb, so unless asked, please do not crowd the royal room once items are in place.  Patiently wait outside unless asked to come inside.   This would be a good time to take over ownership of and organize the retainer bags, and make sure you have what you need.  Minimally, a notebook and pen, bottle of water, tissues, and personal tokens/favors.

 

 After court: This shift is very important.  At the very end of court, it is your responsibility to take their drinking vessel from the table between the thrones, and retainer bag, and follow them back to the royal room, or wherever they may be headed next.  If you are assigned to after court duty, it would be a good idea to know what the last piece of business is so that you can be ready to follow TRM as soon as they are ready to walk out of court.  No one wants to see anyone scrambling to catch up.  As part of the after court role, helping TRM pack and bring things out to the car would be helpful, but ask what they want you to do first.  Many hands make light work.  But please get specific instructions on were to put items.  If the retainer bag has a cellphone or wallet, please make sure that they have it in hand before the bag is packed to go home.

 

5. What are the basics?

 

• What do I wear?

Please wear clothes and shoes that are in good condition and are

comfortable enough to walk, or stand in place for long periods of time.  Even though you are not the main focus of attention, you will still be highly visible, and you represent the Crown.  Please do not wear clothes with stains or rips, and do wear shoes that you can walk over a variety of surfaces including grass, gravel, mud, and dirt.

 

• How do I act?

Please remember that how you act is an extension of the Royals.  While retaining, you need to be conscious of both your actions and facial expressions.  When in public, please be formal! Don't refer to the royals as “Insert Name(s) Here.” They are His/Her/Their Highness or His/Her/Their Majesty. When They are "off-duty" then we can all be more familiar, if that is a comfort they have extended to you. Remember, if They are in garb, They are "on" and so are we… even if They're not wearing Their Crowns.

 

• What do I bring with me?

When retaining, self-care is also important.  You need to take care of yourself to take care of Them! Please bring your own drinking vessel, sunblock (should already be applied before your shift starting) and any snacks you think you may need to keep up your energy.

 

• What can I be expected to do?

When retaining, you may be asked to get something from the royal room/tent, fill drinking vessels, give tissues, organize favors, carry items like a parasol, or even hold the Royal Crowns if they need to use the bathroom.  Typically, the crowns are removed before using the facilities as to no fall off in the middle of taking care of business.  It is important to treat the crowns with the upmost care and respect.  When holding crowns, do not drape them over your wrist, twirl, spin, or even jokingly put them on. They should be held palm side up, across your open palms. Do not grab it like a horseshoe/tambourine.

 

• Gifts! What information to get?

Every time someone gives something to Them, or does something for your Royalty, write it down on the notebook in the retainer bag.

Please include:

• The event or the date

• Who: both SCAdian and mundane names and addresses),

• What Shire or Barony they are located in

• Item they gave, or what they did

 

 

6. What’s the royal room?

 

Think of the royal room as TRM’s bedroom.  The royal room is not a place to store your items.  It is not a place to sit and relax.  The royal room is essentially the changing/storage room for TRM.  They may also have private meetings, and sign scrolls.  It is essential to keep the area as clutter free and organized as possible.  There will be a Herald table with scrolls on it.  There is to be NO FOOD OR DRINK ANYWHERE ON THE TABLE EVER.  I cannot stress this enough. 

 

There will be very few people allowed in the royal room at any time.  The queens guard should be at the door/entrance and should maintain a cleared area directly in front.  Only if you are currently working as a retainer or taking over a retaining shift may you be near the door entrance.  Should TRM need help, they will ask for it, and someone will come to find you, so stay nearby. 

 

 

7. Do’s and Don’ts

 

-DO be on time (or slightly early) for your shift

-DO give any important information to the person taking over from you for their shift.

-DO be respectful and courteous when speaking to TRM and others.

-DO offer food and drinks to TRM, especially when standing in the sun for long periods.  Keep everyone (including yourself!) hydrated, and healthy.

-DO offer to take/hold items for TRM – typically they should not hold more than one item.  These things could include their drinking vessel, parasol, weapon, or anything you hold within the retainer bags.

-DO accept “NO” for an answer when offering to hold or get something for TRM.

-DO give space to TRM for them to have private conversations, if you are needed, they will look for you.  Please do not wander away while you are still on duty. 

-DO know where the retainer bag is at all times!

-DO take turns retaining during court.  Get your number in line-up before court, and know who is in front and behind you.

-DO be aware of the time and Their schedule.  Carry a watch or small clock on your person and check it frequently. Also, make sure you know what Their schedule for the day is.  A written copy will be in the retainer bag, for reference. Let the Royalty know when it is approaching time for Them to be somewhere. If They have to be at more than one place at once (it does happen!), let Them know all of the places They are supposed to be, and They will decide which ones to go to in which order, and which ones to skip if necessary.

 

-DON’T join in conversations that your Royalty may be having with other people unless you are spoken to, and invited to join in the conversation.

-DON’T repeat anything you overhear in conversation.  Not everything is meant to be public knowledge, and you may overhear thing that may be confidential, even if that’s not expressly stated.  Some items of discussion may be subject to legal liability, as well.

-DON’T lean on the backs of thrones during court. Also, there really should be very little, if any, chatter, giggling, or talking to the people behind the thrones. This is distracting and takes away the special moment from the person being called into court

-DON’T fidget in court.

-DON’T be a paparazzi.  If you have a friend getting an award during court, let the next retainer know, and kindly step to the side, away from the thrones, to take pictures.  Do not use your phone or camera where anyone can see.  If you *must* take pictures, then do so discreetly.  Remember, if your phone can see other people, other people can see your phone.

-DON’T leave the Royals alone.  At times, They may have to go to various meetings that you cannot attend. Wait outside for Them. Don't go away and plan to come back when it is over; it may get out early or They may need you to do or get something for Them. If it is necessary for you to leave Them alone while you go get something for Them, be as quick as possible and make sure They stay where They are so that you can find Them again.

-DON’T forget – YOU ARE HERE TO HAVE FUN.  If things start to get to be too much for you, PLEASE don't suffer silently.  Let your partner or head retainer know, so that we can help. Overworking yourself won't make the reign any easier for anyone, and is likely to sour you on the SCA. It is much better for everyone involved if you cut back on your duties and let someone else take up the slack, rather than burn yourself out.

 

  

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 This document was written with our TRM Ryou and Indrakshi in mind.  Other Royals may have different needs, different likes or dislikes and so some of these notes may vary.  Please feel free to check in with your Head Retainer or Chief of Staff to avoid any confusion.

 

 

Content created by:

Arabella de Mere OL

Cailleach Dhe ingen Chiarain OSW OSB

Sefa Hrafnsdóttir OP