The Care and Feeding of Heraldic Consultation Tables

Evan da Collaureo and Pedro de Alcazar
Kingdom of Atlantia

(This article was written for, and originally appeared in, the Proceedings of the 2001 Known World Heraldic and Scribal Symposium.)

Some kingdoms have a tradition of heralds manning consultation tables at events, where gentles can walk up and get advice on names and armory, and perhaps even draw up the submission forms to be sent in directly by the heralds at the event. Atlantia, for example, has a long history of offering consult tables at major kingdom-level events (MKLE's) such as Twelfth Night, Coronation, Crown Tourney, University, and "Unevent" (the annual kingdom business meeting). Some heralds have gone beyond the MKLE's to offer consult tables at local events as well. We consider the consult table to be a worthy endeavor for providing both service to the populace and education for heralds. This article is directed at those heralds who run such consultation tables.

Some of you gentle readers are from kingdoms that share the consult table tradition; others may be familiar with the big tables at major wars such as Estrella and Pennsic. The latter operate over multiple days and have clients from multiple kingdoms; this gives war tables their own interesting issues which the more common variety of consult table (one day and one kingdom) does not face, and which we will not be discussing here. Over the course of several years (semy of consult tables, of course) we have observed many things about how consult tables run, and have gathered our observations here for a brief look at some of the things that make a table successful, and the manager's role in all this. (This discussion originally appeared on the Atlantian Heralds e-mail list, and has been adapted from it.)

The biggest thing about running a table is that it is different from just working at one. You're going from a front-line client interaction position to one that is more managerial and support. In particular, "them what runs the consult table" are responsible for making sure things run smoothly, both during the event and following up. This will require a certain amount of preparation in advance.

Before the Event

First, let your autocrat know that you want to run a consult table. Do not assume that the people running the event will simply expect (and plan for) one, not even for MKLE's. (As Golden Dolphin, I found this out to my last-minute panic. -Evan) Get in touch early and stay in touch often: a lot of the preparatory work you're about to undertake requires coordination with the rest of the event staff to get best results.

Find out in advance if there will be Court(s) and/or Feast, and if so, when they are going to occur. Based on this you can decide what the hours for the consult table will be.

Second, make sure you will have an adequate working space. You're going to need tables, chairs for both heralds and clients, and adequate light. Electric power is optional, but if you're going to be indoors it's nice to have, especially if someone wants to run a laptop computer (see below). All this has to go somewhere, so contact the folks who are laying out the event site. Get the table near "traffic," that is, where lots of stuff is going on during the event. You don't want to get stuffed into some room away from it all. Some good places for the table are Merchants' Row, near the tourney field, or near classes. At mainly outdoor events the consult table is often part of, or right next to, Heralds Point. This can be a good thing, particularly if heralds are going to do multiple jobs (working the table, crying the site, heralding tourneys, etc.) during the event. At Crown Tourneys, arrange things so that Heralds Point has a good view of the list. Otherwise, an indoor location is preferred: even if it isn't raining, things won't be blown about as much. If there are to be classes, that area will attract folks who are interested in the "book" side of things.

Making arrangements for the space can often be delegated, but be prepared to deal with it yourself. This includes finding sources for furniture and arranging for transport if needed.

Next, gather up colleagues, resources, and forms. More heralds are a Good Thing to have, as it's difficult to do a consult table alone; multiple people give you the best chance of covering all the needed skills (e.g. it's good to have someone who can draw), and a wider selection of resources. In addition, you almost always get more than one client at a time and multiple heralds minimize waiting time. (Going from one to two heralds cuts the expected wait by more than half!) As to resources: name books of course, some standard armory references, as up-to-date a copy of the Armorial and Ordinary as you can get, maybe a laptop computer with the electronic Armorial and somebody who knows how to use it. (But always have a paper O&A anyway.) Resources may also require transportation so be prepared to arrange for it.

If your plans include taking submissions at the table, have a reasonable number of up-to-date forms. We try to have on hand 40 to 50 individual name forms, the same number of escutcheons, roundels and fieldless badges, 20-25 lozenge forms, and about a dozen branch name forms. If you are going to accept cash, get a supply of small bills for making change. Atlantia's price of $10 per item makes that easy, just get a few tens (about 5 for smaller events, closer to 10 for larger ones). Where the price is not an even multiple of 5, you'll want plenty of singles as well.

The Morning of the Event

Okay: you're on site, the tables are set up, with books and forms on them. Now it's time to become a floor manager. Get your staff together as much as you can before you start, and establish who wants to do what. Obviously you'll need people to work with clients, hunt through books, dispense advice, and get documentation onto forms; if you can, set up a separate place for formal emblazoning of armory. Then there are the second-line tasks: filling out contact info on the forms, taking money and writing receipts, filing the forms, supervising the general operation and fielding questions from heralds (not clients). The actual division of labor will be pretty fluid during the day, but you want to ensure that the folks doing the front-line work are not distracted by the more managerial duties, assuming you've got enough people to split up the load that way.

If the consult table is opening up right away, you're ready to go. It is Atlantian policy to close the table when Court is in progress, to encourage heralds (and the populace) to attend Court, so if the event opens with a Court (such as a Coronation or investiture often does), you'll want to be ready to open as soon as the first Court is over.

During the Event

While the table is open, your main job should be to keep things running smoothly. You are the second line of tech support, the one who answers questions from the heralds working the table. Most of the time you'll be working the cash register when not answering questions. If you've done your prep work this is the easy part. (Well, barring obstinate submitters perhaps....)

Sometimes, such as when there is a midday Court, there will be a need to close the table pro tempore with the intention of opening it up again later. In such cases you need to secure the reference materials while the heralds are out. This might entail locking up the stuff but that is time-consuming. We are generally able to find someone who isn't going to Court that we trust, and get them to look after the resources. This seems to be the better idea. (And if they get called into Court, at least we know where to find them!)

Since the jobs of completing the forms and working the cashbox will often fall upon you, a short description of what they entail is in order. The Laurel office requires one name form for each name, and 2 full-color emblazon forms for each item of armory. Atlantia requires, for the kingdom files, one additional name form per name; for armory, both one more full-color and one B&W outline are needed. But at MKLE's, the Golden Dolphin office generally requires only one name form, and the B&W outline for the armory; it's easier to photocopy and color as applicable after the event, than it is to deal with the delays involved in filling out multiple forms (and maybe coloring in several; ouch!).

Money Matters

Handling the money requires great care. The important thing to remember here is to keep a clear paper trail. To that end, we use three-part receipt books. When a submission is actually turned in at the table, the submitter gets a receipt. There are no exceptions. Even if it's a free resubmission, the submitter gets a receipt (albeit for zero dollars). The second copy of the receipt is filed with the forms; the third copy stays in the receipt book. The number of the receipt is written on every copy of the forms associated with the receipt, and the submissions handled are identified on the receipt. If the submitter paid by check, the check number goes on the receipt. This way, the possibility of losing track of a submission is kept to a minimum.

Know your kingdom's financial policies, especially those concerning cash. You don't have to accept cash; accepting only checks and money orders is safest for you, but a pain for the clients, so here are some guidelines about handling cash. Taking cash is a great convenience for clients but you've got to keep a close eye on it. The Atlantian College of Heralds has its own bank account, and takes immediate responsibility for all funds handled through consult tables at MKLE's, so taking cash there is no problem. Heralds for local groups and/or other kingdoms will need to adapt their practices accordingly. At the very least, keep cash for submissions separate from other cash, then hand-deliver to the kingdom submissions office, or go buy a money order for the appropriate amount, or give it to your local branch exchequer in exchange for a check drawn on the branch account (get a receipt!!!). Do not write a check on your personal account, since the consequences can be severe should that check bounce even once.

Closing Time and After

As the day winds down, you should provide adequate time for shutting down the table. You'll still have clients to serve, so close the queue to new clients in advance. After the last client is done, you need to finish "striking the set" as it were: putting everything away and cleaning up the area. If quittin' time is just prior to evening court, you will need at least 45 minutes to clear the queue and put everything away and still have time to make court. Send someone up to the Court area well in advance to save lots of seats up front for those who are striking the set.

After the table is closed, most likely the next day, you need to go through the collected submission forms. (You did have someone filing them as they were turned in at the table, right?) Match them up with the receipts and money. Add up the amount of money noted on all the receipts and make sure it matches the amount of money received.

If you were taking only one copy of each form, photocopy the forms until you have the appropriate number, making sure to have 1 copy of each to keep for your own files if you so desire. Color in the necessary emblazon forms. (Yes, this could take some time, and extra help is a good idea.) Then gather together all the forms that you need to send to your kingdom or regional submissions office; paperclip together all the forms associated with one receipt along with that receipt. (Paperclip; do not staple!) All those forms, and the associated funds, go in a 9x12 or 10x13 envelope, which on the next business day should be sent to the submissions office.

Now, finally, you can breathe a sigh of relief. (If you have to file an officer report write the consult table down on it.) You have successfully organized a great service for the populace and pulled it off with aplomb. And the reward you'll get for it?

But of course - they'll ask you to do it again!

Copyright 2001-2003, David A. Montuori and Craig M. Levin. All rights reserved. EXACT copies of this article may be printed, but electronic archiving is FORBIDDEN without the express written consent of the authors.

Author bios as of April 2001:

Evan da Collaureo, Kraken Herald when this paper was written, is the son of a late 13th century Genoa merchant and his English wife. Of a scholarly bent, he went to study in Atlantia and fell in with a scruffy group of folk calling themselves "heralds." While looking after the family firm's interests in Atlantia and the East, he has also been commenting for the College of Arms off and on since AS 28, and served as Golden Dolphin Herald (kingdom submissions office) for two years of that. Dave Montuori lives near Dulles Airport in Northern Virginia and works with computers in an attempt to extract money from them; he is less successful at this than he might like to be.

Pedro de Alcazar, Drekkar Pursuivant when this paper was written, is a converso aristocrat from Renaissance Portugal. After being shipwrecked in the Midrealm (don't ask), he traveled to Atlantia, where he supports himself as a herald and troubadour. Craig Levin lives near the University of Maryland's College Park campus and runs a local not-for-profit's library.